Before contacting us, please make sure you have searched for an answer in this member handbook. If you still have questions, please don't hesitate to email us.

Please do not hesitate to email questions and supply or maintenance requests to info@wellspaces.net.

Email all concerns regarding maintenance, repairs, supplies, cleaning, equipment operations, power, Internet, water, lockouts, keys, billing and payments, and members following proper WellSpace procedures and guidelines to:

Marita Gubbe, Member Services Representative at info@wellspaces.net.

PLEASE NOTE: NON-EMERGENCY INQUIRIES AND REQUESTS WILL BE RESPONDED TO WITHIN TWO BUSINESS DAYS (MONDAY-FRIDAY).

For URGENT MATTERS ONLY: Text (619) 512-3848

Accidental Lockouts: Please text (619) 512-3848.

If a staff member is required to meet on-site at any time, a $125 fee is automatically added to that month’s fees, plus any additional charges incurred (for example, locksmith fees). To avoid these additional fees, the member is welcome to hire a locksmith at their own expense or wait until regular business hours to obtain a copy of the key, which will incur the regular key copy fee of $10.

For your convenience, you can also report maintenance and supply needs and other concerns directly on the WellSpace website: https://www.wellspaces.net/report-maintenance-needs--other-issues.html.

PAYMENT OPTIONS

ACH Electronic Payments

With your authorization, WellSpace can automatically deduct your monthly membership fees from your checking or savings account. If you want to choose this option, please email us at info@wellspaces.net. We will then email you a form for your authorization.

Zelle Electronic Payments

Most banks allow you to set up one-time and automatic monthly payments using Zelle through your checking account. Just sign in to your banking app or online account, go to payment options, choose Zelle, create a new payee named "WellSpace LLC," and enter our email address: "info@wellspaces.net." You will be guided step-by-step through the transaction completion process. Please select whether you would like to make a one-time or recurring monthly payment.

This option will deliver your payment to WellSpace within seconds after it is initiated. If it is your first time sending money via Zelle, the initial payment is limited to $500. Once the payment is cleared, you can send up to $2,500. In this case, two separate payments must be sent if the monthly membership fee exceeds $500 for first-time Zelle users.

Payments by U.S. Mail

You may send via the U.S. Postal Service a cashier’s check (no personal checks or money orders) to the address below:

Chase Bank

3800 5th Avenue

San Diego, CA 92103

Payments must be payable to: WellSpace LLC

The memo must state: Deposit to 135777602

Please note that this option requires up to a week for the payment to be received by WellSpace after it has been mailed.

Payments In Person

You may hand deliver a cashier’s check (no personal checks or money orders) or cash to any Chase Bank branch teller.

Deposit to the account of WellSpace LLC

Account #: 135777602

If paying cash, you must write your full name on the deposit slip (otherwise, we will not be able to identify you as the payer, and the payment will not be credited to your account).

Please note that payments are due on the 1st of each month and are considered late if not received and posted by the bank by the end of the day on the 5th.

The member shall pay for any third-party charges incurred by a member's chosen payment method. Checks not honored by the payer's bank shall be assessed a service charge of $25.00 each.

Payments received without Identification on the payment will be voided and considered nonpayment.

SCHEDULING & CALENDAR CONCERNS

Please email concerns regarding scheduling, the online calendar, and arranging to view WellSpace locations to:

Marita Gubbe, WellSpace Member Services Representative

(Work hours are part-time, Monday-Friday and occasional weekends as needed)
Email: info@wellspaces.net Text: 619-512-3848

PLEASE NOTE: INQUIRIES AND REQUESTS WILL BE RESPONDED TO WITHIN TWO WORKING DAYS (MONDAY-FRIDAY).

For your convenience, you can also request viewings and scheduling changes and get help with online scheduling through the WellSpace website: https://www.wellspaces.net/request-change-to-weekly-schedule.html.

Vehicle Towing: Western Towing (619) 297-8697

HOURS OF OPERATION

All Locations: 7 days per week, 6 AM - Midnight

2525 Camino Del Rio S, Suites 130, 305, 313, and 315: Unlocked hours: 7 am-7 pm Monday-Friday, Saturday 8 am-5 pm. Intercom Code 5252 will enable members, their clients, and guests to enter the building after its unlocked hours. This code is the same for all entry doors to the building (front entry as well as 1st-floor & 2nd-floor east wing entrances).

Cleaners Schedule

4th Ave and 5th Ave: After 5 PM

Cleaners come once per week on Tuesdays evenings. Scheduled times are set but may fluctuate based on the needs of each location. Supplies are restocked each week: cups, paper towels, facial tissue, toilet seat covers, and hand soap.

2525 CDRS and 6th Ave: Building cleaners service each suite nightly, Monday through Friday. Supplies are stocked in storage cabinets and closets. Please email info@wellspaces.net before supplies run out so our team can re-order and re-stock them. Members will replenish the dispensers and supplies as needed.

If a room is locked, it will not be cleaned while the occupants are present. If full-time members wish to have their room cleaned and supplies restocked, please leave your room unlocked during their scheduled cleaning times.

Please help keep the common areas clean. Pick up and dispose of your trash. Ensure any food that you place in the WellSpace refrigerator is removed prior to spoiling. WellSpace is not responsible for the disposal of food. Failure to do so may result in a fine of $25.

