Adding locations to your account

  • Updated

The project/portfolio administrator or team manager may add new locations to their WELL at scale subscription or WELL Rating account from the Locations tab of the WELL account at any time other than during an active review cycle (e.g., for WELL at scale subscriptions, you cannot add locations during a review round or between round 1 and round 2 of the review cycle). The steps below apply to both WELL at scale and WELL Ratings.

WELL at scale and WELL Ratings

    • To learn how to add a single location to your account, watch this video or read the instructions below.

      1. Click +Add New > Add location.Adding locations to your WELL at scale subscription 1.png
      2. Complete all required fields (indicated with an *) on the Required and Owner tabs, along with any information you would like to provide on the Additional tab.

        • Project names must be unique. When naming your locations, consider giving them a descriptive name like an address, especially if you have multiple locations in the same city (e.g., IWBI Office 220 5th Av. instead of IWBI New York)

        • If your location does not have a postal code, put a - in the postal code box.

        • No special characters are allowed other than:

          • _ (underscore)

          • - (dash)

          • @

          • .

        • (WELL at scale Enterprise subscribers only) Choose the correct legal entity in the 'Owner' section. If the new location that you are adding belongs to a legal entity that is not currently listed on the Edit tab, add the new legal entity there first.

          • If you need to change the scope of your subscription as a result of adding new locations, inform us via the Support tab (e.g., your subscription previously only included a subset of a legal entity, but after adding the new locations it now includes the entire legal entity).

          • You cannot change a location's address or ownership type once it has been added. If any changes are needed, contact your coach via the Support tab.

      3. (WELL at scale only) If you are targeting any milestones at this location (Precertification, Certification or a WELL Rating), go to the 'Additional' section and check the appropriate boxes under 'Is your project targeting any milestones?' If you are targeting this milestone for your next review cycle, check the 'Target for this review cycle' box.Adding locations to your WELL at scale subscription 2.png

      4. Click the 'Update' button to save your changes.

    • To learn how to add multiple locations, watch this video or read the instructions below.

      1. Click Import.

      2. In the “Create new locations” section, click to download the Excel template spreadsheet, or download the templates linked below–be sure to choose the correct version for imperial or metric measurements depending on your needs.Adding locations to your WELL at scale subscription 3.jpg

      3. Open the spreadsheet and fill in the requested information–reference the Instructions tab of the spreadsheet as needed. Columns marked with an * are required. Do not delete any columns from the spreadsheet.

        • Columns marked with an * are required.
        • In column B (project name):

          • Do not use special characters other than _ - . @

          • Each project name must be unique; duplicate project names will result in an error when importing your new locations

        • If a location does not have a postal code, put a - in the corresponding cell in column F

        • Use the dropdown menu in column G to select Country/Region. After you have chosen a country/region, use the dropdown in column E to choose a state/province.

        • (WELL at scale only) If you need to change the scope of your subscription as a result of adding new locations, inform us via the Support tab (e.g., your subscription previously only included a subset of a legal entity, but after adding the new locations it now includes the entire legal entity).

      4. Upload the completed file and click Next.Adding locations to your WELL at scale subscription 4.jpg
      5. Verify that the columns match correctly–i.e., make sure the Project Name column is matched to the column on the spreadsheet the contains the project name.

      6. Click next. Verify that the information in the “Preview the information here” table is correct.

      7. Click Finish Import.

      8. The project administrator will receive an email confirmation when the upload is complete.

  • Once you have enrolled your project, you'll need to complete the unit details sheet to let us know some details about the units included in your enrollment. Follow the steps below:

    1. Download the unit details sheet from the Support tab of your WELL for residential account and refer to the instructions tab

