You have questions, we have answers!
Review answers to questions asked by real users here:
Reports:
How Do I Create a Custom Workspace Report?
There is currently not an option to create a custom report. Please reach out to WorkSpace Support for help finding a report to meet your needs by emailing WS-Support@goworkspace.com or submit your idea to our suggestion box via this link:
How Do I Generate work order Billing reports?
Please review the billing report options under Property and Facility / Reports:
- Billing Analysis
- Tenant Billing Summary
Or see “Exporting Billable Charges” for more information.
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Access, Permissions & Notifications:
What If I Need to Update a Staff User's Details? Can I Edit Multiple Staff User Details at Once? How do I Update Property Contact Information?
Each user profile must be updated separately. Please see “Managing Staff User Features & Permissions" for more information.
How Do I Restore a Deactivated User or Property?
To reactivate a user or a property, please submit a ticket to WorkSpace Support by emailing WS-Support@goworkspace.com.
How can a tenant user login for the first time?
Once a profile has been created for a tenant user, please use the “Welcome to WorkSpace” broadcast template under Broadcasts to share default login credentials and instructions. Please see “Sending a New Broadcast” for more information.
Can i update an email address?
Once a user profile has been created, the email address cannot be changed. If the email address has been misspelled or in the event of a name change, the existing profile will need to be disabled and a new account created with the new email address. For assistance, please submit a ticket to WorkSpace Support by sending an email to WS-Support@goworkspace.com.
How do i customize service request notifications?
Please see “Adding Staff User Notifications” and “Defining Service Request Routing” for more information.
Can I Route Service Requests to Multiple Work Pools?
The current system design only allows for one work pool assignment per category. Please create an additional pool to add all intended recipients. Please see “Setting Up & Managing Service Request (SR) Work Pools” for more information.
What can I safely delete in WorkSpace?
To preserve historical data, the options in WorkSpace are to Cancel, Void, or Disable. If you have a special circumstance, please submit a ticket to WorkSpace Support by emailing WS-Support@goworkspace.com.
How Can I Customize COI Email Notifications Automatically?
Initially, COI notifications need to be created manually and then the system will automatically send notifications to the intended recipient(s) going forward. For more information, please see “Defining Certificate of Insurance (COI) Expiration Notifications”.
Preventive Maintenance:
Why Aren't My Preventive Maintenance Work Orders Generating?
Please be sure to review dates and activate Preventive Maintenance Schedules. Please see “Activating a Preventive Maintenance (PM) Schedule” for more information.
How Do I Set Up Recurring Preventive Maintenance Tasks?
Creating a PM schedule requires creating a piece of equipment, creating a task and creating a schedule to associated with task with the equipment. For more information, please see the “Overview: Preventive Maintance (PM)” article. For assistance setting up multiple PMs for a property, please request an import template and instructions from WorkSpace Support by emailing WS-Support@goworkspace.com.
How do I reschedule or reassign a PM work order?
To Reassign a PM work order that has already generated, choose “Dispatch” under the Actions drop down menu, choose the new assignee and then click “Dispatch”. See “Assigning a Preventive Maintenance (PM) Work Order” for more information.
To Reschedule a PM work order, return to the Schedule under Settings and use the fields provided to change the frequency, assignee, task, etc. See "Activating a Preventive Maintenance (PM) Schedule" and “Assigning a Preventive Maintenance (PM) Schedule” for more information.
Accounting:
How can i add a custom GL code?
Only WorkSpace Admins can enter GL Codes into WorkSpace. If your accounting system has an API connection with WorkSpace, the GL Code should be entered into the accounting system. Regularly scheduled data transfers will push the GL Code(s) to WorkSpace. If you have additional questions, please submit a ticket to WorkSpace Support by emailing WS-Support@goworkspace.com.
How do i delegate AP responsibilites correctly?
To add/remove access to Accounting in WorkSpace, please submit a ticket to WorkSpace Support by emailing WS-Support@goworkspace.com. Include the user's first and last name, email address, role assignment and the property/properties affected. Please note if the request is to add a back up approver (any step of the workflow), the backup must be assigned the same role as the user being supported. For changes to the workflow, please obtain controller approval. Additional guidance will be provided by WorkSpace Support.
What's the difference between deleting, voiding, and bouncing an invoice?
To preserve historical data, there is no “delete” option in WorkSpace.
- Choose VOID to cancel an invoice and remove it from the queue. See “Voidng a Payable Invoice” for more information.
- Choose BOUNCE to return the invoice to step 1 of the workflow for corrections/changes. See “Bouncing a Payable Invoice” for more information.
Where do I start with Accounts Payable?
Please see “Overview: Accounts Payable” and/or sign up for Training Emails.
How do I rename or delete a batch?
Once a batch has been created, the batch name cannot be changed. To re-name a batch a new batch must be created by the following steps:
Under the Actions drop down, choose REVISE.
Select the checkbox to the left of all invoices in the batch and under the Actions drop down, choose Remove Distribution(s).
This will return the invoices to the Approved tab where a new batch can be created with the new name.
Please note: These steps should only be taken if the batch has not been exported from WorkSpace.
VendorPay:
How Can Vendors Enroll in VendorPay?
Please direct vendors interesting in signing up for VendorPay here: VendorPay Enrollment.
Why Are My Vendors Stuck During VendorPay Enrollment?
There are several steps to completely verify a vendor wishing to opt in to VendorPay. If a week has passed and the vendor is still not verified, please submit a ticket to WorkSpace Support by emailing WS-Support@goworkspace.com for assistance.
How Do I Turn Off VendorPay or AP Features?
Please reach out to your controller for assistance for vendors requesting to opt out of VendorPay, to deactive a VendorPay account (property level) or to change Accounting Features.
Can I update a vendor's Payment email?
Only a WorkSpace Admin can change a vendor's remittance email. Please see “Changing a VendorPay Remittance Email” for more information.
How Do I Manage vCard (virtual credit card) errors?
Property staff with access to VendorPay can review the status of VCards to help identify where the VCard is in the payment cycle and check the remittance email address currently assigned. Please see “Filtering VCC Transactions in VendorPay” to help navigate the VendorPay landing page and locate the VCard(s) in question.
• Vendor didn't receive the payment link and the current remittance email address is correct: Click Resend Remittance Email
• Vendor didn't receive the payment link and the current remittance email address needs to be changed: Please see “Changing a VendorPay Remittance Email”
• For assistance with additional transaction information located under the “Swipe History”, please submit a ticket to WorkSpace Support by emailing WS-Support@goworkspace.com for assistance.
How can i track and manage virtual credit cards?
For guidance navigating the VendorPay landing page, please see “Filtering VCC Transactions in VendorPay”. If you need access to VendorPay in WorkSpace, please submit a ticket to WorkSpace support by sending an email to WS-Support@goworkspace.com.
Resource Reservations:
Can I Automatically Repeat My Resource Reservations?
Reservations are not currently designed to recur. Please submit your idea to our suggestion box via this link:
Why Won't my resources show up?
Please see “Overview: Resource Reservations” for steps to create a space for the resource, set parameters and availability times for reservations.
Service Requests:
How Do I Close Multiple Service Requests at Once?
Please see “Bulk Close Service Requests” for more information.
How do I remove someone from a work pool?
Please see “Defining Service Request Routing” for more information.
Property Maintenance:
How do I move a tenant to a new space?
Please see “Moving a Tenant Out of a Space” and “Moving an Existing Tenant into a Vacant Space” for more information.