Managing Employees
This section is only applicable to users of Workplace Advanced.
Deletion and deactivation
This article is only applicable to users of Workplace Essential and Workplace Advanced. You must be an admin logged into Workplace from your computer to deactivate a person's Workplace account.
If a person has left the company, you can deactivate their account to eliminate their access to Workplace. The posts, comments and messages the person made before you deactivate their account will still be available.
To deactivate a person's Workplace account:
  1. Click Admin Panel in the top left of Workplace.
  2. Click People.
  3. Click next to the person you want to deactivate and select Deactivate Account.
  4. Click Confirm.
Note: Group membership will not be immediately removed from deactivated accounts. After 4 days, we will automatically remove group memberships. If the deactivated account is reactivated within 4 days, all group membership and chat membership will be retained. Beyond the 4 day time frame, it will not be possible to restore group or chat membership.
Keep in mind that it may take up to 24 hours for the deactivation of a user account to take effect. Deactivating a person's Workplace account will log them out of every Workplace session and prevent them from accessing Workplace.
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This article is only applicable to admins on Workplace Advanced.
You must be an admin to delete a person's Workplace account.
To delete accounts that have never been claimed:
  1. Go to your Admin Panel then click People.
  2. Click next to the name of the employee whose account you'd like to delete.
  3. Click Delete Account.
To delete accounts that have been claimed (even if it's later been switched to unclaimed), you'll need to contact Workplace Support to request that the account be deleted.
Keep in mind that deleting an account isn't the same as deactivating an account. If you'd like to deactivate an employee's account, follow these steps.
Note: If you delete an employee's Workplace account:
  • Your coworkers won't be able to see the account on Workplace.
  • It may take up to 90 days to delete all of the things the person has posted to be deleted.
  • Any content from other users that is dependent on the deleted users' content (example: comments on the deleted users' posts) will also be deleted.
  • While we're deleting this information, it will be inaccessible to other people using Workplace.
  • Some of the things people do on Workplace aren’t stored in their accounts. For example, a coworker may still have messages from the deleted person even after you delete their account.
  • Users will be forced out of groups and their admin privileges will be lost. Keep in mind that if you choose to reactivate the user account within 14 days of deletion, their admin privileges will be restored.
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When you deactivate a person's account:
  • Posts, comments and messages the person made before the deactivation will still be available to coworkers. This means group and event conversations won't be disrupted and any content that is dependent on the deleted account will not be deleted.
  • Deactivating a person's account will still log them out of every Workplace session and prevent them from accessing Workplace.

When you delete a person's account:
  • Their coworkers won't be able to see the account on Workplace.
  • It may take up to 90 days to delete everything the person has posted, like photos, posts or other data stored in backup systems.
  • Any content from other users that is dependent on the deleted users' content (example: comments on the deleted users' posts) will also be deleted.
  • While this information is being deleted, it's inaccessible to other people using Workplace.
  • Some of the things people do on Workplace aren’t stored in their accounts. For example, a coworker may still have messages from the deleted person even after their account is deleted.
Note: It may take up to 24 hours for the deactivation of a user account to take effect.
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To report a profile on Workplace:
  1. Click on the profile you'd like to report.
  2. Click and select Report Profile.
  3. Select the reason for for reporting the profile and then click Submit.

Managing Reported Profiles
When a profile is reported, admins will receive a desktop notification and a mobile push notification.
To manage a reported profile:
  1. Click Admin Panel and select Reported Content.
  2. Click Review under the reported profile you'd like to review.
  3. Once you've reviewed the profile as system admin, you can choose to deactivate it or allow the profile to remain on Workplace.
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Profile editing and customization
This article is only applicable to admins of Workplace Essential and Workplace Advanced.
You must be logged into Workplace from your computer to edit a coworker's account details.
To edit a coworker's account details:
  1. Click Admin Panel at the top left of Workplace.
  2. Click People.
  3. Click next to the person's name and select Edit Person's Details.
  4. Edit or add the person's information, then click Save Changes.
To edit multiple coworkers' account details at once:
  1. Click Admin Panel at the top left of Workplace.
  2. Click People.
  3. Click Edit People.
  4. Click Download File under Export records of people in your community to download a CSV file.
  5. Open the CSV and make the desired changes to the existing records.
  6. Save and upload the updated CSV.
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This article is only applicable to admins of Workplace Essential and Workplace Advanced. You must be an admin logged into Workplace from your computer to access this feature.
