Overview: Tenants

Updated on May 20th, 2025

Table of Contents

Adding a Tenant to a Property Adding or Updating Tenant Leases Adding an Attachment to a Lease Adding a Tenant User Disabling and Removing a Tenant User Adding a New Tenant Certificate of Insurance (COI) Moving a Tenant Out of a Space Adding a Subtenant to a Property

This article will teach you how to use the Tenants feature of the Property & Facility App.

Adding a Tenant to a Property

This feature will allow you to add a new tenant to your property.

From the Property & Facility menu, click Tenants.
From the Tenants page, click the New Tenant button.
Once the Add New Tenant window has opened, complete the form presented:

Field	Explanation
Company Name	Enter the name of the new tenant.
Property	Select the property where the new tenant will be located.
Lease ID#	Enter the lease identification number for the new tenant.
Lease Expires	Enter the lease expiration date (MM/DD/YYYY).
Available Spaces	Select the available space name(s) which the tenant will occupy. Note: If the tenant will occupy more than once space, press and hold the CTRL key to click and select multiple spaces.

Click the Save button.
Your new tenant has now been added to the desired space(s).

Adding or Updating Tenant Leases

This feature will allow you to add or update an existing tenant lease.

From the Property & Facility menu, click Tenants.
From the Tenants page, click the name of the Tenant that you desire to add a lease to or update an existing lease.
From the Tenant: [Tenant Name] page, click the Leases tab to view or add a lease.
Click the Actions button and select Add Lease to add a new lease or click on the desired lease to update it.
Once the Add New Lease window has opened, complete the form presented:

Field	Explanation
Property	Select which property the lease is for.
Lease #	Enter the lease number.
Start Date	Enter the start date (MM/DD/YYYY) for the lease.
End Date	Enter the expiration date (MM/DD/YYYY) for the lease.

Click the Save button.
If simply updating the lease, make the updates on the Lease Details page as needed and then click the Save button.
Your lease will now be visible on the Leases page.

Adding an Attachment to a Lease

This feature will allow you to add an attachment to an existing lease.

From the Property & Facility menu, click Tenants.
From the Tenants page, click the name of the Tenant whose lease you desire to add an attachment to.
From the Tenant: [Tenant Name] page, click the Leases tab and then click the Lease # to access the lease.
From the Lease: [Lease #] page, click the Actions button and select Add Attachment.
Once the Add New Attachment window has opened, click the Browse button, locate the desired file on your computer, and then click Open.
Enter any applicable comments in the Comments textbox and then click the Save Attachment button.
The file has now been attached to the lease.

Adding a Tenant User

This feature will allow you to add users to a tenant which will grant access to the Tenant Express App.

From the Property & Facility menu, click Tenants.
From the Tenants page, click the name of the Tenant that you desire to add a user to.
From the Tenant: [Tenant Name] page, click the Users tab and then click the Add User button.
Once the Add Tenant Contact window has opened, complete the form presented:

Field	Explanation
Name of new contact ...	Enter the full name for the new tenant user.
Notes	Enter any notes regarding the new tenant user.
Primary Information
Property	Select which property where the new tenant user is located.
Email	Enter the email address of the new tenant user. 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 Disabling and Removing a Tenant User for instructions.
Phone	Enter the main phone number of the new tenant user.
Mobile Phone	Enter the main phone number of the new tenant user.
Address	Enter the address of the new tenant user.
Feature Access
Reservations	Reserve Common Areas at the property.
Service Requests	Create Service Requests.
Visitors	Upload a list of the visitors to the property.
Visitors Watchlist	View and add visitors to the watchlist.
Administrative Features
Contact Editor	Edit contacts for the tenant.
Reservations Admin	View and edit Reservation Requests submitted by the tenant.
Service Requests Admin	View and edit all Service Requests submitted by the tenant and approve Service Request billable charges.
Visitors Admin	View and edit all visitors for the tenant.
Contact Attributes
Primary	Main contact for all daily activities regarding the tenant.
Administrative	Administrative function for the tenant.
Accounting	Accounting function for the tenant.
After Hours	Point of contact after business hours for the tenant.
Daily	Point of contact during business hours for the tenant.
Executive	Overall executive contact for the tenant (i.e. Regional Manager).
Insurance	Point of contact for insurance-related items (i.e. entering COIs) for the tenant. Also, will receive COI expiration notifications.
Leasing	Point of contact for leasing-related items for the tenant.
Legal Notices	Point of contact for legal notices for the tenant.
Regular	Standard function for the tenant (i.e. Entering Service Requests).
Emergency
Fire Warden	Fire Warden for the tenant.
Evacuation Assistance	Assists in evacuation situations (i.e. Leading colleagues out of the building).

