OVERVIEW

When WorkSpace adds a new property to our system we follow these steps to ensure the property has all the correct configurations and is ready to be used immediately by property managers. This process is triggered by a new property launch ticket in Zendesk.

This task is completed by a member of the support team or the project manager.

Requirements:

• P&F launch template - Attached to Zendesk ticket

HOW TO

Pre-Implementation Steps

1. Log into the base account provided on the Zendesk ticket (i.e. admin@lpc.com) if a base account has not been configured first follow the steps in the base account creation guide.
2. Navigate to Properties & Facilities > Properties
3. Use the search feature to determine if the property already exists
   
   Search for the property by name, address, and entity name. If the property exists follow the existing property in P&F implementation guide.
4. Prepare the P&F template for import using the TEMPLATE PREP GUIDE

Property Configuration

1. Click the New Property button
   
2. Open the import template and click the Property Info tab
3. Copy/paste the information from the Property Info page into the New Property modal (Name, Address, RSF, Entity name)
   
   *Note: Make sure there are no commas in the RSF number as entered into the modal*
4. Pick the correct property type from the Type dropdown using your best judgment
5. The Division should be listed on the Zendesk ticket in the metadata section. If not pick the best fit based on property location. CSG/Harris properties should always have the "CSG/Harris" division, regardless of geography. If the company has no other divisions pick "Corporate."
6. Click Save
7. If it is not already loaded click the "All Properties" button on the side panel 
   
8. Locate your new property with your browser's search feature or WorkSpace search, click the property name
9. Click the pencil icon to edit the property metadata
   
10. Use the metadata page to enter the below information
    
    Stories: From property template. If property has multiple buildings pick the higher number
    Time Zone: Must be set to Pacific Time for work shifts to be set up properly. After the work shifts are created the Time Zone can be changed to the correct location-based Time Zone.
    Latitude & Longitude: locate using the property address and this website
    Accounting Company: If property has been configured using ACCOUNTING SETUP pick the company matching the property name. Otherwise, pick the name of the Division (No Accounting)
11. Click Save
12. On the top right of the screen click the "Setup" button
    
13. On the setup modal enter the day's date and the email address: support-archives@workspace.cc 
    
14. Click the "Set Up" button

Importing the Property Template

1. Click Property & Facilities > Settings
2. Click Property Import in the Property, Space & Resources group
   
3. Choose the property you created from the dropdown and select the import template from your hard drive
4. Click Save
5. Review any Warnings, the Buildings, Tenant, Tenant User, and Staff User tabs. Warnings about staff users' existing can be ignored
6. If you have any errors refer to the TEMPLATE PREP GUIDE for corrections. Once fixed return to step 2
7. Once you are confident the information is correct click the Commit button
   

Staff User Configuration

1. Click Properties & Facilities > Property > Property Name > Teams tab
2. Click the name of a staff member
3. On the Update Staff Member modal pick the appropriate Role to match the staff user's job title
    
4. Assign permissions based on the user's job title using the staff user permission matrix. The importer will have assigned some permissions but not all and in some instances assigns too many permissions. If a staff member is on another property they may already have permissions assigned. Do not remove permissions already given to the staff member previously
5. Do not activate any Notifications unless specifically instructed by the client 
6. Repeat for all staff members

Configure Tenant Users

1. Click Properties & Facilities > Tenants
2. Click an active tenant's name and navigate to the Users tab
3. Click a tenant user's name
4. In the Update Tenant Contact modal assign the correct Feature Access as assigned for the tenant user on the Property Import Template
   
   
   If the client has requested a tenant user be "Tenant Admin" assign them the "Contact Editor" admin permission. The system imports tenant users with Service Request and Service Request Admin permission, remove it if not requested
   
    
5. Click Save
6. Repeat for all tenant users in a tenant
7. Repeat for all tenants

Optional Configurations

1. If the property import template lists subleases follow the steps in adding subleases guide
2. If the property import template lists shared resources follow the steps in adding shared resources guide.