    Unit information

    1. Provide the requested unit information in columns A-J.
      • Address
        • For single family homes, list the address of each individual home on separate lines. If individual addresses are unknown at the time of submission, provide the lot number instead.
        • For multifamily buildings, list the primary address of the building and all unit numbers on separate lines.
      • Unit number (multifamily only)
      • City
      • State
      • Postal code
      • Country
      • Area (sq ft) 
        • Area of each individual single family home or unit in a multifamily building. If unknown at time of enrollment, provide an estimate and update at review cycle submission.
        • Be sure to convert square meters to square feet if necessary (multiply the area value by 10.764; use the calculator below)
          • 0
      • Affordable housing
        • Dwelling units may be considered "affordable" for the purposes of WELL for residential if reserved for households making 80% or less than the area median income and if housing costs (i.e., rent and utilities) are less than 30% of the area median income. The area median income (AMI) is the household income for the median — or middle — household in a region. The region should include the more-populated urban core and its less-populated surrounding territories, sharing industry, infrastructure, and housing.
      • Date of completion
        • Month and year each individual single family home or unit in a multifamily building has been completed and ready to occupy.  If unknown at time of enrollment, provide an estimate and update at review cycle submission.
      • Number of bedrooms
        • Number of bedrooms in each individual single family home or unit in a multifamily building. If unknown at time of enrollment, provide an estimate and update at review cycle submission. For studios (no separate bedroom), enter “0”.

    Review information

    1. Complete the review information section in columns K-P.
      • Audited
        • Leave this column blank. For multiple units pursuing features that require location-specific verification, IWBI provides a list of units to be audited. The number of audited units is equal to the square root of the number of units submitted and rounded down. Under a subscription, if there are multiple buildings or communities in the same review cycle, the number of audited units is distributed according to the size of the building or community.
      • Precert
        • Indicate whether this unit will pursue precertification.
      • Date of submission (Precert)*
        • Month and year documentation will be submitted for a precertification review cycle. If unknown at time of enrollment, provide an estimate and update at review cycle submission.
      • Cert
        • Indicate if the dwelling unit is pursuing a certification (WELL Residence) designation.
      • Date of submission (Cert)*
        • Month and year documentation will be submitted for a certification review cycle. If unknown at time of enrollment, provide an estimate and update at review cycle submission.
      • ​​Feature Set (#1-5)
        • Each review cycle in a subscription may pursue up to five different sets of features amongst the dwelling units being reviewed. Prior to the commencement of a review, all dwelling units reviewed must be associated with a set of features #1-5.

    Building/community information

    1. Complete the building/community information section in columns
      • Name
        • Name of each individual building/community, which may be the same as its address. This is how the enrollment will be identified. A community is defined as one continuous geographic location.
      • Type
        • Indicate if a multifamily building or single family home(s). Single-family residences contain less than 5 dwelling units in a single building with common structural elements. Multifamily residences contain at least five dwelling units in a single building with common structural elements.
      • Number of units
        • Number of units in each individual building/community.
      • Area (sq ft) of building
        • Be sure to convert square meters to square feet if necessary (multiply the area value by 10.764)
        • Area calculations should include all interior areas (the interior of the dwelling unit, any private exterior space associated with the dwelling unit and shared common spaces) and exclude leased retail, restaurant and offices. The “project area” should include the sum of the floor areas of the spaces within each location including, as applicable, basements, mezzanines, intermediate-floored tiers and mechanical penthouses with headroom height of 2.3 m [7.5 ft] or greater. Measurements must be taken from the exterior faces of the exterior walls OR from the centerline of walls separating buildings. The project area should exclude air shafts, pipe trenches, chimneys and floor area dedicated to motor vehicle parking and exterior circulation.
      • Sale type
        • Indicate if the units in each individual building/community are for sale, for rent or both.
      • Construction type
        • Indicate if the units in each individual building/community are new construction, existing or both

    Owner information

    1. Only complete this section if the information is different from what was provided during enrollment. Note that the answers may be the same for every building/community.
      • Organization name
      • Organization legal entity
      • Organization address
      • Point-of-contact name
      • Point-of-contact title
      • Point-of-contact email
      • Point-of-contact phone number

Important additional information for WELL at scale subscribers

For WELL at scale accounts at the Enterprise level, the subscribed locations should continuously and accurately reflect the legal entity’s inventory of properties. Please see the WELL Program Guidebook for details on which locations must be included and in what timeframe. Subscription fees are assessed annually based on the number of subscribed locations.

To add locations that already exist in WELL Online to your subscription (e.g. locations that are already pursuing or have achieved a WELL Certification or WELL Rating) or to remove locations, contact your coach via the Support tab.

You cannot change a location's address or ownership type once it has been added. If any changes are needed, contact your coach via the Support tab.

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