Submitting your Workspace availability

Keeping your availability up to date helps us ensure enquiries are matched to the right spaces and that your listings accurately reflect what is available.

The good news is that we can usually work with almost any format you send us. Whether it's an Excel file, CSV, PDF, screenshot, brochure, or even information in an email, our team can generally process it.

That said, following the guidance below helps us update your availability faster, with less manual review and a lower chance of mismatches.

Please ensure that every location included in your availability file:

· Exists in WorkaOS

· Is active and available for distribution

· Uses the correct address and location details

If availability is submitted for locations that are not yet active in WorkaOS, we may need to manually review the data before it can be processed.

Please provide availability for all locations associated with your account, even if:

· A location is fully occupied

· A location currently has no available offices

· Availability has not changed since your last update

Providing a complete view of your portfolio helps us keep your listings accurate and prevents spaces from being incorrectly marked as unavailable.

If your organisation operates in multiple countries, please send a separate availability file for each country account.

For example:

✅ Company UK – one file

✅ Company Ireland – one file

✅ Company Canada – one file

❌ One file containing multiple countries

This helps ensure availability is matched to the correct account.

Some operators manage inventory across multiple Worka accounts within the same country.

Where this applies, please provide one availability file per account.

For example:

✅ London Portfolio Account – one file

✅ Regional Portfolio Account – one file

❌ One combined file covering both accounts

This helps us reconcile availability against the correct locations and listings.

Please send your availability updates to the appropriate regional team using the email address below:

If you're unsure which region applies to your account, please contact your account manager who will be happy to help.

Our preferred formats are:

1. Excel (.xlsx)

2. CSV (.csv)

We can also work with:

· Google Sheets exports

· PDFs

· Word documents

· PowerPoint files

· Screenshots

· Availability information included directly in an email

Structured spreadsheets simply allow the fastest and most accurate processing.

The following fields are the most helpful when submitting availability.

Providing these fields improves listing quality and matching accuracy.

If you choose to provide a Workspace Description, please ensure it contains at least 50 characters.

Descriptions shorter than 50 characters cannot be uploaded to our platform and may need to be removed during processing.

Examples:

✅ "Bright private office with natural light, breakout access and meeting room credits included."

✅ "Corner office suitable for a team of eight with access to kitchen facilities and communal lounges."

❌ "Nice office"

❌ "Private office"

If a meaningful description of 50 characters or more is not available, it is better to leave the field blank.

Please provide the total monthly workspace cost whenever possible.

If multiple pricing options exist (for example, list price, promotional price, discounted price or net effective price), please indicate which price represents the current monthly occupancy cost.

This helps us ensure pricing is displayed correctly.

Where possible, use clear availability statuses such as:

· Available

· Available Soon

· Occupied

· Under Offer

· Reserved

Consistent status values reduce the need for manual interpretation.

For the most accurate matching:

· Use consistent location names across submissions

· Include the full address for every location

· Include postcodes wherever possible

· Keep workspace numbering consistent between updates

· Avoid changing location names unless necessary

Examples of useful workspace identifiers:

· Suite 201

· Suite 202

· Ground Floor

· Unit 3A

These are generally easier to match than generic descriptions such as:

· Large Office

· Premium Office

· Team Room

Before sending your availability file, please confirm:

☐ All locations are active in WorkaOS

☐ All locations for the account are included

☐ One file has been provided per country account

☐ One file has been provided per Worka account (where applicable)

☐ Capacity is included

☐ Pricing is included

☐ Availability status is included

☐ Full addresses are included

☐ Pricing reflects the total monthly workspace cost

☐ Any workspace descriptions are at least 50 characters long

If your availability data doesn't fit this format, don't worry.

Send us what you have and we'll do our best to work with it. These guidelines are simply best practices that help us process updates faster and keep your listings as accurate as possible.