How do I set up my Workspace for a new energy community?

Are you starting or simulating a new energy community in EnergyID? Then the very first step is defining the right structure. Within EnergyID, we work with Workspaces, records (internal/external), and labels. In the context of an energy community, we call external members "participants".

In this article, we explain how to structure your portfolio smartly, why a single Workspace is usually the best choice, and how to make participant onboarding seamless.

One Workspace, multiple energy communities

In principle, your organization only needs one single Workspace to manage multiple energy communities. From both a security and usability perspective, this is the most efficient approach.

Within that one Workspace, you manage all active participant records. You can then easily split them into different projects or energy communities using labels.

Why choose one Workspace?

One Workspace gives you the most flexibility and the least management overhead — for you and for your participants:

• Simple participant onboarding: Participants only need to sign up with you as a service provider once. As soon as their record is in your Workspace, you assign them to the right services behind the scenes.
• Flexibility for simulations and adjustments: Want to test the effect of moving participants between different energy communities or test groups — or simply reorganize an existing group? Within the same Workspace, you simply change the labels, without having to contact the participant again.
• Central analysis: You keep a full overview of your total portfolio and can easily filter within the collective self-consumption analysis — the tool used to analyze participants’ combined consumption and feed-in.

When is an additional Workspace useful?

Only create a new Workspace if you meet at least one of these two criteria:

• Different management team: Other employees need access to aggregated data. Roles and access rights are managed strictly at Workspace level.
• Targeted branding: Do you want to show participants a different name or logo than that of your main organization? Then a separate Workspace is the right choice.

Step-by-step setup and configuration

Follow these steps to configure your Workspace correctly when starting a new energy community.

1. Configure Workspace branding

   Upload a square logo of your organization. This logo will later appear as a recognition marker in the participant’s record — for example in dashboards or analyses offered by your organization.

2. Set access rights

   Invite the employees in your organization who need access to the Workspace and assign them the correct role. Roles and permissions are managed at Workspace level. [Read more about roles and permissions →]

3. Set up the sign-up page

   Through external record configuration, you decide what participants see on the sign-up page — independent of your Workspace’s internal name. You can configure, among other things, the service provider name, logo, and privacy statement. Read here how to fully personalize the sign-up page →

4. Define your labels for filtering and simulation

   Create the desired labels in your Workspace — for example by district, by project phase, or by specific energy community.

   • When new external records come in through the sign-up page, immediately assign them the correct label.
   • Use these labels within the collective self-consumption analysis to filter, compare, or virtually move participants between energy communities.
   • Participants never see the labels assigned to them.

Ready to invite participants?

Your Workspace is now fully configured. Share the sign-up link with your participants — they can easily link their record through the sign-up page and automatically receive Premium.

How does a participant activate EnergyID Premium? →

Working with external records → (for technical configuration)