Click the Save button.
Your new user has been added and will now be visible in the list of tenant users.
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.

Disabling and Removing a Tenant User

This feature will allow you to disable and remove a tenant user from accessing the Tenant Express app.

From the Property & Facility menu, click Tenants.
From the Tenants page, ensure the applicable property is selected using the drop-down list in the upper-right corner of the page.
From the Tenants page, click the name of the applicable tenant.
From the Tenant: [Tenant Name] page, click the Users tab.
From the Users tab, click the name of the applicable tenant user.
Once the Update Tenant Contact window has opened, click the drop-down list for the Status field and select Inactive.
In the Feature Access and Contact Attributes sections, uncheck any boxes selected to prevent the user from further accessing features and from receiving any further notifications.
Click the Save button.
The status of the tenant user has now been updated to Disabled.
- Note: If you desire to remove the disabled tenant user profile from the Users tab, select the checkbox for the applicable tenant user and click the Remove button.

Adding a New Tenant Certificate of Insurance (COI)

This feature will allow you to add a new tenant COI.

From the Property & Facility menu, click Certificates of Insurance.
From the Certificates of Insurance page, click the New Certificate button.
Once the Add New Certificate window has opened, complete the form presented:

Field	Explanation
Property	Select the property where the tenant/vendor is located.
Type	Select Tenant.
Insured	Select the tenant name. Note: If the tenant is not in the drop-down list, see Adding a Tenant to a Property.
Earliest Exp. Date	Select or enter (MM/DD/YYYY) the earliest expiration date for the COI.
COI File Upload	Click the Browse button, navigate to the .PDF file of the COI on your computer, and then click the Open button.

Click the Save button.
The COI is now visible on the Certificates of Insurance page.

Moving a Tenant Out of a Space

This feature allows you to move a tenant out of a space that they currently occupy.

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

Adding a Subtenant to a Property

This article will teach you how to add a subtenant to your property.

If the subtenant and lease have previously been created in WorkSpace, please skip to the "Adding a Subtenant to an Existing Tenant's Space" section.

I. Creating a Subtenant

From the Property & Facility menu, click Tenants.
From the Tenants page, click the New Tenant button.
Once the Add New Tenant window has opened, complete the form presented:

Field	Explanation
Company Name	Enter the name of the new subtenant.
Property	Select the property where the new subtenant will be located.
Lease ID#	Enter the lease identification number for the new subtenant. Note: The subtenant's Lease ID must be unique and different from the primary tenant's Lease ID. The standard way to do this is to add "-sub" onto the primary tenant's Lease ID (i.e. primaryID-sub).
Lease Expires	Enter the lease expiration date (MM/DD/YYYY).
Available Spaces	Leave this field blank as the subtenant will be added to an existing tenant's space.

Click the Save button.
The subtenant has been created and is now visible on the Tenants page.

II. Creating a Subtenant Lease

From the Property & Facility menu, click Tenants.
From the Tenants page, click the name of the subtenant that you desire to add a lease to.
From the Tenant: [Tenant Name] page, click the Leases tab to view or add a lease.
Click the Actions button and select Add Lease to add a new lease or click on the desired lease to update it.
Once the Add New Lease window has opened, complete the form presented:

Field	Explanation
Property	Select which property the lease is for.
Lease #	Enter the lease number. Note: The subtenant's Lease ID must be unique and different from the primary tenant's Lease ID. The standard way to do this is to add "-sub" onto the primary tenant's Lease ID (i.e. primaryID-sub).
Start Date	Enter the start date (MM/DD/YYYY) for the lease.
End Date	Enter the expiration date (MM/DD/YYYY) for the lease.

Click the Save button.
The lease is now visible on the Leases tab.

III. Adding a Subtenant to an Existing Tenant's Space

From the Property & Facility menu, click Properties.
From the Property Details page, click the Spaces tab.
Click the title of the tenant's space that you desire to add a subtenant to.
Once the Update Space window has opened, navigate to the Lease Information section and select the subtenant from the Sublease drop-down list.
Click the Save button.
The subtenant has now been added to the desired space.

Managing Tenant User Features & Permissions Overview: Tenants Adding a Tenant to a Property Adding or Updating Tenant Leases Adding an Attachment to a Lease Adding Retail Sales to a Lease Adding a Tenant User Disabling and Removing a Tenant User Adding a Subtenant to a Property Overview: Tenant Express [Staff Users]

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