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Difficulty: novice

Content

Learning Objectives

After reading this article, you’ll be able to:

  • Manually create Workplace users

  • Enable Workplace users

  • Batch modify Workplace users

A Workplace user is needed to access any Workplace touch point. Based on the assigned Workplace role(s), features are made available to the user (for example you need Admin role to access data export functionality in GO or to have access to the Workplace back-end Studio).

A Workplace user in itself can check live floorplans and dashboards, and/or manage users and devices. Yet when it comes to any functionality that leans on the underlying IWMS (for example making a reservation), also an IWMS user is needed.

It’s best practice to link a Workplace user to an IWMS user. Make sure the users exist in IWMS first, this way you can link them during the creation.

Users can log in to Workplace touch points (Go, applications, Studio) using

  • UID (Unique ID within Workplace)

  • e-mail address

How to access Workplace User management:

Manually create Workplace users

Add new users in Workplace back-end Studio by using the button "add new"

Mandatory fields:

  • UID (Unique ID within Workplace) always starts with (short) tenant name (so the Workplace tool knows which environment to connect to upon log-in)

    • possible characters:

      • letters (small caps and large caps): a-z, A-Z

      • numbers: 0-9

      • special characters: . _ -

  • First Name

  • Last Name

Not mandatory fields:

  • E-mail

    • can be used as login ID

    • can be used to send messages to the user (for example automatic mails based on Brain rules repository)

  • IWMS ID: Workplace user needs to be linked to an IWMS user in order to have certain rights (for example to make a reservation). So make sure the users exist in IWMS first, this way you can link them during the creation.

  • Password: set a standard/default password

  • active enable/disable toggle: upon user creation, it makes sene to keep this enabled.

  • Must change password toggle: upon user creation, it makes sense to keep this enabled.

  • Roles, see Roles & Profiles

Batch import/modify Workplace users

Best practice is to take an export of the users in your environment and use that as the import file.

Upload or modification of multiple users at once (batch upload) is possible using the import-functionality:

  • all fields are mandatory (including the default password to start with)

  • document may not contain hyperlinks (so better to set e-mail address as text)

It’s possible to assign multiple roles to a user through excel import, which makes it easier and more efficient for admins to manage user configurations.

Automatic creation of Workplace users

After configuration of Workplace SSO: for every (new) Workplace user signing in, upon first login, Workplace creates an account on-the-fly and the user can start using Workplace.

For more information on Automatic creation of Workplace users, see How to set up Workplace SSO.

Good to know

  1. In the Workplace platform, users are automatically disabled after 3 wrong login attempts.
    For more details on possible password security settings, see Security settings.

  2. In Workplace Analytics & Experience, users can log on to multiple touch points at the same time. For example a user can be logged in to GO webportal and into the Workplace app. Being logged in to GO even makes it easier to log in to the Workplace app, see https://spacewell.atlassian.net/wiki/spaces/KB/pages/160104537/GO+-+Profile+Settings#Connected-Devices.

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