ENTRY CODES

For increased security, there are passcode-protected locks at the building and/or suite entrances to several WellSpace locations (in addition to the standard key-operated deadbolts that are accessed with your key). At these locations, when arriving for the day, if no other members are already onsite, you will need both your key and passcode in order to enter the offices (if other members are already onsite, you will only need your passcode).

Current entry passcodes are:

4th Avenue: 5202

5thAvenue: 2525

6th Avenue: 5507

2525 Camino Del Rio South (for front-entry access after 7 pm): 5252

(Same for the building’s conference room)

UPDATE: 12/2022- East Wing Doors - Keypad Code: #5252

Front Door – Keypad Code: 5252

Conference Room Code: 5252

Please make note of these passcodes. You may not be able to enter without them.

You may give passcodes to your clients and guests. When any members are onsite and listed as "IN" on the board, leave the deadbolt unlocked so that clients and guests who have been given the passcode can enter. (Anyone without the passcode will not be able to enter.) When leaving any WellSpace location, if no other members are marked as "IN" on the In/Out board, BE CERTAIN TO LOCK THE DEADBOLT WITH YOUR KEY.

This code will be updated periodically for added security. You'll be issued the new password before the change takes effect.

The passcode will allow access to the building during each center’s open hours, seven days per week. It will not allow access during WellSpace’s closed hours.

Conference Room General Guidelines:

The conference room is located on the first floor, room 100C. The conference room is available only to members of our 2525 Camino Del Rio South locations. No internet service is provided to the conference room. When scheduling, times can be reserved on the quarter hour (e.g., starting at 1 PM, 1:15 PM, 1:30 PM, or 1:45 PM), in increments of 15 minutes, and up to sixty (60) days in advance. Try to maintain a 15-minute “buffer” between your time and other events in the room.

Conference Room Rules

1. Conference Room usage limited to 4 hours per day and 10 hours per week (Monday thru Friday). Exceptions to this must be approved by Manager.

2. Notify Management ASAP should your group stain or soil the carpet. It is important that Management remove stain quickly.

3. DO NOT MOVE CONFERENCE ROOM TABLE as this weakens the support legs of the table.

4. Only people who are tenants in the building are allowed to use the conference room.

5. Tenants who violate these rules may lose their future right to use the conference room.

6. Before leaving conference room make sure to do the following:

· clean up floor, table & credenza

· put large chairs back into formation, folding chairs back into the closet

· lower all window blinds

· turn OFF lights

· turn OFF thermostat (heat & air)

· close conference room door

To View the Calendar:

NOTE: The instructions in this section are specifically for the Conference Room Calendar. If you wish to schedule float time, then go here.

Go to: http://www.calendarwiz.com/2525cdrs

Select "Month," "Week," "Day," or "List" view, as you prefer.

IMPORTANT: You must log in to reserve time!!!

Signing In to the Calendar:

Click on "Login".

Enter Username: 2525Tenants

Enter Password: Camino2525!

Click on "Login".

Adding One-Time Events:

Once signed in, click on "Add Event" and Enter your business name and suite number, the event date, start time and end time. Click on the 'Add' button to post your event. Check calendar to be sure your event has posted correctly.

Editing or Deleting Events:

Click on "Edit" next to your name in the event you wish to edit or delete. If this is a repeating event, choose whether you want to edit or delete this single event or all events in the series. Click "OK". This will open the "Event" tab of the advanced editing window.

If editing the event, make changes as desired, then click on "Save" at the bottom of the window. If deleting the event, click on "Delete" at the bottom of the window. Then click "Ok".

UPON ARRIVAL TO YOUR SUITE

Turn on lights, music, heat, or air conditioning* as needed.
LOG IN (VERY IMPORTANT!) Use the on-site computer to log in to the appropriate room on the WellSpace online IN/OUT board. It is essential that all members are aware of who is present.

* Most thermostats are on an automated schedule and do not need to be adjusted.

UPON DEPARTURE FROM YOUR SUITE

Return your room to its default position to include but not limited to:

move furniture back to its original position;
return massage tables to regular height if you have made adjustments;
remove personal items;
dispose of tras by placing in room trash can;
close windows if you have opened them;
close blinds;
clean as needed.

Turn off all electronic devices (lights, room fans, room heaters, AC*, sound systems) and close air vents.
Close the door to your private room (do not lock unless you are a full-time member).
LOG OUT (VERY IMPORTANT!) If you are the last to log out, please:

Turn off all common-area AC/heat, fans, lights, and music.
Bolt the entry door with your key.
Only leave systems on and the door unbolted if another member is still present and logged in

* Most thermostats are on an automated schedule and do not need to be adjusted.

Please note:

WellSpace security depends on members logging in and out every time and bolting all entry doors when the last to leave. Failure to follow these procedures will result in a $10 charge per incident, and repeated violations may lead to the revocation of membership.

If you are unable to perform these steps due to a technical or mechanical issue, please email info@wellspaces.net immediately.

INTERNET & WELLSPACE LAPTOPS

All members have access to WellSpace Internet wi-fi connections. Below are the Wi-Fi names and passwords for each location.

WIFI:

3344 4th Avenue, Suite 200

Name: ATT7Gwt7KS; Password: 9z?n7g9uwy4d

2214 5th Avenue

Name: WellSpace5G; Password: 252525!!

