This article will teach you about Spaces and the Stacking Plan within the Properties feature of the Property & Facility App.

Moving an Existing Tenant Into a Vacant Space

This feature will allow you to add an existing tenant into another space on your property.

1. From the Property & Facility menu, click Properties.
2. From the Properties page, click the name of the Property that you desire to move a tenant into.
3. From the [Property Name] page, click the Spaces tab, navigate to the vacant space that you desire to move a tenant into, and then click the Suite Number in the Title column.
   • Note: Only spaces marked as Vacant are available to move in a tenant. Any current tenant of a space must be moved out prior to moving in a new tenant. See the Moving a Tenant Out of a Space article for reference.
4. Once the Update Space window has opened, navigate to the Lease Information section, click the drop-down list for the Lease field, and select the Tenant and Lease ID.
5. Click the Save button.
6. The new tenant has now been moved into the previously vacant space.

Marking a Tenant Space as Primary

This feature will allow you to mark a tenant space as their Primary Space if they occupy more than one space. The Primary Space Number is listed on the Tenants index page.

Note: If you do not designate a Primary Space, WorkSpace will assign one.

1. From the Property & Facility menu, click Properties.
2. From the Properties page, click the name of the Property where your tenant is located.
3. From the [Property Name] page, click the Spaces tab, navigate to the tenant's Primary Space, and then click the Suite Number in the Title column.
4. Once the Update Space window has opened, navigate to the Primary Information section and select the checkbox next to Is Primary to mark the space as the Primary Space for the tenant.
5. Click the Save button.
6. The space is now marked as the Primary Space for your tenant.

Adding Lease Encumbrance Information to a Tenant Space

This feature will allow you to add lease encumbrance information, such as Right of First Offer, to a tenant's space. This information is found in the tenant's lease.

1. From the Property & Facility menu, click Properties.
2. From the Properties page, click the name of the Property where the desired tenant is located.
3. From the [Property Name] page, click the Spaces tab, navigate to the space that you desire to modify, and then click the Suite Number in the Title column.
4. Once the Update Space window has opened, navigate to the Lease Information section and select the checkboxes for any Encumbrances that apply to the space:

6. Fill in the textbox next to each field with useful information such as a brief summary of the encumbrance and/or the section in the tenant's lease.
7. Click the Save button.
8. The desired Lease Encumbrances have now been added to the space.

Moving a Tenant Out of a Space

This feature will allow you to move a tenant out of a space by marking it as vacant. You must mark the space as vacant prior to moving another tenant into the space.

1. From the Property & Facility menu, click Properties.
2. From the Properties page, click the name of the Property where your tenant is located.
3. From the [Property Name] page, click the Spaces tab, navigate to the space you desire to move a tenant out of, and then click the Suite Number in the Title column.
4. Once the Update Space window has opened, navigate to the Lease Information section, click the drop-down list for the Lease field, and then select VACANT.
5. Click the Save button.
6. Upon saving your changes, you will be taken back to the [Property Name] page.
7. Click the Stacking Plan tab and navigate to the location of the space that you moved the tenant out of.
8. The space is now listed as Vacant in the stacking plan.

Adding a New Space

This feature will allow you to add a new space to your building. New tenant spaces should only be added if the new space RSF is not currently included in the Total RSF on the building's stacking plan.

Note: See the Splitting a Tenant Space article if you will be separating one space into two spaces or the Combining Tenant Spaces article if you will be combining two or more spaces into a single space.

1. From the Property & Facility menu, click Properties.
2. From the Properties page, click the name of the Property that you desire to add a space to.
3. From the [Property Name] page, click the Spaces tab and then click the Add Space button.
4. Once the Add New Space window has opened, complete the form presented:

6. Click the Save button.
7. The new space has now been added to your building.

*Note: Marking a space as a common area or equipment space will remove it from the stacking plan as its purpose is to show tenant spaces only. If there is a piece of equipment located within a tenant space you will need to add an additional space to house it for Preventive Maintenance purposes. In other words, equipment spaces must be exclusive from tenant spaces even if the equipment is located within a tenant space.

Adding a Common Area

This feature will allow you to add common areas to your property. Common areas are those areas on the property that can be used by all tenants.

Note: See the Adding an Equipment Area article for reference as they are added separately.

1. From the Property & Facility menu, click Properties.
2. From the Properties page, click the name of the Property that you desire to add a common area to.
3. From the [Property Name] page, click the Spaces tab and then click the Add Space button.
4. Once the Add New Space window has opened, complete the form presented:

5. Click the Save button.
6. The new common area space has now been added to your property.

Adding an Equipment Area

This feature will allow you to add equipment areas to your property. Equipment areas are those areas that contain building equipment and will be monitored via the Preventive Maintenance feature.

Note: Equipment spaces must be added first only when manually adding PM equipment. Do not create equipment spaces if your PMs are being uploaded, as the importer automatically creates new equipment spaces as part of the upload process.

1. From the Property & Facility menu, click Properties.
2. From the Properties page, click the name of the Property that you desire to add an equipment area to.
3. From the [Property Name] page, click the Spaces tab and then click the Add Space button.
4. Once the Add New Space window has opened, complete the form presented:

5. Click the Save button.
6. The new equipment area space has now been added to your property.

Changing the RSF of a Tenant Space

This feature will allow you to change the Rentable Square Footage (RSF) of an existing tenant space. Verify on the stacking plan that any changes you make to the RSF of a tenant space maintains the correct Total RSF for the building.

