Community Guidelines

Workspace365 is committed to providing a flexible, inclusive, and professional environment for all who use our services. These Community Guidelines form part of the expectations we uphold to ensure that everyone can work productively, respectfully, and safely within our shared spaces. By using the Centre, Members and visitors agree to abide by the following guidelines, which are designed to support a positive and collaborative workplace experience for all.

1. Respect for others and shared spaces

1.1 Noise and consideration

Keep noise to a respectful level at all times. Use headphones when listening to music or watching videos.
For phone or video calls, use a phone booth, meeting room, or designated call zone.
Speakerphone use is not permitted in open areas, and calls should not be taken in hallways to avoid disrupting others.

1.2 Respect personal boundaries

Always act with professionalism and courtesy.
Unsolicited approaches intended to recruit or hire employees, contractors, or team Members from other member businesses or Workspace365 staff within the Centre are not permitted and may result in suspension or termination of membership.
Aggressive, inappropriate, or disrespectful behaviour will not be tolerated.
Avoid offensive language or jokes, and any comments about politics, religion, race, or sexual orientation.
Workspace365 maintains a zero-tolerance policy for sexual harassment, bullying, verbal abuse, discrimination, or intimidation. All reports will be taken seriously and may result in the suspension or termination of membership.

1.3 Mindfulness, diversity and inclusion

Be mindful of cultural differences. At Workspace365 we embrace and respect the diverse backgrounds, perspectives, and experiences of others.
Promote respect and inclusion. Everyone plays a part in creating a welcoming environment where everyone feels valued, heard, and safe.

2. Workspace conduct and etiquette

2.1 General cleanliness

Always clean up after yourself in shared spaces.
Dispose of all rubbish appropriately and take personal items with you.
Maintain a tidy and organised workspace.
Office members are also expected to keep their office space clean and presentable.

2.2 Furniture use

Do not place feet on chairs or tables.
Do not move or remove furniture from any area.
Please treat all furniture with care and promptly report any broken items to the Centre team.

2.3 Attire and presentation

Each company may set its own dress standards. To maintain a professional environment:
- Shoes must be worn at all times.
- Avoid clothing with offensive, political, or inappropriate imagery or messages.
- Business or business casual attire is encouraged. If your dress code is more relaxed, ensure clothing is appropriate, clean and presentable.

2.4 Be responsible and eco-friendly

Conserve electricity, water and shared resources whenever possible.
Use the appropriate bins for rubbish, recycling and compostable.
Please avoid unnecessary printing and choose digital workflows where possible.

3. Shared spaces

3.1 Reception and waiting area

The reception and waiting area is for welcoming visitors and clients. Please do not use this area for meetings.
Reading materials are not to be removed from reception.

3.2 Kitchen and breakout areas

Open to all members, clients, Workspace365 staff, and approved visitors.
Kitchen cleanliness is a shared responsibilities, and all members are expected to clean up after themselves. After rinsing, place dirty dishes in the dishwasher or designated area.
Do not move or remove kitchen furniture, sundries or consumables.
If anything needs to be restocked, please notify the Centre team.

3.3 Coworking spaces

Vacant Dedicated Desks can be used as Flexi Desks, speak with your Centre team if you are unsure which desks are available to you.
Desks can be booked via the portal or the Centre Team.
Keep noise to a minimum. Use phone booths or meeting rooms for calls.
Do not move or remove office furniture.
Members using the coworking area must remove all personal belongings at the end of each day. Items left behind may be removed by the Centre Team and treated as lost property.
Workspace365 is not liable for any loss, theft, or damage to personal property left unattended or unsecured. If required please speak with your Centre team about available storage options.

3.4 Meeting rooms and phone booths

All meeting rooms must be booked in advance, with a minimum booking duration of 30 minutes and a maximum of 9 hours. Bookings can only be made in 30-minute increments.
Please leave the meeting room clean and tidy after use. Wipe down whiteboards, return all furniture to its original layout, and ensure all equipment remains in place.
Do not remove any items including markers, HDMI cables or any other accessories.
Members are responsible for any damage or missing items caused by themselves or their guests during a booking.
To ensure fair access for all members, please limit phone booth use to a maximum of 30 minutes, particularly during peak hours.
Phone booths are not fully soundproof. Please speak at a moderate volume and avoid confidential or sensitive conversations where privacy is not guaranteed

4. Safety, security and general policies

4.1 Emergency procedures

All members, clients and visitors are responsible for familiarising themselves with the Centre’s emergency evacuation diagrams and procedures. These are displayed throughout the building.
Upon arrival, please take a moment to identify your nearest emergency exit and locate the designated assembly area for your Centre. The Centre team can provide assistance in locating these.
In the event of an emergency evacuation:
- All individuals must follow the instructions of Workspace365 staff and appointed building wardens.
- Do not use lifts during an evacuation.
- Move calmly and quickly to the nearest safe exit and proceed directly to the designated assembly point.
- Do not re-enter the building until advised that it is safe to do so by emergency personnel or Workspace365 staff.

