Using Worklist

Overview

With Worklist you can send Field Notes to your trade partners—like subs and foremen—so they can respond from their phone without an OpenSpace login.

You’ll handle Field Notes workflows (creating crews, assigning Field Notes) in OpenSpace on desktop. Crew workflows (viewing, commenting, updating status) are done in Worklist.

Before you begin: Worklist is currently available on the U.S. and EU servers only, in English. Additional regions and languages are coming soon. Your site must have Worklist enabled—contact your OpenSpace representative if you're unsure.

Permissions

Crew setup in OpenSpace on desktop

Create a crew

• On desktop, click the Project Settings icon in the sidebar, choose Field Notes, then scroll to Crews.
• Click Create crew and give it a name (e.g., "Mechanical" or "Electrical Rough-In").
• You can now add members to your crew.

Note: You can’t edit a crew once it’s added, so name your crews carefully. If you need to make a change, you’ll need to delete the crew and create a new one.

Add crew members

You can add crew members in Project Settings on desktop or in Worklist settings.

Members added on desktop will not receive an immediate invite email or SMS. Their first notification will be a daily summary email once Field Notes are assigned to their crew. To send an immediate invitation, add the member in Worklist instead (see “Respond to a Field Note” below).

• Open the crew you just created.
• Click Import CSV or Add Member.

Adding crew members with CSV

You can upload multiple crews in a single CSV. CSV format matches Procore’s Company Directory format for easy upload.

• Required: Company—this becomes the crew name. (Missing = whole file rejected) 
• Optional: First Name     
• Optional: Last Name 
• Email (at least email or phone required per row)  
• Mobile Phone (U.S. numbers only for now; international coming soon)       
• Optional: Job Title 

Duplicates are skipped—you can safely re-upload the same CSV.

Adding crew members manually adding members

• Enter the crew member’s name (optional but recommended) and either their email address or U.S. mobile phone number.

Note: Add either an email or a U.S. mobile number per member—not both. If you choose a phone, the crew member will be asked to add an email at first login, and can use either after that.

• Repeat for each member of this crew.

Testing tip: If you’re adding yourself to test the Worklist experience, use a + alias (e.g., you+trade@yourcompany.com) to avoid a conflict with your existing OpenSpace account.

Assign a Field Note to a crew

• From the Field Notes page, open the desired Field Note.
• In the Field Note detail panel, find the Crew Responsible field. Note: This field is specifically for Worklist, and is separate from the Assignee field, which requires a full OpenSpace account.
• Select the crew you want to assign this Field Note to.
• The Field Note is now visible to all members of that crew in their Worklist.

Note: You can only assign one crew to a Field Note at a time. For issues involving multiple trades, use sequential reassignment: once Trade A marks the item Ready for Review and you close or re-open it, you can reassign to Trade B.

Trade access in Worklist

Access Worklist

• Go to worklist.us.openspace.ai on any browser on mobile or desktop. (There’s no app download needed.)
  • Other regions are as follows:
    • worklist.aus.openspace.ai
    • worklist.can.openspace.ai
    • worklist.eu.openspace.ai
    • worklist.jpn.openspace.ai
    • worklist.ksa.openspace.ai
    • worklist.sgp.openspace.ai
    • worklist.uk.openspace.ai
• Enter your email address or phone number that was used in your invitation.
• Check your email or SMS for a one-time code and enter it to log in.
• You'll see the sites and crews you've been added to.

Note: If you signed up with an email address, you cannot switch to phone number login later. If you were invited by phone number, you can log in with either your phone or the email you provided during first login.

View your Field Note list

Your Worklist is organized into three tabs:

• To-do: Open Field Notes assigned to your crew that need action.
• Submitted: Items you've responded to that are pending review.
• Closed: Resolved items.

Each card shows the Field Note ID, status, location, and due date (if set). Use the filter menu to narrow by sheet, Zone, or status. Use search to find a specific item by description or ID.

Respond to a Field Note

• Tap a Field Note to open the detail view.
• Review the description, location, photos, and activity log.
• To add a comment or photo without changing status, tap the comment field and attach any photos. This is useful for progress updates or questions.
• To submit a status update, tap Respond at the bottom of the screen. On one screen, you can:
  • Add photos and a comment (optional).
  • Select a status:
    • Contested: "This issue is not our crew's responsibility." The field team will review and may reassign or push back.
    • Ready for Review: "Our crew has resolved this." The field team will verify and close the item.
• Tap Submit for review.

Note: Crew members cannot close a Field Note. Only field team users logged into OpenSpace can move an item to Closed status.

Resolution

Review and close

• In OpenSpace on desktop, filter Field Notes by Crew Responsible to see items awaiting your review.
• Open a Field Note marked Ready for Review. Check the activity log, comments, and any photos the crew submitted.
• If the work is complete, update the status to Closed.
• If more work is needed or the Contested status needs to be addressed, update the status back to Open and add a comment explaining next steps.

Tips

Invite trades immediately by adding them as crew members directly in Worklist rather than through OpenSpace on desktop. Doing so triggers an invite email with the Worklist link.

Use sequential crew assignment for multi-trade issues: assign to Trade A → they resolve → you reassign to Trade B. This keeps accountability clear at each step.

Daily summary emails are sent to crew members each morning with a list of their open Field Notes and a direct link to Worklist. Encourage trades to rely on this email as their daily prompt.

Crew member names are displayed in the Field Note activity log. Adding names (not just emails or phone numbers) when setting up crews makes the audit trail more readable for your project team.

The Worklist URL is changing before GA to worklist.us.openspace.ai. The current URL (collab.us.openspace.ai) will redirect automatically at that time—no action needed for existing users.

If you have any questions, please reach out to the OpenSpace Support team at support@openspace.ai.