Getting Your Frontline on Workplace

Empower frontline managers to help employees gain access to Workplace with Areas.

Workplace gives organizations the unique ability to connect their frontline with the rest of the business. But getting frontline employees to adopt new work tools can sometimes be challenging. With Areas, frontline managers are able to distribute profile activation information and troubleshooting assistance, like access codes and password resets, quickly and without support from a System Administrator. This guide will walk you through how System Admins can enable Areas, and how Area Coordinators can help frontline employees access Workplace.

How to do it in Workplace

System Admins

System Admins

Create an Area

Areas are smaller communities within your organization that can be defined based on certain criteria such as region, storefront, or department. Every Area should have at least one Area Coordinator, typically a frontline or regional manager, who will be responsible for providing access information and support to frontline staff within that Area.

System Admins and any other admin with the Manage Frontline Areas permission can create Areas and add employees. Employees can only be added to Areas if they’ve already been invited to Workplace. Learn how to add users to your Workplace in the Technical Resources.

To create an Area and add employees, follow these steps:

  1. Go to the Frontline page of the Admin Panel and click on the Areas tab
  2. Select Add Area
  3. Give your Area a name
  4. Add Area Coordinators by name*
  5. Add employees to the Area by either
    • Adding them manually
    • Downloading the spreadsheet template, adding employee names and information and uploading it back to Workplace
  6. Choose whether to allow Area Coordinators to make profile creation requests from System Admins when new employees join their teams.
  7. Click Create


Creating a new Area

Processing profile creation requests

When an Area Coordinator makes a profile creation request, you will receive a notification directing you to access requests in the Frontline page of the Admin Panel. You’ll be able to update the employee name and ID and to approve or reject the request. The Area Coordinator will receive a notification to inform them of whether their request was approved or rejected.

Area Coordinators

Area Coordinators

Area Coordinators help frontline employees secure access to Workplace in 4 ways:

  1. Generating access codes for employees who don’t have company email addresses
  2. Resending email invitations to employees who do have company email addresses
  3. Resetting passwords (for organizations that don’t use Single Sign-On)
  4. Sending profile creation requests to System Admins

Generating access codes and email invitations

Employees who don’t have company email addresses will need to use auto-generated access codes to claim their accounts. As Area Coordinator, you can retrieve these access codes and share them with employees to help them log into Workplace.

Employees who do have company email addresses receive email invitations to claim their accounts. If that email is misplaced, you can help them gain access to Workplace by resending the email invitation.

From employee profiles

  1. Go to an employee’s profile and click on the Give Access button at the top right
  2. If the employee doesn’t have an associated email address, Workplace will automatically generate an access code link. Click on the Copy to Clipboard button and share the access code link with the employee via SMS, printout or email.
  3. If the employee has an associated email address, click Give Access and select Resend Email Invite


Retrieving access codes from employee profiles

From your (the area coordinator) profile:

  1. Go to your profile and click on Areas
  2. You might be an Area Coordinator for multiple Areas, click on the Area you’d like to secure access for
  3. You’ll see the names of all employees that have been assigned to that specific Area
  4. Click on Give Access at the right of the employee’s name
  5. If the employee doesn’t have an associated email address, Workplace will automatically generate an access code link. Click on the Copy to Clipboard button and share the access code with the employee via SMS, printout or email.
  6. If the employee has an associated email address, click Give Access and select Resend Email Invite

Resetting passwords

Every once in a while, an employee will forget their password. That’s to be expected, and you have the ability to quickly reset it for them without help from a System Administrator. Follow these steps to help employees reset their passwords:

  1. Go your profile and select Areas
  2. Click on the three dots next to the employee’s name
  3. Select Force Password Reset
  4. The employee will be asked to reset their password the next time they try to log in to Workplace

Log out everywhere

If an employee ever loses their phone or logs into Workplace from a public device, Area Coordinators can log them out from all devices to ensure that the organization’s Workplace remains secure.

Sending profile creation requests

When a new employee joins a frontline team within your Area, getting them added to Workplace is simple.

  1. Go to your profile and select Areas
  2. Click on New Profile Request
  3. Add the employee name and Area name, then click Submit Request
  4. Your System Administrator will receive a notification about your profile request
  5. If the profile is created, you’ll receive a notification that a new employee was added to your Area. You can then share an access code with that employee to help them activate their profile.
Benefits

Benefits

  • Improve frontline adoption by empowering frontline managers to provide assistance with login and profile activation.
  • Keep your Workplace secure by allowing frontline managers to log employees out of all devices.
  • Streamline new employee profile creation by allowing frontline managers to make profile creation requests.
  • Simplify access code distribution by allowing frontline managers to disseminate login information without support from a System Admin.
More helpful resources

More helpful resources