To promote someone's timeline posts to the top of your community's News Feed:
  1. Click Admin Panel from the top left of your homepage.
  2. Click People.
  3. Click next to the name of the person whose posts you'd like to promote.
  4. Select Promote Posts in News Feed.
Keep in mind that you can't set group posts to the top of someone's News Feed.
Note: To turn off a person's post promotions, follow the same steps then select Turn off Post Promotion.
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From the Admin Panel, go to the Edit Profile Template tab. From there, you can decide which fields should show on people's profiles by toggling Visibility on or off. You can also determine which profile fields can be edited by a user and which should only be edited by admins by selecting an option from the Editable by section.
You can determine who has the ability to edit each profile field from the following options:
  • Profile Owners. Profile owners can edit this information on their profile.
  • Admins Only. Only admins can edit this information, either directly from the profile or from the Admin Panel.
  • Identity Provider. This setting is the default for all companies connected to an identity provider, keeping your Workplace data in sync with the identity provider.
The following fields must be visible on profiles:
  • Name
  • Job Title
  • Team (manager and direct reports)
For account identity purposes, the following fields can only be edited by admins:
  • Email
  • Employee ID
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You can add the following set of dropdown options for profile field customization:
  • Location
  • Department
  • Division
  • Organization
To add a set of values to the dropdown:
  1. At the top left of Workplace, click Admin Panel.
  2. Click Settings, then click the Profile Fields tab.
  3. Click Set values next to any of the profile fields you'd like to add.
  4. Add set values one by one or by pasting a list of values separated by a semi-colon.
  5. Click Save.
Note: If a profile field was already completed before a list of values was put in place, it won't be overwritten. However, if a user edits their profile after a list of values is in place, they must select a value from the list.
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Adding people
This article is only applicable to admins of Workplace Essential and Workplace Advanced.
Invite Preferences
Admins can choose from the following invite settings to control who joins their Workplace:
  • Only people who are invited can join - you can limit coworkers in their Workplace community to a specific segment of the organization such as region, department or team.
  • Anyone from the following email domains can join - this option will make your Workplace community available to your entire organization.
Adding People
To add people to your Workplace community:
  1. By using Add Individual: Click Admin Panel at the top left of your Workplace profile. From there, select People > Add People > Add Individual. You can add people using their individual email addresses. All of those users will immediately be invited to Workplace.
  2. By using Add Manually: Click Admin Panel at the top left of your Workplace profile. From there, select People > Add People > Add People. You can add people using their individual email addresses. All of those users will immediately be invited to Workplace.
  3. By uploading an Excel or CSV file: Click Admin Panel at the top left of your Workplace profile. From there, select People > Add People > Add People and then click Import file under Add manually. Follow the instructions. Keep in mind that you'll be asked whether you want to send invites now or later.
  4. By connecting your 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).
  5. Via SCIM: This set of guides introduces the concepts of account provisioning and deactivation through the use of the SCIM API.
Keep in mind that if you selected Invite later at the prompt, the ability to send invitations will be enabled. You can choose to invite everyone in one go or individually. This applies when adding people using IDP or CSV.
Learn more about bulk account management.
Note: 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.
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This article is only applicable to admins on Workplace Advanced. You can only perform this action from your computer.
You can resend the confirmation email to people that have unclaimed accounts. You'll have the option to resend the confirmation email to all unclaimed accounts, or to a list of people.
To resend the confirmation email to people:
  1. From your Admin Panel, click People.
  2. Click next to Edit People and select Send Claim Notification.
  3. Select All unclaimed accounts or Specific accounts and follow the prompts.
  4. Personalize your notification or use the default email, then click Send.
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This article is only applicable to admins on Workplace Advanced.
If you're receiving an error message that says the user or group you're trying to add already exists, you could be experiencing one of the following problems:
  • The person may belong to another community. Keep in mind that only one email address can be associated with one Workplace community.
  • The email domain of the person could be whitelisted under a different community.
  • If you were able to add someone with the same email domain previously and are now receiving an error message, this could mean that another community claimed the email domain after you added the person with the same domain.
If you're receiving an error message that says the email can't be used, this could be because you're trying to add a generic email address such as: info@, sales@, admin@, support@, etc. Workplace only allows accounts to be created with emails belonging to individual people.
Note: To avoid complications when adding coworkers to Workplace, whitelist all email domains associated with your community. One email domain can't be whitelisted under multiple communities.
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This article is only applicable to users of Workplace Advanced and Workplace Enterprise. You need to be a system admin to use G-Suite and Azure to add people. IdP integration setup with Azure and G-Suite includes the ability to map profile attributes from Azure AD or G-Suite to Workplace.
To add people using G-Suite and Azure:
  1. Click Admin Panel in the top left of your profile.
  2. Click People > Add People then click Add People once more.
  3. Select G-Suite or Microsoft Azure AD and follow the instructions.
If you connect to G-Suite or Azure and there are users that already exist in Workplace, make sure the names, email addresses, and details of these user accounts in the IdP match the user profiles on Workplace. Otherwise, duplicate accounts will be created from the IdP. If any of the users then leave your company, their accounts will automatically be deactivated. Keep in mind that details are case sensitive.
Note: You'll need to authorize Workplace to access your IdP information. You'll also need to be the admin of G-Suite and to enable G-Suite access if you wish to add people using G-Suite.
Workplace automatically syncs your user list every 5 hours.
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This article is only applicable to users of Workplace Advanced.
If you've been locked out of your account after enabling G Suite, you will first need to access your G Suite admin console. From there:
  1. Click on Apps > SAML Apps.
  2. Click on Workplace Settings.
  3. Select ON for everyone or ON for some organizations depending on your preferences.
Keep in mind that it may take up to 24 hours for the changes to take effect, and you won't receive a notification when they do.
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Data management and security
To export data on people or groups in your Workplace community:
  1. Go to Admin Panel at the top left of your Workplace profile.
  2. Click Insights.
  3. Scroll down and click Export near People or Groups. Workplace will then send you an email with a link to download the CSV file.
Note: You can also request the data from your Admin Panel by going to the People tab, then clicking at the top of the page and selecting Export Employee Information. For data on groups, from the Admin Panel click Groups, then click and select Export group information.
Keep in mind that the stats to the left of the Activity Summary for Date column in the CSV file are in real time, while those to the right of the column are as of the date mentioned in the Activity Summary for Date column.

Managing Bulk Imports and Exports
Admins can check the real-time status of bulk tasks from the People Imports/Exports dashboard.
To access the dashboard:
  1. Go to Admin Panel and select People.
  2. Select the Imports/Exports tab to see bulk files that have previously been imported or exported to your Workplace.
  3. You can also check the status of Bulk Operations and see bulk tasks that have been requested from the past 30 days.
Admins can also download bulk tasks that generate a file once they're complete. Files will be available for download for 4 days.

Exporting Group Member Details
Admins can export the members of specific Workplace groups from the Admin Panel.
To export data on members of a specific group:
  1. Go to Admin Panel and select Groups.
  2. Find the group and click and select Export Members.
  3. You will receive an email with the group membership details.
The data is delivered as a link to the admin via email. It will be accessible for 4 days by the user or any other admins within their company with the Manage Groups permission.
All the data abides by standard privacy policies, but admins will not be able to see email addresses or departments for users from another company, if the export group is a Multi Company Group.
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A monthly active user is a user who has done any of the below over the past 30 days:
  • Visited Workplace through our website or a mobile device
  • Logged in
  • Checked their notifications from Workplace or the Workplace app
  • Used our Work Chat app
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This article is only applicable to admins on Workplace Essential and Workplace Advanced.
To allow users to download their Workplace data:
  1. Click Admin Panel at the top left of Workplace.
  2. Click Settings.
  3. Click the box next to Personal Information Download.
Note: Once the feature is enabled, users will be able to download a copy of their Workplace data from their General Account Settings. Per our terms and conditions, they won't be able to delete their data using this tool. You can see who's opted to download their data in your security audit logs.
Keep in mind that you can't download a user's data on their behalf. System admins can always use the Graph API to access data about a community's users.
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This article is only applicable to community admins on Workplace Advanced
If you've received a prompt that says a security risk has been detected, or the dashboard in your Security tab shows at risk accounts, this means that we suspect that the Workplace passwords of some of the user accounts in your community may be at risk. Given that there's a small risk that an attacker could use that information to access your Workplace community, we recommend that you disable these users or force them to reset their passwords.
To see which accounts may be at risk:
  1. Click Admin Panel at the top left of your home page.
  2. Click People.
Accounts that are at risk will be highlighted in red and labeled Account at Risk. To disable the user or force them to reset their password, click next to the account that's at risk and select Deactivate User or Force Password Reset.
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This article is only applicable to admins on Workplace Essential and Workplace Advanced.
When content is reported to the admin team, you'll receive a desktop notification and a mobile push notification. Posts, comments and chats can be reported.
To manage reported content on desktop:
  1. Click Admin Panel and select Reported Content.
  2. Click Review under the reported content you'd like to review.
    If you need more context on the report, click Send Message to message the content reporter directly. The reported post will then be sent as an attachment in the chat.
  3. Once you've reviewed the content you can choose to:
    • Allow - this will allow the content to remain on your Workplace with no further action.
    • Hide - this will hide the post from everyone in the community except the author and the admins. While the content is hidden, neither users nor the author of the content will know that the content has been reported. When a decision has been made regarding the content, you can Restore it so the community can see it again.
    • Delete - this will permanently delete the content. If the content is in a chat, you can't delete it.
To manage reported content on the mobile apps:
  1. Tap then select Admin Panel and navigate to Reported Content.
  2. Tap on the reported content you'd like to review.
  3. Once you've reviewed the content you can choose to:
    • Allow - this will allow the content to remain on your Workplace with no further action.
    • Hide - this will hide the post from everyone in the community except the author and the admins. While the content is hidden, neither users nor the author of the content will know that the content has been reported. When a decision has been made regarding the content, you can Restore it so the community can see it again.
    • Delete - this will permanently delete the content. If the content is in a chat, you can't delete it.
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Workplace allows log in with a Workplace username and password or via SSO by integrating with identity providers (IdPs). Workplace also supports the ability to have some users log in with a Workplace password and some log in via SSO.
To enable log in with SSO and a Workplace password:
  1. Click Admin Panel at the top left of Workplace from your computer.
  2. Click Security > Authentication and then select one or both options.
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Admins can force their organization’s users to adopt two-factor authentication by a specified date. They can choose to require all of their organization’s users to adopt two-factor authentication, or a select group of people within their organization via People Sets.
To configure two-factor authentication for your organization:
  1. From your Admin Panel, click Security.
  2. Click More.
  3. Click Two-factor.
  4. Under Decide who is required, specify your audience (Everyone, Admins or People Sets).
  5. Set the date by which you’d like people to adopt two-factor authentication by.
  6. Click Save Changes.
Note: Once two-factor authentication is adopted, admins will be able to see and track statistics via their Security dashboard.
Note: To monitor who’s using two-factor authentication at your organization, from your Admin Panel, click Security > Authentication.
Losing access to second authentication factor
If a user has lost access to their second authentication factor, whether that's the number they receive the SMS on or their authentication app, they can reach out to their system admin.
To help users regain access to their Workplace accounts as a system admin:
  1. Visit the People tab in the Admin Panel.
  2. The users who still need to confirm their second factor will appear as Verifying.
  3. Click and select More options.
  4. Select Generate Authentication Code. Share this code with the user and they'll be able to use it as their recovery code to access their account.
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Employees without email addresses
This article is only applicable to admins on Workplace Essential and Workplace Advanced.
As a system admin, you can choose to add employees without email addresses. To enable the feature:
  1. Go to your Admin Panel.
  2. Click Settings.
  3. Go to the Account Creation with Access Codes setting and tick the box to allow coworkers without an email address to log into Workplace using an access code.
To add people to Workplace without an email address:
  1. Go the People tab from your Admin Panel and then select Add People and bulk add via a CSV.
  2. When adding a user, you need to include at least a name and employee ID field. If added, an email won't be required. For all users without an email address, access will now be generated.
  3. Get an individual access code by clicking next to a user's name and selecting Get Access Code or download a CSV of all access codes for all email-less accounts by clicking the menu on the People tab and selecting Get Access Codes.
  4. Distribute access codes to email-less employees. Email-less employees will enter this access code on first login and create a username and password which they'll use to login to Workplace from now on.
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.
Keep in mind the following information about access codes:
  • They consist of a 16-character string of letters.
  • Only one is valid per account at any time.
  • Generating a new access code for a user invalidates all old codes.
  • They're valid for 90 days after generation.
  • When an access code is successfully used to claim or recover access to an account, the access code is invalidated.
  • Admins can deactivate an unused access code at any time.
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This article is only applicable to admins on Workplace Essential and Workplace Advanced.
If a user forgets their username, password or access code, they must get a new code from a Workplace admin. To generate a new access code for an employee:
  1. Go to your Admin Panel then select People.
  2. Find an individual access code by clicking next to a user's name and selecting Get Access Code or download a CSV of all access codes for all email-less accounts by clicking the menu on the People tab and selecting Get Access Codes.
  3. Provide the access code to the user who forgot their information.
  4. The user will now be able to enter the new access code, confirm their unique username and set a new password.
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. Below is important information about access codes to keep in mind:
  • They're a 16-character string of letters.
  • Only 1 is valid per account at any time.
  • Generating a new access code for a user invalidates all old codes.
  • They're valid for 90 days after generation.
  • When an access code is successfully used to claim or recover access to an account, the access code is invalidated.
  • Admins can deactivate an unused access code at any time.
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People Sets
This article is only applicable to admins on Workplace Advanced.
People Sets allow you to organize people into predefined custom segments at your organization. You can use People Sets to view reporting and create groups. Learn how to create a People Set.
To access existing People Sets:
  1. From the top left of Workplace, click Admin Panel.
  2. Click People > People Sets. To view members of the People Set, click on the set name or the number to the left of the set name.
If you'd like to run a filtered search of People by a People Set, click the filter icon next to the set name.
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This article is only applicable to admins on Workplace Advanced.
There are 2 ways to add people to People Sets: manually and by syncing with Workplace profiles.
To create a new People Set manually:
  1. From the top left of Workplace, click Admin Panel.
  2. Click People > People Sets.
  3. Click +New Set.
  4. Give the new set a name, and select Add People Manually, then click Next.
  5. Add the people who you'd like to be in your People Set. To add several people at once, click Import File to upload a CSV file of user emails. Keep in mind that people you add must have a Workplace account.
To create a new People Set by syncing with Workplace Profile:
  1. From the top right of Workplace, click Admin Panel.
  2. Click People > People Sets.
  3. Click +New Set.
  4. Give the new set a name, and select Sync with Workplace Profile then click Next.
  5. Filter by profile fields to define your filter criteria and automatically remove or add people to the People Set.
  6. Click Save.
Keep in mind that with a manual set, only the people you add will be included in that set.
Note: In sets created using profile criteria, people matching the criteria are automatically added to the set when they're added to the Workplace community. They're also automatically added to groups linked to that set. If you add multiple criteria, only people who meet all the criteria will be added to the set. If you select more than one value for a criteria, people who match at least one of these values will be added to the set.
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This article is only applicable to admins on Workplace Advanced.
To edit a People Set created with a manual list:
  1. From the top left of Workplace, click Admin Panel.
  2. Click People > People Sets.
  3. Click to the right of the People Set you'd like to edit.
  4. Select Add People or Remove People if you'd like to change the members of the set. From the same menu, you can also select Edit Set Name or Delete Set.
To edit a synchronized set:
  1. Repeat steps 1–3.
  2. Select Edit Profile Criteria if you'd like to edit the set. From the same menu, you can also select Edit Set Name or Delete Set.
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This article is only applicable to admins on Workplace Advanced.
To export a list of people in a People Set:
  1. From the top right of Workplace, click Admin Panel.
  2. Click People > All People.
  3. In the search bar, type People Set is then run a search based on the desired criteria.
  4. At the top of the page, click then select Export Employee Information.
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This article is only applicable to admins on Workplace Advanced.
To filter the people page power search by People Set from your computer:
  1. From the top left of Workplace, click Admin Panel.
  2. Click People > All People.
  3. In the search bar, type People Set is... then run a search based on the desired criteria.
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This article is only applicable to admins on Workplace Advanced.
To assign a group to a People Set:
  1. From the top left of Workplace, click Admin Panel.
  2. Click People > People Sets.
  3. Click Assign to Groups or Edit Groups.
  4. Select the groups that people set members should be added to.
Note: Assigning a group to a People Set allows the people who are part of the People Set to become members of the groups that you select. If someone's profile changes to meet the profile criteria of a synced set, they will automatically be added to the set and all assigned groups.
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Other
This article is only applicable to admins on Workplace Essential and Workplace Advanced.
Admins can't stop someone from posting on their own timeline. You can, however, moderate posts in groups if you're a system administrator or a content moderator. Learn more about the various admin roles at Workplace.
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