2302 6th Avenue

Name: WIFI-9382; Password: GZ5YmMhJ

2525 Camino del Rio South, Suite 130 (updated 7/2/22)

Name: ATTyeQuKe2; Password nr=t+zdzdsr=

2525 Camino del Rio South, Suite 305

Name: ATTDnYjggs; Password: b4tq93q6wvgu

2525 Camino del Rio South, Suite 313

Name: ATTHYC9IVS; Password: ys783v9a44y8

2525 Camino del Rio South, Suite 315 (updated 7/2/22)

Name: ATTmDkyjdA; New Password 9#me5zcvbd9b

LAPTOPS:

4th ave:

Sign-in: hwcofsd@gmail.com

Password: 10204080

5th ave:

Sign-in: WellSpace!

Password: 252525!!

6th ave:

Sign-in: WellSpace LLC

Password: 10204080

2525 CDRS #130:

Sign-in: hwcofsd202@gmail.com

Password: 10204080

2525 CDRS #305:

Sign-in: wellspacethreezerofive@gmail.com

Password: WellSpace305

2525 CDRS #313:

Sign-in: wellspace2525cdrs313

Password: 10204080

2525 CDRS #315:

Sign-in: hwcofsd105@gmail.com

Password: 10204080

PRINTER/COPIER/SCANNER

WellSpace printers/copiers are available to members for light use. Please do not use WellSpace printers/copiers for any bulk printing. You are responsible for the retrieval and security of any and all printed pages, and it is recommended that you retrieve your print jobs promptly to ensure your client's confidentiality.

For more information on proper printer/copier/scanner operations, check out their online manuals below.

3344 4th Ave, Suite 200 - Brother DCP-L255ODW (View user manual)

2214 5th Ave - HP LaserJet Pro MFP M125nw (View user manual)

2302 6th Ave - Brother MFC J480DW (View user manual)

2525 Camino del Rio S Suite 130 - HP LaserJet Pro MFP M125nw (View user manual)

To Make a Photocopy (HP LaserJet Pro MFP M125nw):

Load the document on the scanner glass. Close the scanner
Press the Copies button (it’s the white button that has 3 staggered sheets of paper)
Select the number of copies. Press ‘OK’.
Press the Copy button to start copying (the green button).

2525 Camino del Rio S Suite 305 - Brother HL-L2340DW (View user manual)

2525 Camino del Rio S Suite 313 - HP LaserJet Pro M125nw

2525 Camino del Rio S Suite 315 - HP OfficeJet 4630

VIRTUAL FAXING

For incoming faxes, the WellSpace fax number is (844) 273-4070. Feel free to give this number out to those who may wish to send you faxes and post this number on your business cards and other promotional materials. Health Insurance Portability and Accountability Act (HIPAA) Compliant

Retrieving Incoming Faxes

Go to https://onlinefax.att.com
Enter…

FAX number: 8442734070 (no spaces or dashes)
Password: (Contact WellSpace for password)

Click on "Inbox" and choose your fax from the list of received faxes

Sending Outgoing Faxes

Convert your computer document to a PDF, or scan your outgoing paper document using the onsite printer or any of the many available cell phone scanning apps such as Google Drive, Turboscan, Tiny Scanner, Fast Scanner, CamScanner, Genius Scan, etc., to create a pdf document.
Then go to https://onlinefax.att.com
Enter…

FAX number: 8442734070 (enter no spaces or dashes)
Password: (Contact WellSpace for password)!

Click on "Send FAX" and follow the prompts to proceed.

Note: Keep in mind that both incoming and outgoing faxes are, by default, archived on the site and are viewable by any WellSpace member (all of whom have signed the WellSpace confidentiality agreement). You may leave faxes in the onsite archive if you wish, but it is recommended once faxes are successfully sent and/or received, that you permanently delete them from the site. Periodically all archived incoming and outgoing faxes are deleted from the system to better ensure the privacy of our members and their clients.

AMENITIES

Amenities (e.g., refrigerators, microwaves, and coffee pots,cross-cut shredders) vary based on location. Members shall have full use of those amenities present at their scheduled location. Members shall be responsible for cleaning used equipment and supplies.

PERSONAL PROPERTY

The security of personal property brought into any WellSpace location is the sole responsibility of the owner of that personal property. WellSpace accepts no liability for personal property stolen, damaged, or destroyed on-site.

NEEDLES & SHARPS

State law (H&SC §118286) makes it illegal to dispose of sharps waste (hypodermic needles, pen needles, intravenous needles, lancets, and other devices that are used to penetrate the skin for the delivery of medications) in the trash or recycling containers and requires that all sharps waste be transported to a collection center in a sharps container.

Click here to learn how to dispose of hazardous waste in northern San Diego County. For Residents in the South Bay, click here to learn how to dispose of your needles and sharps.

Any violation of the above-mentioned State law will result in a $50.00 fine from WellSpace, and may result in further action by State authorities. Multiple violations will result in termination of membership.

ONSITE FILE STORAGE

Any member requesting file space shall have access to one onsite lockable file drawer where they may keep files, documents, and small items, assuming availability.

