Frequently asked questions about the WorkSpace Property & Facility App.

1. Do we have to manually re-enter everything from the old system?

No! Nearly all of your data can be bulk uploaded into WorkSpace from a simple import template. The template allows you to streamline the process with minimal labor on your end.

If you don't have a copy of the template, please submit a support ticket.

2. How do we send an announcement to a tenant?

The Broadcasts feature allows you to send an announcement email to specified tenant users (see Sending a New Broadcast) as well as view delivered annoucement emails (see Viewing a Delivered Broadcast) with ease.

3. How do we control which tenant contacts receive Certificate of Insurance (COI) Expiry Notifications?

WorkSpace grants the ability to customize which tenant contacts will receive COI Expiry Notifications. From the Update Tenant Contact window, you can select or deselect the receipt of COI Expiry Notifications for a specified tenant contact. To help you through the process, see Defining Certificate of Insurance (COI) Expiration Notifications.

4. How can we send all work orders to our admin?

WorkSpace contains multiple ways to send all of your property's work orders to a single staff user. From the Work Routing page, you can add your admin's email address to the Copy on All field in the upper-right corner, which will send a notification of all service requests received to the specified email address. If entering multiple email addresses in this field, place a semicolon between them with no trailing spaces (e.g. emailaddress1@gmail.com;emailaddress2@gmail.com).

You can also add your admin to each work category on the Routing page. This option will automatically assign all work orders to your admin as well as notify them through an email notification. For further details, see Defining Service Request Routing.

5. What are common issues that tenants run into when they begin using WorkSpace?

WorkSpace is optimized for modern web browsers (e.g. Google Chrome) and there may be some tenants at your property that have outdated versions of browsers, which can cause some trouble when logging in.

Additionally, if your tenant has a centralized IT department, they may need to be contacted to allow their employees to access as well as receive incoming emails from WorkSpace. If your tenants report any of the above issues, please submit a support ticket.

6. What should I expect the first couple of weeks after launch?

Like anything new, it will take a week or two for staff users to become accustomed to using WorkSpace, depending heavily on which system they used before. WorkSpace's features also can eliminate a number of burdens, such as printing, but this may differ from how the user did things previously.

Also, be sure that when staff/tenant users report any trouble with accessing WorkSpace, that they aren't attempting to access their old system.

7. What do my Tenants see in WorkSpace?

Your tenants will only have access to the features in WorkSpace that you grant them which are Service Requests, Resource Reservations, and Visitor Security. You can grant them access to one or all of the below features as needed:

• Service Requests - Input and track one-time Work Orders (only staff users can enter a recurring Work Order), view the history and billing summary of a Work Order, as well as receive notification when a Work Order has been completed.
• Resource Reservations - Input and track their Resource Reservations. Since reservations are unable to be modified by tenants (to avoid conflicting reservations), they will need to cancel and reenter their reservations if a change is needed.
• Visitor Security - Input visitors (guests, deliveries, and vendors) and Watch List items (people that they do not want to have access to their suite). While guests are automatically approved, deliveries and vendors must be approved by building staff prior to checking in. This will give your team the opportunity to assess whether the delivery/vendor has an updated COI on file with the property.