This overview will cover the features in WorkSpace pertaining to staff user administration.

Adding a Staff User to a Property

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 Team tab.
4. Click the Add Team Member button.
5. Once the Add New Staff Member window has opened, complete the form presented:

6. Click the Save button.
7. 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.
8. Your new user's WorkSpace username will be the email address entered and the default password will be temp.
   • 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.

Managing Staff User Features & Permissions

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 Team tab.
4. Click the name of the applicable staff user.
   • Note: If you are unable to locate the staff user, see Adding a Staff User to a Property.
5. Once the Update Staff Member window has opened, navigate to the Features field in the form presented and select the checkboxes that you desire to apply to the staff user:

6. Click the Save button.
7. The features and permissions of the staff user have now been updated.

Adding Staff User Notifications

This feature will allow you to set up certain staff user notifications.

Note: This feature covers some basic notifications, but does not include regular Service Requests, other than Escalations. To set up standard Service Request notifications, please see the article Defining Service Request Routing.

1. From the Property & Facility menu, click Properties.
2. From the Properties tab, click the name of the property for the user that you desire to add staff user notifications for.
3. From the [Property Name] page, click the Team tab and then click the name of the applicable user.
4. Once the Update Staff Member window has opened, navigate to the Notifications field in the form presented and select the desired checkboxes that apply to the user:

5. Click the Save button.
6. Your staff user's notification settings have now been updated.

Setting Up & Managing Staff User Pools

This feature will allow you to setup and manage staff user pools for service request routing.

To create a new staff user pool:

1. From the Property & Facility menu, click Settings.
2. From the Property Management Settings page, navigate to the Service Requests section and click Routing.
3. From the Work Routing page, click the Actions button and select Add Pool.
   • Note: If you manage multiple properties, ensure that you have selected the correct property that you desire to create a staff user pool for in the upper-right corner of the page.
4. Once the Add New Pool window has opened, enter the desired name of the staff user pool in the Title textbox, and click the Save button.
5. Upon saving you will be brought to the Pools tab of the Work Routing page.

To add a user to an existing staff user pool:

1. From the Property & Facility menu, click Settings.
2. From the Property Management Settings page, navigate to the Service Requests section and click Routing.
3. Click the Pools tab and then click the name of the applicable staff user pool.
4. Once the Pool: [Pool Title] window has opened, click the name(s) of the applicable user(s).
   • Note: The user list will contain staff users, as well as vendor contacts that have been granted Service Request access. Vendor contacts will be listed underneath their respective vendor company names in bold. For additional information, see Editing Property Work Order Access for a Vendor.
5. Click the arrow pointing to the right and then click the Save button.
6. The staff users have now been added to the applicable staff user pool.
   • Note: Staff users that are included in the staff user pool will be listed within the box on the right.

To remove a user from a staff user pool:

1. From the Property & Facility menu, click Settings.
2. From the Property Management Settings page, navigate to the Service Requests section and click Routing.
3. Click the Pools tab and then click the applicable staff user pool.
4. Once the Pool: [Pool Title] window has opened, click the name(s) of the applicable staff user(s)
5. Click the arrow pointing to the left and then click the Save button.
6. The staff users have now been removed from the applicable staff user pool.
   • Note: Staff users that are not included in the staff user pool will be listed within the box on the left.

To delete an existing staff user pool:

1. From the Property & Facility menu, click Settings.
2. From the Property Management Settings page, navigate to the Service Requests section and click Routing.
3. Cclick the Pools tab and select the checkbox(es) next to the applicable staff user pool(s).
4. Click the Actions button and then select Remove Pool.
5. The applicable staff user pool has now been deleted.

Defining Service Request Routing

This feature allows you to automatically route service requests by work categories to designated staff users or staff user pools.

Note: Prior to defining service request routing, the work categories, work shifts, and staff user pools must first be set up. See the articles Defining Service Request Work Categories, Setting Up & Managing Work Shifts, and Setting Up & Managing Staff User Pools for assistance.

1. From the Property & Facility menu, click Settings.
2. From the Settings page, navigate to the Service Requests section and click Routing.
3. From the Work Routing page, ensure the applicable property is selected in the upper-right corner of the page.
4. For each Work Category, click the drop-down list under each created shift to select the users or staff pools who will receive the service request.
5. If applicable, navigate to the Copy on All field, click within the textbox, and enter the email addresses for those whom you desire to receive a copy of every service request regardless of whether they are part of the routing and regardless of work category, and then click the Save button.
   • Note: Separate multiple email addresses with a semicolon and ensure there are no trailing spaces (i.e. john.smith@user.com;mary.jones@user.com). Also, the email addresses must belong to users who have already been entered in WorkSpace.
6. The service requests have now been routed.

Setting Up & Managing Routing Forwarding

This feature will allow you to setup and manage service request forwarding.

1. From the Property & Facility menu, click Settings.
2. From the Property Management Settings page, navigate to the Service Requests section and click Routing.
3. From the Work Routing page, ensure the applicable property is selected in the upper-right corner of the page.
4. Click the Actions button and select Add Forwarding.
5. Once the Add New Forwarding window has loaded, complete the form presented:

5. Unless specific dates are entered in the Start Date and End Date fields the service request forwarding will be ongoing beginning immediately.
6. Click Save.
7. The service request forwarding has been saved and is now listed under the Forwarding tab.
8. To edit an existing forwarding, click the Forwarding tab, click the title under the From User column.
9. Once the Update Forwarding for [User Name] window has opened, make any necessary changes and then click Save.
10. To delete an existing forwarding, click the Forwarding tab, select the checkbox next to the title under the From User column, click Actions, and then select Remove Forwarding.

Removing a Staff User from a Property

This feature allows for a staff user to be removed from a property while maintaining their WorkSpace account. If you require for the WorkSpace account of a staff user to be deactivated, please review the Disabling a Staff User support article for reference.

Note: Prior to removing a staff user, close or reassign open work orders assigned to the user and remove the user from any routing and PM schedules which will prevent the receiving of email notifications in this regard after account deactivation.

1. From the Property & Facility menu, click Properties.
2. From the Properties page, click the applicable property name.
3. From the [Property Name] page, click the Team tab.
4. Select the checkbox(es) for the staff user(s) that you desire to remove from the property and click the remove icon (it looks like a garbage can).
5. The staff user has now been removed from the property.
   • Note: Repeat the above steps to remove the staff user from multiple properties.

Disabling a Staff User

This feature allows for a staff user account to be deactivated. If you desire to remove a staff user from a property while maintaining their WorkSpace account, please review the Removing a Staff User from a Property support article for reference.

Note: Prior to deactivating a staff user account, please close or reassign open work orders assigned to the user and remove the user from any routing and/or PM schedules which will prevent the receiving of email notifications in this regard after account deactivation.

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 Team tab.
4. Click the name of the staff user that you desire to disable.
5. Once the Update Staff Member window has opened, click the drop-down menu for the Status field and select Disabled.
6. In the Features and Notifications sections, uncheck any boxes selected to prevent the user from further accessing features and from receiving any further notifications.
   • Note: Due to the requirement of selecting at least one feature in the Features section in order to save the profile, please make sure Property Management is checked before clicking Save.
7. Click the Save button.
8. The status of the staff user has now been updated to Disabled.
   • Note: If you desire to remove the disabled staff user profile from the Team tab, select the checkbox for the applicable staff user and click the trash can icon.