How do admins add people to Workplace?

Adding people using email addresses
To add people to your Workplace using email addresses:
  1. From your News Feed, click Admin Panel Admin Panel in the left menu.
  2. Click People.
  3. Click Add People.
  4. Click either Add Multiple People or Add One Person.
  5. Select Email address in the dropdown box.
  6. Enter the email addresses or email address and other relevant information of the person or people you're inviting to Workplace.
  7. You can edit the content of the email before you decide to send.
  8. Click either Send invitations by email or Send invitation by email.
Accounts will be created immediately.
Email addresses that don't include a person's name, such as info@domain.com or sales@domain.com, can't be used to create a Workplace account. This ensures that the community knows who owns the account, and who's responsible for the content that the account creates.
Adding people using mobile phone numbers
To invite people by mobile number, ensure that Profile creation with mobile phone number is turned on. You can check this by going to Settings in the Admin Panel.
To add people using their mobile phone numbers:
  1. From your News Feed, click Admin PanelAdmin Panel in the left menu.
  2. Click People.
  3. Click Add People.
  4. Click either Add Multiple People or Add One Person.
  5. Select Mobile number in the dropdown box.
  6. Enter the mobile numbers or mobile number and other relevant information of the people or person you're inviting to Workplace.
    • Include the country code, with or without the plus sign. For example, you can enter +44 or just 44.
  7. Click Send invitations by text message or Send invitation by text message.
Note: Ensure all mobile numbers are correct. Once you have sent the invitations or invitation, people will have total access to your Workplace.
Adding people by sharing a link
This option is only available when you add multiple people.
To add people by sharing a link:
  1. From your News Feed, click Admin PanelAdmin Panel in the left menu.
  2. Click People.
  3. Click Add People.
  4. Click Add Multiple People.
  5. Click Copy next to the link that appears, and share this with people you're inviting.
You can share this specific link with up to 300 people, and it expires in two weeks.
When people use this link, they enter their own details to create an account. This account will then need to be approved by an admin. Then, the person can claim their account.
Adding people with an access code
If you want to add someone to your Workplace who does not have a work email address or mobile number, you can add them via access code.
To start with, ensure that Profile creation with access codes is turned on. You can check this by going to Settings in the Admin Panel.
Then:
  1. From your News Feed, click Admin PanelAdmin Panel.
  2. Click People.
  3. Click Add People.
  4. Click Add one person.
    • You cannot select Add multiple people and then add via access code.
  5. Complete at least all required information and then click Add person.
How to distribute access codes
Once you have created access codes, you will need to distribute them.
You can do this on an individual basis or in bulk.
To distribute access codes individually:
  1. In the People section, search for the employee that you have just added.
  2. Click More options next to the employee's name.
  3. Click Get access code.
  4. Give the access code to the employee and ask them to sign up for Workplace at work.workplace.com/work/accesscode/. Here, they will create a username and password.
To distribute access codes in bulk:
  1. In the People section, click More options in the top right.
  2. Select Get access codes.
  3. Click Send. This will send a list of codes to your email address.
Note: Access codes are sensitive data. Anyone in possession of an unused access code will have full access to the account to which the code relates. Distribution of access codes should be tightly controlled.
Bulk account creation via Microsoft Excel or CSV file
To add many accounts to your Workplace at once:
  1. From your News Feed, click Admin PanelAdmin Panel in the left menu.
  2. Click People.
  3. Click Add People.
  4. Click Import a CSV or XLSX.
From here, you download a template file and learn more about the format needed for upload. When you have filled in relevant information and you're ready to upload, click Import file.
You will need to include names and at least one of the following when uploading an Excel or CSV file: email address; mobile phone number; or employee ID. Find out more about provisioning Workplace accounts in bulk.
Bulk account creation using an identity provider
Workplace has an out of the box integration with the largest Cloud Identity Providers such as Azure AD, G Suite, Okta, OneLogin and Ping. You can connect your Cloud Identity Provider by using Workplace Import (where the provisioning connector is hosted by Workplace) or using a Workplace custom integration (where the provisioning connector is hosted by the Identity Provider).
Bulk account creation using SCIM API
Learn about account provisioning and deactivation with the SCIM API.
Learn more about bulk account management.
Control who in your organization can join Workplace
Admins can choose from the following invite settings to control who joins their Workplace:
  • Only people who have been provisioned and invited can join: You can limit coworkers in your Workplace community to a specific segment of the organization such as region, department or team.
  • Anyone from allowed or verified domains can join: This option will make your Workplace community available to your entire organization.
To adjust your invite preferences, go to the Admin Panel in your left menu. Then, click Settings. You will find the relevant settings under the Joining and access requests heading.
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