Users and Groups
- Julie Isebaert
- Sergio Karijodinomo
- Jelle Roelofs
Difficulty: novice
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 mandatory 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:
Login with your credentials
Select Users & Roles > Users
Easily track user activity and engagement, and identify inactive users by looking at the Last Login column in the User Overview
For all Workplace Experience touch points: GO, Studio and mobile apps (Workplace App & Kiosk App)
Timestamp is created upon user login and not based on actual activity once logged in
Remember me sessions, where you are automatically logged in without entering your authentication details again, are also considered to be an actual login
Spacewell started keeping track of Last Login dates from 19/03/2024.
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)
allowed characters:
letters (small caps and large caps): a-z, A-Z
numbers: 0-9
special characters: . _ -
First Name
Last Name
Optional 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.
to link from Workplace Management, refer to the “username” mentioned for the User object
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 and 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)
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
In the Workplace platform, users are automatically disabled after 3 wrong login attempts.
For more details on possible password security settings, see Security settings.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 GO - Profile Settings | Connected Devices.
Other login toward login in multiple times, applied for Workplace Management: How to log in | Did you know?.
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