Adding Charge Type

1. Click Property & Facilities > Settings > Charge Types under the Billing group
   
2. Select the property from the dropdown on the top right of the screen
   
3. Click the Add Charge Type button
   
4. Add Tenant Reimbursement charge type
   
   Name: Tenant Reimbursement
   Type: Other
   Default Price: 0
   Markup Price: 0
   Charge Code: REIM
5. Click Save

Service Request Categories 

1. Return to the Settings menu via the Property & Facility Settings link on top of the screen
   
2. Click Categories under the Service Requests group
   
3. Select a building in the property from the dropdown on the top right of the screen.
   
4. If you have access to an AUTOMATED SR CATEGORY adding method, use it here. Otherwise, continue to step 5
5. Click the Add Service button
   
6. Choose building from the dropdown, add Title (category) and Subtitle (action)
   
   For LPC and other clients without custom Service Request lists use this list of SR Categories
   For CSG/Harris use this list of SR Categories
7. Click Save
8. Repeat steps 10 - 12 for all categories in the spreadsheet
9. Repeat for all buildings in the property

Shifts and Service Request Routing

1. Return to Property & Facilities > Settings menu and click Shifts in the Service Requests group
   
2. Select property from the dropdown on the top right of the screen
   
3. Click the New Shift button
   
4. Add New Work Shift
   
   Day Range: Sun to Sat
   Start Time: 12:00 AM & 11:30 PM
   All day: No
5. Click Save
6. Return to Property & Facilities > Settings and click Routing in the Service Requests group
   
7. Select property from the dropdown on the top right of the screen
   
8. In the Copy on All field on the top right of the screen add the name of the property manager, assistant property manager, and anyone else who should get all Service Request notifications. Separate email addresses with a semicolon but no space
   
9. Click Save
10. Click Actions > Add Pool
    
     
11. Create pool for a staff user type reflected on the staff user list. Do not create a pool if you will not have at least one user to add to it. There should always be a Building Management category/user. Use your best judgement. Examples:

12. Click Save
13. Repeat for every pool you wish to create
14. Click the Pools tab
    
15. Select all users who should be entered into the pool (Control or Command + click to select multiple users) and click the >> button. Do this even if you only have one user for the pool. 
    
    To remove a user click the << button
16. Click save
17. Repeat for all pools
18. Once pools are filled you must reload the Routes page by navigating to the Properties & Facilities > Settings page and clicking on Routing again
19. Check that you have the correct property selected from the dropdown on the top right of your screen
20. Click a Work Category and select the appropriate pool from the dropdown.
    
    Default category assignments by pool:

If you do not have the matching pool for a category set it to Building Management. Example: Property has no security staff, set the Security categories to Building Management

21. Repeat for all categories across all buildings

Update Property Time Zone

1. Navigate to property in Properties & Facilities > Properties > Property Name
2. Click the pencil icon to edit the property metadata
   
3. Update the Time Zone to use the correct Time Zone based on location 
4. Click Save

Activate Property & Launch

1. Navigate to property in Properties & Facilities > Properties > Property Name
2. Click the Activate button on the top right of the screen
   
3. Enter the day's date and click Activate
   
4. For LPC or CSG/Harris properties send the launch email using the Sending Launch Emails Support Article
5. Mark Zendesk ticket as solved

FAQ

How do I enter a property with AM sync? 

• Use the Implement New P&F Sync Property guide

Why is the property I created not in the Import dropdown?

• The property must be in Setup or Active mode to appear in this dropdown

What happens if I import a property into the wrong account or create a building by accident?

• Buildings can not be removed once added. There is no solution. Be careful

How do I create a base account?

• Follow the steps in the CREATE NEW BASE ACCOUNT guide

Why is the accounting dropdown not showing in the New Property Setup modal?

• Base account was not set up properly. Follow the guide linked above