USE OF SOUND MACHINES

Sound machines are to be set at a reasonable level in order to keep sensitive conversations inaudible to those outside any room. They should not be used at full volume in the common area hallways as this creates difficulty for other members trying to provide a peaceful environment for their clients. Violations of this policy will be reviewed on a case-by-case basis.

GUESTS & CHILDREN

Waiting areas are intended to be used by members’ clients and guests for brief wait times. Clients and guests, including their family members, may not use waiting areas for extended periods of time. If a member wishes to provide space for a client or guest to wait for an extended period of time, he or she may book a second room, if available, in which their guests can wait. (See Calendar & Scheduling for instructions on how to book float time.) Any guests under the age of 18 must be accompanied by an adult at all times while on the property.

EMPLOYEES & AGENTS OF MEMBERS

Employees and other agents of WellSpace members may be present in rooms and spaces properly reserved by the member only when the member is present. For employees or other agents to use a member’s space when the member is not present, the member must register these individuals with WellSpace, designating them as their authorized agents. A member’s ability to designate authorized agents with WellSpace is contingent on the member’s level of membership. If you would like to designate one or more people as your authorized agents, please contact WellSpace for more information. NOTE: A $50.00 fee applies for adding agents. If the new agent does not hold a State of California practitioner's license, a $30.00 background check fee will be applicable. New agents will receive keys (in most cases), and each key is $10.00.

PET POLICY AND SERVICE ANIMALS

Members and their guests may be accompanied by service animals or emotional support animals with proper proof of said licenses. It is the animal handler’s sole responsibility to clean up and sanitize after their pets. All other pets and animals are strictly prohibited. Please refer to the U.S. Department of Justice for rules and regulations on service animals and pets HERE.

If there is a reasonable and persistent disturbance caused by a service animal, we ask members to kindly ask the animal handler to control their animal. Should the disturbance continue, members have the liberty to respectfully ask for the removal of the service animal from the premises.

COMMUNICATION BETWEEN MEMBERS

WellSpace members can communicate with any or all other WellSpace members about professional and WellSpace-related topics by sending an email to wellspacesd@googlegroups.com, or by going directly to the WellSpace Google Group at https://groups.google.com/d/forum/wellspacesd.

Every message sent to members must be approved by the WellSpace management team. Messages that will not be approved include promotions of persons who are non-members to WellSpace members, topics posing a conflict of interest to the WellSpace business model, or similar.

ONSITE SECURITY CAMERAS

For added security, all common areas at WellSpace locations are monitored by password-protected security cameras. Only WellSpace and its authorized agents have access to the feeds from these cameras in compliance with HIPAA laws. No private rooms are equipped with security cameras. Any tampering or disconnecting of these cameras by a member or any of their guests can and will incur fines and/or penalties. There should be no reason for any persons to touch, move, or unplug devices other than WellSpace staff members.

PRIVACY & CONFIDENTIALITY

Privacy and confidentiality are important values at WellSpace, especially given that many of our members offer mental health and other services that warrant special concerns for privacy.

With this in mind, feel free to greet and acknowledge other members' waiting clients, patients, and guests with a “hello.” If you wish, feel free to give your name. But do not ask for their name or for any other personal information from them. If they are asking you for your assistance or you wish to confirm that they have legitimate business at WellSpace, you may ask who they are there to see. But do not ask why they are there or what services they are there to receive.

All client/patient information is to be treated as confidential, including the fact that the client/patient receives (or has previously received) services through anyone at WellSpace. The privacy and confidentiality of clients/patients are protected under the Ethics Codes of the various mental health professions, state laws and regulations, and federal HIPAA Regulations. No client/patient information may be disclosed without the informed consent of the client/patient and authorization by his/her WellSpace member provider.

The following are expressly prohibited:

Obtaining access to any information related to any client/patient who is not under my care except with the explicit authorization of the client/patient’s authorized member.
Discussing/revealing client/patient information to any other person who has no legitimate need to know.
Discussing/revealing client/patient information to anyone outside this office.
Removing any client/patient information from this office for any purpose without explicit authorization from the client/patient’s member in each case.
Copying client/patient files or other patient information in any form, material or electronic.
Sending any client/patient information via e-mail or FAX without explicit authorization from the clinician.
Placing client/patient information on the Internet or into any other publicly available forum without the consent of the client/patient.
Using an audio and/or video recording device without the knowledge and consent of all those present.

PARKING

For any WellSpace parking spaces to be used by a WellSpace member or their client, the space must be officially reserved, blocked, and paid for through WellSpace by the member. DO NOT PARK IN ANY SPACE OTHER THAN THOSE OFFICIALLY RESERVED FOR YOU.

It is the member's responsibility to inform their clients to park on the street or in the member's specifically reserved space and that they risk being towed if they park anywhere else on the property.

If you have one of WellSpace's spaces reserved for you or your clients and you find that someone has parked in your space, feel free to leave a note on their car, speak with them directly, and/or to have them towed [at their expense--Western Towing (619) 297-8697]. But under no circumstances may this serve as a reason to park anywhere else on the property. Park on the street until the car has been removed from your authorized space.

SUPPLIES

WellSpace supplies facial tissue, toilet paper, paper towels, hand soap, light bulbs, disposable cups, drinking water, printer paper, and pens. Members are responsible for supplying all other items, including but not limited to markers, notepads, oils, lotions, linens, and towels. Supply requests can be sent to info@wellspaces.net.

