Frequently asked questions
Common questions from organisations running a Warm Welcome space.
How do I get my space on the public map?
Complete Add a space through Publish (or Edit space → Publish). Once published and not hidden, your space appears on the public map straight away — refresh the map if you don’t see it yet. Check publishing status on the space overview.
How do I edit my space?
Sign in, open My Spaces, choose your space, then Edit space. You can change the name, address, hours, services, photos, logo, and whether it is published. Save, and the public page updates straight away.
How do I add a space?
Sign in, open Home or My Spaces, and choose Add a space. Follow the steps. You can leave and come back, and your progress is saved. Finish Publish when you want it on the public map.
Where is the help centre?
Open Help & guides at the top of this page. After you sign in, Help in the sidebar has the same guides. Use this chat if you still need a person.
What should I put for opening times?
Enter the warm space session hours (when people can come for the Warm Welcome offer) — not necessarily the whole building’s opening times. For irregular sessions, use the closest weekly pattern and note exceptions in More Info.
Can I add another person to manage my space?
Yes — on the space overview, use Team access → Invite and enter their email. They get an email to set a password, then see the space under My Spaces with the same owner-level access. Until they sign in they show as Not signed in yet — use Send invite if the email is missing. To hand over when you leave: invite them, click Make primary owner next to their name, then Leave space next to yours. If nobody can log in anymore, contact Warm Welcome support — staff must reassign access (not self-serve).
The person who set up our account has left — how do we get access?
For security, reclaiming a space when nobody has a working login must go through Warm Welcome staff. Open a support ticket with the space name, postcode, and your work email. Do not create a duplicate listing. If you still have a login, invite the new contact via Team access first.
Where do I add photos or a logo?
In the space wizard, open Photos & logo (or Edit space → Photos & logo). Logos and interior/exterior photos appear on the public space page after you save.
The map pin is in the wrong place
On Basic Info (wizard or Edit space), use address search, then drag the pin on the map to your entrance. Save — the exact coordinates update while your address text stays the same.
Can I temporarily hide my space (e.g. summer closure)?
Yes — open the space from My Spaces and use Hide from map. Visitors won’t be sent to a closed door, and you can show it again at any time. Don’t create a new space when you reopen — edit the existing one.
Our space has closed for good — how do we remove it?
Open the space from My Spaces and use Archive space at the bottom of the page. It comes off the map and its public page is removed. If you ever want it back, contact support and we can reactivate it.
We registered last year — do we register again?
No — open My Spaces and edit/relaunch the existing listing. Creating a new one causes duplicates. If login says the email is already in use, use Forgot password or ask support — don’t start a second account.
What are Communications preferences / mailing list?
In the wizard Communications step and in Settings → Communications preferences, choose how Warm Welcome can contact you (including optional news and campaigns). To leave the mailing list, update preferences or open a support ticket.
How do volunteers work?
After you sign in, edit your space, open the Volunteers step, and choose yes if you want to appear as looking for volunteers. After you opt in, Volunteers appears in the sidebar for enquiries.
How do I contact Warm Welcome support?
If you’ve registered a space, log in to the dashboard and use the chat button or Support to open a ticket. The team usually replies within a working day.
My space appears twice / is a duplicate
Open a support ticket naming both listings. Don’t keep editing both. Staff will mark the definite duplicate; co-located groups in one building may stay separate by policy.
I can’t log in
Use Forgot password on the login page and check spam. If the original account holder has left, open a support ticket — staff must help regain access.
Where are resources and posters?
After you sign in, open Resources in the sidebar for toolkits, posters, and guides. Open an item to read it or download it.
Where are funding opportunities?
After you sign in, open Funding in the sidebar. Each listing shows the deadline, who can apply, and where to find out more.
We don’t have a phone number for the venue
Space phone is optional where the form allows. Add a coordinator contact so Warm Welcome can reach you. Describe how visitors should get in touch in More info if needed.