1. From the Property & Facility menu, click Properties.
2. From the Properties page, click the name of the Property that you desire to update the space for.
3. From the [Property Name] page, click the Spaces tab, navigate to the space that you desire to update the RSF for, and then click the Suite Number in the Title column.
4. Once the Update Space window has opened, navigate to the Primary Information section and enter the desired value into the RSF field (do not include commas).
   • Note: If applicable, see the Splitting a Tenant Space and Combining Tenant Spaces articles for reference.
5. Click the Save button.
6. Upon saving your changes you will be taken back to the [Property Name] page.
7. Click the Stacking Plan tab and navigate to the location of the space that you updated the RSF for.
8. The space will now reflect the updated RSF value.
   • Note: The Total Building RSF value can be found by clicking the Export Portrait or Export Landscape buttons on the toolbar of the [Property Name] page.

Splitting a Tenant Space

This feature will allow you to split a single tenant space into multiple spaces.

1. Prior to splitting a tenant space, first determine the Title (names of the spaces) that will be used (ie: splitting Suite 100 into Suite 100A and Suite 100B) and the RSF value for each new space.
2. From the Property & Facility menu, click Properties.
3. From the Properties page, click the name of the Property that you desire to update the space for.
4. From the [Property Name] page, click the Spaces tab, navigate to the space that you desire to split, and then click the Suite Number in the Title column.
5. Once the Update Space window has opened, navigate to the Primary Information section, enter the desired name of the space in the Suite Name field, and then enter the new value in the RSF field (do not include commas).
6. Navigate to the Lease Information section, click the drop-down list for the Lease field, select the Tenant Name if there is currently a tenant occupying this new space or select VACANT if there is not, and then click the Save button.
7. Upon saving your changes you will be taken back to the [Property Name] page.
8. Click the Spaces tab and then click the Add Space button.
9. Once the Add New Space window has opened, complete the form presented:

10. Click the Save button.
11. Upon saving your new space you will be taken back to the [Property Name] page.
12. Your new space has now been added to the desired building.
    • Note: If you require splitting a space into more than two spaces simply repeat the above steps.
13. Click the Stacking Plan tab and navigate to the location of the space(s) that you updated.
14. The space will now reflect your changes.
    • Note: The Total Building RSF value can be found by clicking the Export Portrait or Export Landscape buttons on the toolbar of the [Property Name] page.

Combining Tenant Spaces

This feature will allow you to combine multiple tenant spaces into a single tenant space.

1. Prior to combining a tenant space, first determine which space will be combined (ie: Suite 100A and 100B), the name of the newly combined space (ie: Suite 100), and the Total RSF of the new space (ie: the combined RSF of Suite 100A and Suite 100B).
2. From the Property & Facility menu, click Properties.
3. From the Properties page, click the name of the Property that you desire to update the space for.
4. From the [Property Name] page, click the Spaces tab, navigate to the first space you desire to combine (ie: Suite 100A), and then click the Suite Number in the Title column.
5. Once the Update Space window has opened, navigate to the Primary Information section, enter the desired name of the new combined space in the Suite Name field, and then enter the new value in the RSF field (do not include commas).
6. Navigate to the Lease Information section, click the drop-down list for the Lease field, and then select the tenant name if there is currently a tenant occupying the combined space or select VACANT if there is not.
7. Click the Save button.
8. Upon saving your changes you will be taken back to the [Property Name] page.
9. Navigate to the second space you desire to disable (ie: Suite 100B) and click the Suite Number in the Title column.
10. Once the Update Space window has opened, navigate to the Primary Information section, click the drop-down list for the Statusfield, and select Disabled.
11. Click the Save button.
12. Upon saving your changes you will be taken back to the [Property Name] page.
    • Note: If you require combining more than two spaces simply repeat the above steps.
13. Click the Stacking Plan tab and navigate to the location of the combined space(s).
14. The space will now reflect your changes.
    • The Total Building RSF value can be found by clicking the Export Portrait or Export Landscape buttons on the toolbar of the [Property Name] page.

Viewing Encumbrances on a Stacking Plan

This feature will allow you to view encumbrance information for tenant spaces on the stacking plan.

1. From the Property & Facility menu, click Properties.
2. From the Properties page, click the name of the applicable property.
3. From the [Property Name] page, click the Stacking Plan tab.
   • Note: Spaces with encumbrances are displayed on the stacking plan with a yellow sign next to the tenant name.
4. Navigate to the toolbar and select the checkbox(es) for the Encumbrances that you desire to view:
   • ROFO (Right of First Offer)
   • ROFR (Right of First Refusal)
   • RTE (Right to Extend)
   • Termination
   • Signage
5. Once you select an encumbrance, the applicable spaces will be displayed with diagonal hash marks.
6. Click the Export Portrait or Export Landscape buttons.
7. Once the new window opens, the spaces with the selected encumbrance(s) will be displayed with diagonal hash marks.

Exporting a Stacking Plan

This feature will allow you to export your building's stacking plan in .PDF format to allow for emailing and printing.

1. From the Property & Facility menu, click Properties.
2. From the Properties page, click the name of the applicable property.
3. From the Property Details page, click the Stacking Plan tab, navigate to the toolbar, and then click the Export Portrait or Export Landscape button.
4. Once the new window opens, the stacking plan can be printed or downloaded to your computer in .PDF format.
5. The stacking plan has now been exported.