DRINKING WATER

This current water bottle delivery schedule for each location is as follows:

4th Avenue - Delivery every other Wednesday

5th Avenue - Delivery every other Tuesday

6th Avenue - Delivery every other Tuesday

Camino Del Rio South, Suite 130 - Delivery every other Friday

Camino Del Rio South, Suite 305 - Delivery every other Friday

Camino Del Rio South, Suite 313 - Delivery every other Friday

Camino Del Rio South, Suite 315 - Delivery every other Friday

MAINTENANCE AND REPAIR REQUESTS

All maintenance requests must be emailed to info@wellspaces.net. Please include the location, room #, and photos or images of what needs to be repaired. Maintenance repairs are prioritized based on urgency.

Maintenance requests for the building, landscape, plumbing, HVAC, or similar repairs may be the building management’s responsibility. In this case, it is up to the building owners to complete. Once an email is received, WellSpace will notify and request the repairs to be completed by building management, but cannot guarantee a timeline by which it will be completed.

In case of full-time room use-Member request for room alteration that results in maintenance labor, the member will be billed.. Maintenance costs $37.50 per hour. The member is responsible for the cost of materials, supplies, labor, and any related expenses to complete the request. Requests will be accepted only if maintenance agrees to the task and only if all WellSpace work orders are completed.

TEMPERATURE AND THERMOSTAT SETTINGS

Thermostats are preset at each location. At no point should the temperature be changed. Thermostat should not go above 72* or below 67*. Members are instructed to only turn on/off the thermostat upon opening or closing the suite. Should the temperature need adjusting in a member’s room, WellSpace can provide a space heater or fan to help regulate temperatures in individual rooms. If the space heater or fan does not suffice, please send an email to info@wellspaces.net to request further options.

PAYMENTS & LATE FEES

Your standard monthly membership fee, plus any additional fees for any “floating hours” scheduled during the previous month, are due on the first day of each month. Fees not posted to WellSpace’s checking account by 5 pm on the 5th of the month in which they are due will incur a 5% late fee based on the past due amount (e.g., a past due balance of $100 will incur a $5 late fee). It is a member’s sole responsibility to be aware of their balance at any given moment. Failure to do so is a reflection of a member’s negligence, as WellSpace makes this information available through the reconciliation statement. Please do not hesitate to contact a representative if you have questions about an account balance.

From time to time, it is necessary for WellSpace to adjust room rates. In that process, we consider such factors as each suite’s current and projected lease payments, increases in costs for energy, supplies, and operations, rate of occupancy, and market demand. Please keep in mind with a fee increase, there will also be a deposit increase.

Options for payment of fees and deposits are listed below.

ACH Electronic Payments

With your authorization, WellSpace can automatically deduct your monthly membership fees from your checking or savings account.

Zelle Electronic Payments

Most banks allow you to set up one-time and automatic monthly payments using Zelle through your checking account. Just sign in to your banking app or online account, go to payment options, choose Zelle, create a new payee named "WellSpace LLC," and enter our email address: "info@wellspaces.net." You will be guided step-by-step in completing the transaction. Be sure to choose whether you wish to make a one-time payment or a recurring monthly payment.

Payments by U.S. Mail

You may send via the U.S. Postal Service a cashier’s check (no personal checks or money orders) to the address below:

Chase Bank

3800 5th Avenue

San Diego, CA 92103

Payments must be payable to: WellSpace LLC

The memo must state: Deposit to 135777602

Keep in mind this option requires up to a week for the payment to be received by WellSpace after it’s been put in the mail.

Payments In Person

You may hand deliver a cashier’s check (no personal checks or money orders) or cash to any Chase Bank branch teller.

Deposit to the account of WellSpace LLC

Account #: 135777602

If paying cash, you must write your full name on the deposit slip (otherwise, we have no way to identify you as the payer, and it will not be credited to your account).

Remember that payments are due on the 1st of each month and are considered late if they are not received and posted by the bank by the end of the day on the 5th.

Any third-party charges incurred by a member's chosen method of payment shall be paid for by the member. Checks not honored by the payer's bank shall be assessed a service charge of $25.00 each.

Payments received without Identification on the payment will be voided and considered nonpayment.

RECONCILIATION STATEMENTS

Every member has access to their online monthly reconciliation statement, where all monthly charges, credits, and payments are documented. Upon enrollment, you will receive an email invitation at the primary email address you have provided WellSpace, giving you ongoing viewing access to your statement. Once you have been given access, the statement will be viewable by you at any time, at your convenience. It is updated on the 10th of each month to reflect the current month's accounting. It is highly recommended that members download copies of their statements each month to retain them for their personal records.

Follow the instructions below to download your statement:

Select FILE
Select DOWNLOAD from the drop-down menu
Select the format, PDF is the most commonly used
Select EXPORT

PUBLIC INQUIRIES

All general inquiries from the public regarding wellness services at WellSpace originating from the WellSpace “Contact Us” form on our public-facing website are automatically routed through the WellSpace Google Group to all WellSpace members via email. Members may respond to or disregard these messages at their discretion. If a current member refers a new member, the potential member MUST include the current member’s name upon the completion of enrollment for the current member to receive referral credit. Failure to do so will omit the referral incentive for the current member.

