Introduction to Workspaces

EnergyID Workspaces provide a central environment for organizations and service providers that manage multiple energy records. Whether you are monitoring the energy use of a real estate portfolio or offering energy monitoring to clients: with a Workspace, you organize records efficiently and collaborate smoothly with colleagues, clients, and partners.

With Workspaces, you can:

• organize and manage all your records logically
• decide who has access to which records
• activate EnergyID Premium and additional services for all your records
• use advanced features and organization-level reporting

Create a Workspace for your organization

Use a Workspace to manage all your buildings, sites, or installations in one central place.

Follow these steps to create a Workspace:

• Click your profile icon in the top-right corner and choose Create Workspace from the dropdown menu.

  Note: this option is currently only available to users in the preview program. Participation can be requested via info@energieid.be.

• Enter the name of your company, team, or organization. This will be your Workspace name.
• Click Create Workspace to confirm.
• After creation, you can add a logo to your Workspace under Settings.

Roles and permissions in your Workspace and records

You can add colleagues or partners to your Workspace with a specific role. This role determines permissions across all records and Workspace reports.

• Workspace roles apply to all records within the Workspace.
• Record roles apply only to one specific record. Guest users always receive a role at record level and do not have access to the rest of the Workspace.

Roles in a Workspace

• Administrator (Workspace Admin)
  Can manage records and Workspace reports, configure access rights, and change Workspace settings.
• Editor (Workspace Editor)
  Can edit records and Workspace reports. By default, they can also create and delete records, unless this is disabled at Workspace level.
• Contributor (Workspace Contributor)
  Can add meter readings and events in all records. Otherwise has read-only access.
• Viewer (Workspace Viewer)
  Has read-only access to all records and Workspace reports.

Share a record with a guest user

Sometimes you want to give someone access to one specific record, without giving that person access to your entire Workspace. We call such a person a guest user.

A guest user has no role at Workspace level and therefore does not see other records or Workspace reports. You only grant access to specific records with one of the following roles:

• Editor (Record Editor)
  Can edit data in the record, but cannot rename, share, close, or delete the record.
• Contributor (Record Contributor)
  Can add meter readings and events.
• Viewer (Record Viewer)
  Can only view data.

How to share a record with a guest user:

• In your Workspace, go to the Record list.
• Click the name of the record you want to share.
• In the record details, choose Share.
• Enter the person’s email address, choose the desired role, and confirm.

Set up monitoring for your clients as a service provider

Do you want to offer energy monitoring to your clients as a service provider? With Workspaces, you decide how to organize collaboration. Depending on the client type and desired level of autonomy, there are three possible scenarios.

Option 1: A separate Workspace per client

In this scenario, each client gets their own isolated Workspace where all buildings and records for that client are managed.

• The client gets access to the full Workspace, while you remain the administrator.
• The client has visibility into all reports and aggregated data of their own organization.
• This setup is ideal for business clients with multiple buildings or sites.

Option 2: One central Workspace with guest access per record

In this scenario, you manage all client records from your own central Workspace.

• You invite clients as guest users to a specific record.
• Clients only have access to their own record and cannot see other clients or records.
• This setup is suitable for clients with only one building or site.

Option 3: One central Workspace with external records

In this scenario, you open your own sign-up page where clients can link their existing or new record to your services. Also read: Working with external records.

• The client remains the owner of their own record.
• The link is created via the External Records feature. 
• When linking, all features of EnergyID Premium are automatically activated.
• The client can disconnect the link at any time.
• This setup is especially suitable for private clients and users who highly value privacy and data ownership.

Managing multiple Workspaces?

Do you have multiple Workspaces for different clients or teams? Soon you will be able to manage them under one Enterprise account. This keeps branding, billing, and user management centralized.

Release plan: Q3 2026.