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Account Management

Learn how you can create, update, and deactivate user accounts on Workplace.

Overview

Overview

Workplace is built to give everyone in your organization a voice, whether you work in the head office or on the factory floor. We recognize that not every employee is given a company email address, so we created access codes. With access codes, employees can activate their account without the need for a company email address.

High-level instructions

There are two stages to add your first email-less user in Workplace:

1
Enable the email-less feature in Workplace.

2
Create an account without an email address.
Enable the email-less feature in Workplace.

Enable the email-less feature in Workplace

Before you can create email-less users, you'll need to enable this functionality within your Workplace environment. With a System administrator account, follow the steps below to activate the email-less account creation:

1
In the Admin Panel, select Settings.

2
Scroll down to Profile Creation with Access Codes.

3
Check the Allow colleagues without an email address to log into Workplace using an access code check box.

4
Click Save.
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Your instance should now be enabled to create email-less users once you've logged out and logged in again.
Create an email-less account

Create an account without an email address

Follow the steps below to create an email-less account:

1
In the Admin Panel, go to the People section.

2
Click on the + Add People button.

3
Select Add One Person.

4
Fill out the relevant user information. Enter an Employee ID (this can be any format except an email format). Do not enter an email address.

5
Make sure that the Authentication method is set to Password.

6
Click Add.
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Employee IDs need to be unique for each user within your organization otherwise you will receive an error while creating the user.
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In order to create an email-less user, the EmployeeID and Name fields are required. All other fields are optional but we still encourage you to populate as many fields as possible to build richer profiles for your employees.
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Do not fill out the email address field if you are planning to create an email-less user. When this field is populated, Workplace will consider the account to be an account with a valid email address and no access code will be generated for that account.
Manage email-less accounts

Manage email-less accounts

Manage email-less accounts manually

You can manage an email-less user manually, one at a time, in the same way that you would manually create a user with an email address.

Manage email-less accounts in bulk

You can manage email-less users in bulk by using a spreadsheet in the same way that you would manage users with an email address in bulk.

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It is possible to manage email-less users and users with a corporate email address in bulk by using the same spreadsheet. You will see columns in the template for Employee Id and Manager Employee Id.

Manage email-less accounts via Account Management API

You can manage email-less users via the Account Management API in the same way that you would manage users with an email address via the API.

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It is possible to manage email-less users as well as users with an email address via the API at the same time.
Retrieve access codes

Retrieve access codes

Create access codes to email-less users in one of these ways:

  • Retrieve access codes for individual users.
  • Retrieve access codes for users that you list on a spreadsheet.
Retrieve access code for single user

Retrieve the access code for an email-less user

Logged in a user that has the add and remove accounts permission assigned, you will be able to retrieve the access code for an email-less user:

1
In the Admin Panel, select People.

2
Click on the ... icon next to the email-less user whose you want to retrieve.

3
Select the Get Access Code.

4
Copy and save the 16-digit access code for that user.

5
Deliver the access code to the user.
Retrieve access code for multiple user

Retrieve access codes for multiple email-less users at once

Logged in a user that has the add and remove accounts permission assigned, you will be able to retrieve access codes for multiple users:

1
In the Admin Panel, go to People.

2
Click on the ... button and select Get Access Codes.

3
Select if you would like to Send access codes to managers. This sends managers an email with access codes for the people they manage. Choose this option if you're confident your Workplace Org Chart is up to date.

4
Click Send Codes.
First access by using access codes

First access by using a code

When you receive an access code, you can do your first access to Workplace and claim your account through a web browser or by using the mobile application.

To claim an account through a web browser:


2
Click on Create account with your access code.

3
Enter your 16-digit access code and click on Continue button.

4
Choose a username and set a password.

5
Check the Accept Terms and Conditions checkbox.

6
Click Continue. Your account will be created.

To claim an account through a mobile application:

1
Open the Workplace application.

2
Click on Create an Account.

3
Click on Create Account with Access Code.

4
Enter your 16-digit access code and Continue.

5
Choose a username and set a password.

6
Check the Accept Terms and Conditions checkbox.

7
Click Continue. Your account will be created.
Password reset

Password reset for email-less accounts

If you've forgotten your password, you will need to go through the following steps to reset your password:

1
Fill out your username in the text box in the login page. Click on Continue.

2
Click on Forgot your password?.

3
Fill out the username in the text box.

4
Enter a new access code that was sent by your system administrator.

5
Set a new password.
Convert email-less to an email account

Convert an email-less to an email account

In case an email-less user is assigned to a corporate email address, the email field for that user can be populated. When the email field is updated successfully, the user will no longer be connected through access codes and will be treated as a user with a corporate email address.

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When you convert an email-less user to a user with a corporate email address, you won't be able to convert that user back to an email-less user.
Deep-linking to Workplace mobile application

Deep-linking to Workplace mobile application

The access codes have a URL scheme that will allow you to deep link an access code URL directly to the Workplace mobile application. This means that you can share this specific URL via a web portal or other delivery mechanism so that the end user can simply click on a link which will guide them to the claim flow within the Workplace mobile application.

1
Create a URL generated by the code which is formatted like:
fb-work-emailless://accesscode?access_code="[access code]"

2
Make sure that you retrieve the access code for the right User ID.

3
You should now be able to have a URL that looks like:
fb-work-emailless://accesscode?access_code=abcdefghijklmnop
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You can retrieve the access codes via the people export in the Admin Panel or through the Workplace Account Management API.