CALENDAR & SCHEDULING

General Guidelines

“Floating” time may be scheduled by members as needed, assuming such rooms/spaces are available. When scheduling room use, members may mark the desired time period on the appropriate room's online calendar anytime before that time period has begun. Such times may be reserved on the quarter hour (e.g., starting at 1 PM, 1:15 PM, 1:30 PM or 1:45 PM), for periods of one hour or more, in increments of 15 minutes, and up to thirty days in advance.

The charge for each 15-minute period is $3.75 (i.e. $15.00 per hour)..

A minimum “buffer” of fifteen minutes shall be maintained between the member's new event and any other member's previously scheduled event in the same room.

In any instance in which the same member schedules two events in the same room on the same day with less than ninety minutes between the end-time of the first event and the start-time of the second event, the entire block of time from the start of the first event to the end of the second event shall be considered one event and member shall be responsible for payment for the entire block of time.

Scheduled floating time may be canceled twenty-four hours or more before that time without obligation of payment or forfeiture of credit. Floating time may not be canceled or removed from the calendar when less than twenty-four hours remains before that time.

Members shall be obligated to pay for all scheduled floating time that is not canceled with twenty-four hours or more notice, regardless of whether the member actually uses the room.

Any member credit unused by the end of the last day of the month in which it was credited shall be considered expired and shall not carry over to the following month.

Float members are required to keep track of their own hours and adjust the monthly payment based on their own calculations. Payments must be received no later than the 1st of each month. A WellSpace team member will confirm those hours after the 1st of each month. Any adjusted fees will be reflected in each member’s reconciliation statement, available to each member after the 9th of each month. It is the member’s responsibility to notify a WellSpace Member Services Representative should float hours be in question by sending an email to info@wellspaces.net.

Viewing the Calendar (Calendar Name: WellspaceSD)

Go to: http://www.calendarwiz.com/wellspacesd.

(If viewing from a smartphone or tablet, you should be offered the option of viewing either the mobile or desktop version of the site: choose the desktop version.) You should see the following screen:

Signing In to the Calendar

Enter the email address associated with your WellSpace membership and the password that was emailed to you from CalendarWiz, then click "Login". (It should open up in the week view of the WellSpace calendar.) You should see the following screen:

This initial view shows ALL available rooms at once, so next you will want to click on the drop-down list under "Select Category" and choose the one or more rooms you would like to view, then click on "Filter". You’ll then see something like this:

(You can show or clear ALL ROOMS from view by clicking on the option "All" in the drop-down list.)

Adding Events

Adding One-Time Events

Click anywhere within the field of the day in which you want to schedule. A pop-up window will appear to create your event, like this:

In the Title field, enter the word “FLOAT,” your first name, and last initial (e.g., “FLOAT John D.”)

The correct date should already be populated. Enter the event start time and end time.

Click on the “Save” button to post your event. Check calendar to be sure your event posted correctly.

Adding Repeating Events

Follow instructions above for adding one-time events but instead of clicking on the “Save” button, click on "More Event Options" at the bottom of the pop-up window. You will see the following screen:

Select how often you would like the event to repeat (e.g., daily, weekly). (Remember, you may only schedule floating time up to 30 days into the future.)

Select the end date.

Click on the “Save” button to post your repeating event.

Check calendar to be sure your event posted correctly.

Editing or Deleting Events

Click on "Edit" next to your name in the event you wish to edit or delete. If this is a repeating event, choose whether you want to edit or delete this single event or all events in the series. (Remember that events may not be deleted if there is less than 24 hours until the start of the event.)

If editing the event, make changes as desired, then click on "Save" at the bottom of the window.

If deleting the event, click on "Delete" at the bottom of the window. Then click "Ok".

And that's it. You're done!

We understand that any new software like this might take some getting used to. Please feel free to let us know if you have any questions, concerns or problems with the new platform.

Auditing/Calculating Floating Hours

To audit/calculate your own scheduled floating events:

After signing in to your CalendarWiz account, select the “Search” and select the relevant start and end dates for the time period you are interested in viewing (generally, that will be the 1st and last days of the relevant month, respectively). In the “Search for text” field, type in your first name and last initial. In the “Categories” field, choose “All.” Then hit “Submit Search.

The subsequent report will show all your scheduled floating events for the month. The charge for all floating time scheduled is $15 per hour.

Unauthorized Use of WellSpace Rooms

Before using any WellSpace room, a member must ensure that the event is scheduled on our online scheduling calendar (CalendarWiz). It is never acceptable for a member to use any WellSpace room without first entering that event on the calendar. All members are also required to log in upon entry and out upon departure on the onsite computer located in the common area of the suite. Failure to follow these procedures may result in the termination of your WellSpace membership.

We ask all members to help ensure that everyone follows proper procedures. If you discover a person using a room and they are not scheduled for that room on the CalendarWiz calendar and/or are not logged into the room on the local computer, we encourage you to remind that member of proper procedures and report the incident to WellSpace. It is our standard policy that any PROPERLY AUTHORIZED member in session in any WellSpace room with the door closed is not to be disturbed, except in case of emergency. This does not apply in the case where someone is in a room for which they are not properly scheduled on the CalendarWiz calendar and are not logged in on the local computer. In such cases, because this is an issue of security, all members should know that they are explicitly authorized and encouraged to knock on the door, enter to see who is in the room, and ask them to properly schedule on the calendar and/or properly log in on the onsite computer.

