This article will teach you how to add a staff user to your property in the Property & Facility App.
- From the Property & Facility menu, click Properties.
- From the Properties page, click the name of the applicable property.
- From the Property Details page, click the Team tab.
- Click the Add Team Member button.
- Once the Add New Staff Member window has opened, complete the form presented:
| Field | Explanation |
|---|---|
| Name of new contact | Enter the full name of your new staff member. |
|
Enter the email address of your new staff member. Note: User email addresses are unable to be edited once entered into WorkSpace. If an email address requires editing, please disable and delete the erroneous user account, and then add a new user account with the correct email address. See Overview: Staff User Administration for instructions on disabling and deleting staff users. |
|
| Desk Phone | Enter the desk phone number of your new staff member. |
| Mobile Phone | If applicable, enter the mobile phone number of your new staff member. |
| Position/Title | Enter the position or title of your new staff member. |
| Role | Select the role for your new staff member. |
| Mode |
Select the mode for your new staff member. Note: These are primarily for informational purposes and do not currently possess any functionality. |
| Features | Select the feature(s) for your new staff member. |
| Feature | Definition |
|---|---|
| Broadcasts | Create, send, and view historical email broadcasts to tenant contacts. |
| Certificates of Insurance (COI) | Add and edit tenant and vendor COI information and attachments. |
| Clients [BETA] | (Currently in development) |
| Contracts | Add and edit vendor contract information and attachments. |
| Incidents | Add and edit property incidents and attachments. |
| Inspections [BETA] | Add and edit property inspections (currently in development). |
| Leases | Add and edit lease information and attachments (see also Tenant Manager). |
| Preventive Maintenance (PM) | Edit PM work orders assigned to the user and add unscheduled PM work orders. |
| Property Management | Grants access to the Property & Facility App (must remain selected). |
| Property Management: Portfolios | Add and edit portfolio information; organize properties by portfolio. |
| Property Profile | View property information (property details, buildings, spaces, and staff users). |
| Service Request Dispatcher [BETA] | (Currently in development) |
| Service Requests | View and edit service requests assigned to the user and submit new service requests. |
| Settings |
View and edit settings for Property & Facility features. Note: Some features may require Admin access. |
| Shared Resources | Add and edit shared resource reservations. |
| Tasks [BETA] | Add and edit Tasks assigned to the user and add new Tasks (currently in development). |
| Tenant Manager | Add and edit tenant information, leases, and tenant contacts. |
| Vendor Manager | Add and edit vendor information and vendor contacts. |
| Visitor Security | View and edit visitors added by the user. |
| Visitor Security: Loading Dock | Check-in/check-out visitors for properties with visitor security at loading docks. |
| Administrator Features | |
| Broadcasts Admin |
Add, modify, and define templates for broadcasts. Note: The user must have Settings access. |
| Charge Types Admin |
Add and edit tenant billing charge types for service requests. Note: The user must have Settings access. |
| Clients Admin [BETA] | (Currently in development) |
| COI Admin | Review and approve pending COIs. |
| Inspections Admin [BETA] | (Currently in development) |
| Preventive Maintenance: Property Administrator |
Access to all PM Work Orders for the property and the ability to add and edit PM equipment, tasks, and schedules. Note: The user must have Settings access. |
| Property Profile: Admin | View and edit property information and the ability to add staff users. |
| Resources Admin | Approve Resource Reservations. |
| Service Request Charges | Approve Service Request billable charges. |
| Service Requests Admin | Access to all Service Requests for the property. |
| Tasks: Admin [BETA] | Access to all Tasks for the property (currently in development). |
| Vendor Management Admin | Approve vendors added to the property. |
| Visitor Security Admin | View all visitors registered at the property and review/approve vendor visitors. |
- Click the Save button.
- The staff user has been added to your property and is now visible in the user list on the Team tab of the Property Details page.
- Your new user's WorkSpace username will be the email address entered and the default password will be temp.
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Note: WorkSpace does not automatically send new users an email with their login information. Please notify new users by providing a message like this:
- Please proceed to https://my.workspace.cc to login to WorkSpace. Your new username will be your email address and the default password will be temp. After you login for the first time, you will be prompted to change your password to something more secure.
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Note: WorkSpace does not automatically send new users an email with their login information. Please notify new users by providing a message like this: