How to add entities?

To add entities, navigate to the Entities tab. Select the entity type you want to add — Operations, Franchises, or Investments — and click "Add+". Each entity you add gets its own Coolset workspace where you (or the entity's contact) track emission data, which then consolidates into your group-level carbon footprint.

You'll land on the overview page, where you can view all entities you've already added and check their status. Entities can be added manually or imported in bulk.

Note: Entities & Consolidation is an add-on to the Carbon module. If you don't see the Entities tab, reach out to your CSM to enable it on your plan.

Entity types

Coolset supports three entity types, each with different consolidation rules under the GHG Protocol. Emissions from all entity types consolidate automatically into your main workspace — the workspace from which you added the entity.

• Operations — Entities over which you have operational or financial control (e.g. subsidiaries, sites, offices). Their Scope 1, 2, and 3 emissions consolidate directly into your own Scope 1, 2, and 3 totals.

• Franchises — Independent businesses operating under your brand or license. Their Scope 1 and 2 emissions consolidate into your Scope 3, Category 14 (Franchises).

• Investments — Entities in which you hold a partial equity stake without operational or financial control. Their emissions consolidate into your Scope 3, Category 15 (Investments), proportional to your ownership share.

Adding an entity manually

1. Make sure the correct tab is selected (Operations, Franchises, or Investments) before clicking Add+. The entity type is inherited from the active tab.

2. General information: Fill in the entity's name, a description, and select the country.

3. Ownership (Investments only): For Investment-type entities, add at least one ownership period. For each period, enter:

   • Valid from and Valid to (month/year) — the period during which your ownership applied.

   • Consolidation approach — Equity share, Operational control, or Financial control. This determines how the entity's emissions are attributed to your group. Under the GHG Protocol, equity share is most common for Investments.

   • Ownership percentage — your equity share during this period. Emissions will be consolidated proportionally.

   You can add multiple periods if your ownership share has changed over time.

4. Contact: Enter the details of your contact person at the entity. This person will receive an invitation to join the Coolset platform and manage their own workspace. The invitation is sent from requests@coolset.com — if your contact doesn't receive it, ask them to check their spam folder and whitelist this address.

5. Assign yourself (optional): If you want to manage the entity's workspace yourself instead of inviting a contact, toggle on Assign yourself. This auto-fills your name and email as the contact. The workspace is still created, but no invitation is sent and you'll have access to manage it directly.

6. Once all details are filled in, click Save to add the entity.

For instructions on bulk importing your entities, check out:

📄 Import guide for CSV uploads

Managing an entity's workspace

Every entity you add gets its own Coolset workspace. This is where activity data is tracked — energy use, fuel, purchased goods, travel, and so on — and where emissions are calculated before they consolidate into your main workspace.

How to switch workspaces:

1. Look at the top-left corner of the screen, where your company name is displayed.

2. Click on your company name. A dropdown appears showing all workspaces you have access to.

3. Select the entity's workspace from the list.

4. You are now working inside the entity's workspace. From here you can upload activity data, classify emissions, and manage the entity's footprint.

To switch back to your own workspace, click the company name in the top-left corner again and select your own company.

How consolidation works

Once an entity has emissions recorded in its workspace, Coolset automatically consolidates them into your main workspace based on the entity type and — for Investments — the ownership percentage you've set.

• Operations → Scope 1, 2, and 3 emissions flow directly into your corresponding Scope 1, 2, and 3.

• Franchises → Scope 1 and 2 emissions roll up into your Scope 3, Category 14.

• Investments → All scopes are consolidated into your Scope 3, Category 15, multiplied by your ownership percentage for the relevant period.

Consolidated emissions appear in your main workspace's emissions overview alongside your own directly-reported emissions. If an entity's emissions change — for example, after reclassification or a new data upload in their workspace — the consolidated amounts in your main workspace refresh automatically.

Checking the status of your entities

When you navigate to the Entities page, you can see the status of each entity in your list. The status column shows whether the entity's contact has accepted the invitation (Accepted) or is still pending (Pending). If you've assigned yourself as the contact, the status will show as Accepted by default.

You can click on any entity to open a details drawer with more information, including ownership periods (for Investments) and contact details.

FAQ

1. I don't see the Entities tab. Why? Entities & Consolidation is an add-on to the Carbon module. If the tab isn't visible, reach out to your CSM to enable it on your plan.

2. Do I need to fill in ownership information for Operations and Franchises? No. Ownership periods, consolidation approach, and ownership percentage are only required for Investments. Operations consolidate fully under operational/financial control; Franchises consolidate fully into Scope 3 Category 14.

3. What's the difference between "Assign yourself" and inviting a contact? If you assign yourself, no invitation email is sent and you'll manage the entity's workspace directly from your account. If you invite a contact, they receive an email from requests@coolset.com and set up the workspace themselves. You can always invite a contact later.

4. My contact didn't receive the invitation email. Invitations are sent from requests@coolset.com. Ask your contact to check their spam or junk folder and whitelist this address. If the email still doesn't arrive, contact support via the in-app chat.

5. Can I change the consolidation approach after adding an Investment? Yes. Open the entity's details drawer, edit the ownership period, and update the consolidation approach or ownership percentage. Consolidated emissions in your main workspace will refresh automatically.

6. What happens if my ownership percentage changes mid-year? Add a new ownership period for the new percentage, with Valid from set to the date the change took effect. Coolset will apply each percentage to the emissions falling within its valid period.

7. Where do I add activity data for an entity? Switch to the entity's workspace (top-left corner → select entity) and upload activity data the same way you would in your main workspace.