WellSpace largely operates on the honor system. Members are trusted to schedule the time they plan to use (before using that time), not to use any time they have not scheduled, and to follow other reasonable WellSpace procedures, such as checking in and out.

MEMBER REFERRAL PROGRAM

Please help WellSpace grow! Every time a current WellSpace member refers someone to WellSpace, and that person subsequently registers as a new WellSpace member, we award a $50 credit to the referring member(s)!. So let your friends and colleagues know about us.

Offer applies only to ongoing memberships (not one-time events or single-month memberships), and only to referrals of new members (not to those who have previously been WellSpace members or have previously inquired about WellSpace membership). Awarded credits will be deducted from your fees due the month following the new member’s first day of membership. Referring member(s) are understood to be those named by the incoming member at the time of registration. In instances in which the referred incoming member names more than one current member as the source of their referral, the $50 credit shall be equally split between the several referring members.

USE OF RECEPTION, WAITING, AND OTHER COMMON AREAS

Reception, waiting, and other common areas may be used by members to greet clients, process payments, and schedule with clients. Members shall not use reception and waiting areas for any other purposes (e.g., waiting, computer work, paperwork, making telephone calls, sleeping, or eating).

NOISE

WellSpace strives to provide a serene environment for members, their clients, and patients. Reception/waiting areas, halls, kitchenettes, and other common areas are considered “quiet zones” whenever others are in adjacent rooms. Members shall make all reasonable efforts to keep noise levels to a volume that does not disturb others at WellSpace and to ensure that their clients and guests do the same. Lengthy or loud conversations, in-person or on the telephone, shall be held behind the closed doors of members' private rooms. Members who violate this rule repeatedly will be fined $50 per incident and risk membership cancellation.

RIGHTS OF ENTRY

Members’ rights of entry to WellSpace’s buildings and their various rooms/spaces are limited to those extended to him/her by WellSpace under a written agreement and may be revoked by WellSpace for any reason and at any time without notice.

FRAGRANCES AND ODORS

Members shall use no materials that create odor or otherwise disturb others at WellSpace. Members who use incense, aromatherapy, or other odor-causing materials must ensure proper ventilation in the process and may only do so if no other members are disturbed by such odors. The smoking or vaping of tobacco/nicotine and marijuana products is prohibited on WellSpace properties. The substance known as moxibustion--standard or “smokeless”--may not be used at any WellSpace location. Strong perfumes and colognes, and any other scents that disturb others are prohibited at all WellSpace locations.

FOOD AND BEVERAGES

Consumption of food and beverages is permitted only in rooms that have been blocked by the member, and all remnants must be removed with trash disposed of in the kitchen trash container. Open rooms are not available for member use under any circumstances. Members must have a valid room block to enter and utilize a room. Food and beverage consumption is prohibited in shared acupuncture rooms, which will be designated by signage posted inside the room near the door.

ENTRY KEYS

Members are provided, at $10 per copy, one key or set of keys (depending on WellSpace location) upon their initial registration to access their primary WellSpace location. Members may request additional keys from WellSpace at any time, as needed, whether to access additional WellSpace locations beyond their primary WellSpace location, to replace lost or stolen keys, or simply to have a duplicate. The issuing of such additional keys shall incur a service charge to the member of $10 for each standard key and $25 for each key fob or card. Members may contact WellSpace at info@wellspaces.net for such additional/replacement keys. To ensure WellSpace security, all WellSpace keys are “Do Not Duplicate” copies. Members may not make their own copies of WellSpace keys.

Charges related to the issuing of keys are service fees and do not represent a member’s purchase of WellSpace keys. All keys issued by WellSpace remain the property of WellSpace at all times (even when in a member’s possession) and must be returned to WellSpace upon termination of membership. Any keys not returned to WellSpace by a member upon the termination of his or her membership shall incur a service charge to the member of $10 for each standard key and $25 for each key card. Keys mailed back to WellSpace should be sent in a cardboard or padded envelope to ensure they are not lost or damaged by the post office’s sorting machines. In the case that a member loses a key or fails to return it upon termination of membership if deemed necessary by WellSpace, the member may be charged for the cost of rekeying the associated locks.

If a member is locked out of a WellSpace location (e.g., due to lost or stolen keys, leaving keys inside a locked area, etc.), he or she may contact our team to arrange to receive replacement keys during their regular business hours. If a member requires immediate access to the WellSpace location, they may request from a WellSpace team member to arrange a site visit by an authorized locksmith at a charge to the member in the amount of $125 during regular working hours and for after-hours. This fee must be paid to the staff member on-site in cash before gaining access to the space. Any additional (locksmith expenses) will be charged to the member.

OPEN FLAMES

Open flames of any kind, including candles, burners, or similar, are strictly prohibited at all WellSpace rooms and locations.

MAIL

Members may receive business mail at the WellSpace location designated as their primary WellSpace location. Be aware that mail from WellSpace mailboxes is collected and sorted by members. WellSpace accepts no responsibility for lost or stolen mail or unaccepted/returned packages. Members wishing to have direct access to the mailbox may request a mailbox key and an onsite folder in the wall pockets, which is used for distributing mail. Members collecting their mail directly from the mailbox will also be responsible for collecting any other mail in the box and distributing that mail to the appropriate members’ onsite folders. Mail that accumulates will be disposed of if not claimed within a reasonable amount of time.