4.2 Security and access

Do not grant access to secure areas. To ensure the safety and security of all members, refer anyone requesting access to reception and do not assume they are authorised.
Do not enter private offices or restricted areas without the consent of the relevant member or Workspace365 Centre team.
Tampering with or accessing another member’s device, network, or private data is considered a serious breach and may result in immediate termination of membership.
If you have access to an office, please ensure you lock your office door when not in use.

4.3 After-hours access

Only Members whose membership includes 24/7 access are permitted to use the Centre outside of standard business hours (8:30am - 5pm).
All Community Guidelines and behavioural expectations remain in effect at all times, including after-hours.
Non-members, including meeting room users who remain onsite beyond their booked time, may be asked to vacate the premises during unstaffed periods

4.4 Heaters and climate control

The use of personal heaters is strictly prohibited. These interfere with the building’s central air conditioning system, which could cause temperature imbalances floor-wide.

4.5 E-scooters and bikes

E-scooters and bikes are not permitted in the Centre outside of the designated end-of-trip facilities.
Charging of e-scooters is strictly prohibited anywhere onsite unless approved charging facilities have been installed by building management.
Members who require secure storage or clarification on what facilities are available should speak with the Centre Team.
Workspace365 is not responsible for any loss, theft, or damage to personal property left in end-of-trip facilities. Members are encouraged to use appropriate security measures, such as bike locks, to help safeguard their belongings.

4.6 Lost and found

All lost property must be handed in to reception.
The Centre team will make every reasonable attempt to return items to their rightful owner.
Any unclaimed items will be disposed of after 60 days.

4.7 Children and minors in the workspace

People under the age of 16 are welcome in the Centre provided they are supervised by a responsible adult at all times.
To ensure a productive environment for all members, if a child or minor becomes disruptive, the Centre Team may kindly request they step away from the shared work areas for a short break.

4.8 Adherence to workspace policies

All Members are expected to comply with the terms set out in their Membership/Licence Agreement.
Workspace365 reserves the right to introduce additional, or vary guidelines when necessary to ensure a safe, productive and respectful workspace environment.
Fair use applies to shared spaces and services such as internet, printing, kitchen amenities and breakout areas. Excessive or disproportionate use may result in access limitations or additional charges.

5. Connectivity and technology

5.1 Internet usage

Members are expected to use the shared internet responsibly.
Please avoid streaming, large downloads or other bandwidth-heavy activities during peak periods unless, necessary for work purposes.
Abuse of the network that results in performance issues for others may result in restricted access.

5.2 Use of equipment and printers

Printers, scanners, and other shared office equipment are available for member use only. Printing incurs charges at a per page cost.
Promptly report any issues or low supplies to the Centre Team. Do not attempt to change printer toner cartridges yourself.
Please be considerate when printing large volumes and ensure shared equipment remains accessible for others.

6. Community and collaboration

6.1 Collaboration and networking

Workspace365 promotes a supportive, friendly, and respectful environment. Please be mindful of others and always ask before joining another’s work session or conversation.
Offer help where appropriate and take time to acknowledge shared successes within the community.
Workspace365 encourages networking and build professional connections. Where appropriate, the Centre Team can assist by facilitating introductions, provided both parties have given their consent.

6.2 Events and gatherings

All events must be pre-approved by the Centre Team.
Events should comply with all community and safety guidelines.
Music, presentations or activities must not disrupt other members.
Event organisers are responsible for the behaviour of all attendees and for ensuring that the space is left clean and tidy.

7. Photography and filming

Casual photography for personal or team use is permitted, provided it is done respectfully and does not disrupt others. Consent must always be obtained before photographing or filming individuals. The following guidelines must be considered before any photography or filming takes place:
- All photography and filming must take place in a dedicated space approved by your Workspace365 Centre Team. The use of equipment such as tripods, lighting, or backdrops in common areas requires prior approval and must not be set up near coworking desks, meeting rooms, or any other areas where people are working.
- Any commercial or professional photography or videography requires prior written approval. Please contact your Workspace365 Centre Team to arrange this.
- Take care not to capture branding, signage, logos, or sensitive information belonging to another businesses. Content must not imply endorsement or affiliation with Workspace365 or any of its Members, clients or visitors without written permission.
- Workspace365 may capture photos or videos for marketing purposes and will always seek permission before using identifiable images or content.

8. Visitors

All visitors must check in at reception upon arrival.
Visitors may remain onsite for up to 3 hours without a day pass.
If a guest intends to stay beyond 3 hours, a day pass must be purchased, unless they are an attendee of a half-day or full-day meeting room booking.

All members, clients, and visitors are expected to adhere to these guidelines to help maintain a respectful, inclusive, and harmonious coworking environment. These guidelines are available at Community Guidelines: learn our rules | Workspace365. Use of any Workspace365 Centre implies acknowledgment and acceptance of these terms. Breaches of the Community Guidelines may result in a formal warning, suspension, or termination of membership, depending on the nature and severity of the behaviour. Workspace365 may issue regular reminders and conduct periodic reviews of these guidelines to support positive conduct and ensure our shared spaces remain welcoming, productive, and professional for all.