Suite 130 is mailbox #5
Suite 305, mailbox #28
Suite 313, mailbox #33
Suite 315 is mailbox #34
4th Ave, Suite 200, Mailbox #200
6th Ave, Suite 2302 and 2304, mailbox #1

NOTE: The 2525 Camino Del Rio South mailrooms are located near the stairwell on the 1st floor of each building. Packages are delivered directly to the suites when unlocked.

Please be sure to instruct senders to address mail to “[Your Name], ℅ WellSpace” to ensure your mail is received. Notify WellSpace if your mail may be in your name and/or the name of your business.

ONSITE PROMOTIONS/SIGNAGE

Members offering wellness-related services may, at any WellSpace location, place no more that 20 copies of one standard-size business card on the reception area promotional table and, no more than 20 copies of one 8 ½” x 11” tri-folded brochure or 8 1/2” x 4” single-panel brochure in the designated reception area, and of one standard-size business card on the desk or table in any private room used. All other promotional materials must be approved by WellSpace. Members shall not state or imply in promotional materials or in interactions with their clients, the public, or other entities that they are employees, owners, or agents of WellSpace.

Members with full-time, exclusive use of a room may also place signage on the exterior of their room’s door, if they so choose, with the following specifications: One 11” x 8½” sign (landscape orientation, horizontally centered on the door. The bottom of the sign shall measure 5’ from the floor. Such signage shall be placed inside a clear acrylic 11” x 8½” sign holder supplied by WellSpace.

ROOM ALTERATIONS

Changes to the default setting of any room (i.e., WellSpace’s standard furniture, equipment, decor, etc. -- including their specific placement) by any member is welcome, at the member’s expense, as long as it is acceptable for all members that use the room and with WellSpace management. Any substantive change to a room, including the moving of art and rearrangement and/or removal/changing out of furniture and equipment, should not be done until checking with and receiving authorization from WellSpace management (which includes the "borrowing" of any furniture, equipment, or items from another room). Members requesting changes to a shared room should be aware that there is always the possibility that they will be required to return the room to its default setting at any point in the future if WellSpace management deems it necessary. (Members should keep in mind that they have much greater freedom to furnish and decorate a room when booking that room for full-time, exclusive use.)

SCHEDULING CHANGES & MEMBERSHIP TERMINATION

Members may request to change their schedule, change rooms, put their membership on hold, or terminate their room use agreement altogether with thirty days or more notice via email or mail.

Placing membership on HOLD NOTES: Any weekly half-day or full-day blocks that you have scheduled will be released when your membership is placed on hold and will be available for other members to book. Such blocks may or may not be available to you upon your return to active status. In those cases in which other members have taken your preferred blocks of time, WellSpace will make every effort to find you other suitable rooms/blocks of time at the current room rate.

After your last day of active membership, you may hold onto your WellSpace keys, but please be aware that at that point, you will no longer be authorized to enter any WellSpace property until your membership has been reactivated by mutual agreement.

We will retain your current deposit while your account remains on hold.

A service charge of $50 will be applied for any requests to change members’ monthly schedules and/or rooms (excluding full cancellations). This charge will be waived for requested changes that result in an increase in a member's standard monthly fee by $50 or more. (In other words, if your practice is growing, you won’t be penalized for that with a service charge.) Note: Once you electronically sign your registration documents, we require a 30-day notice to modify them (official start date, room #’s, usage, etc.) as well as a $50 service fee.

Upon termination of the agreement by either party, Member shall return to WellSpace all keys to its buildings, suites, rooms, and equipment in their possession and immediately forfeit all rights of entry and access to and use of WellSpace rooms/spaces and equipment.

Requests to put memberships on hold or terminate them should be sent directly to WellSpace at info@WellSpaces.net at least 30 days prior to the desired effective date.

PLEASE NOTE: One of the features of membership at WellSpace--and one that members often find especially attractive--is that members generally only need to commit on a month-to-month basis. That, however, works both ways. On occasion, it is necessary for WellSpace to rearrange room schedules of part-time members in order to make optimal use of our spaces. In such cases, WellSpace will make every effort to give at least 30 days' notice to affected members.

INSURANCE or HEALTH INSPECTIONS

WellSpace maintains a general business liability insurance policy. Members are responsible for maintaining their own comprehensive general liability insurance policies, which cover their activities at WellSpace.

In the event any other part of WellSpace is damaged by fire or other casualty resulting from any act or negligence of Member or any of their agents, employees, clients, customers, guests, or invitees, Member shall be responsible for the costs of all repairs not covered by insurance.

It is the responsibility of the member to obtain their own health inspection as required for their business to operate. WellSpace will provide any necessary documentation of room use to fulfill the member’s requirements. Changes to the room, fees, scheduling, or any other requirements are the sole responsibility of the member.

ADA COMPLIANCE

WellSpace is not the property owner of its various locations. Information regarding ADA compliance for a WellSpace location should be sought from the property owner or their agent. Please contact the member services representative for the building’s property owner or manager.