Workplace Setup Guide



Get your Workplace up and running with this step by step guide

Welcome to Workplace!

Here's how to set up your colleagues in Workplace, ready to connect and collaborate.

There's just a few things you'll need before you start:

  • System administrator access to Workplace (here's how to sign up, if you haven't done that yet).
  • Ownership of at least one public email domain (that’s the identifier after the @ in your organization’s email addresses).
  • A list of email addresses that you want to register with Workplace. (Don’t worry if some of your colleagues don’t have domain email addresses - you’ll still be able to register them).
  • Some basic knowledge of how to manage email domains and web domains (or access to documentation that'll help).

Once you're ready, sign in to Workplace and go to your Admin Panel.

We ask that you verify your email domain(s) as part of Workplace setup. This confirms that you own the domain(s), and in turn gives you access to all the information and features you need to manage your users.

1A. Add a domain

First step is to add your email domain(s) in the Admin Panel.


1B. Verify a domain

For added security, you’ll now need to verify your domain(s), before you can add your colleagues to Workplace.

Verify in one of 3 ways:

  • Email. You'll need access to the admin account for your domain. This is the simplest way, unless you have a large number of domains to register.
  • DNS. Uses a DNS TXT record. You'll need to be able to sign in to your domain name provider. (This method can take up to 72 hours.)
  • HTML. Uses an HTML file. You'll need access to your website's root folder.

Choose one:


Check verified domains

1C. Check domain verification

Verifying by DNS or HTML can take a while. Check that your domains have been verified before you go on to add users.



You're now ready to add users to your Workplace, whether or not they have a domain email address.

You can choose to add users manually or automatically.

You can even add users before you go live, and then invite them to join later. If you want to do this, make sure you choose to invite users later when prompted.

Check out the options below to see which works best for you.

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If you need to add users in two or more different ways, that's no problem. Simply return to this step once you've added a group.

Add users one by one

Add users individually. Ideal if you only have a few users to add. Users added in this way will be invited to claim their accounts straight away.

Add one by one

Add users from a spreadsheet

Add a number of email users to our spreadsheet template, and then upload it. A good choice if you have a large number of users to add, but no access to an account management system.

Add via spreadsheet

Add email-less users

Add users who don't have a domain email address individually or via spreadsheet (they'll need access to an internet-enabled device).

Add email-less users

Use a Cloud Identity Provider (IdP)

Integrate with an IdP to automatically add users. When you create, update or delete user accounts in your IdP, the same accounts are automatically created, updated or deleted in Workplace.

Each of the supported IdPs has their own integration, and their own set of instructions - click on a logo to follow the steps for your chosen IdP.

G-Suite
Azure AD
Okta
OneLogin
Ping
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You'll be given the option to invite users to Workplace as soon as you add them. We recommend that you select not to invite them now - you'll be doing this when you invite users in step 6.

Use Microsoft on-premises Active Directory

Formerly known as Active Directory Sync (AD Sync). Read about how to connect Microsoft on-premises Active Directory to Workplace, or migrate from AD Sync to another option.

Read more about AD Sync

Use your own custom integration

If you are familiar with APIs, you can create your own account management tool. Take a look at our Developer Documentation to see how you can create, update and deactivate users with the Account Management API.

Read more about Workplace API


Now you’re ready to select how users will authenticate themselves when logging in to Workplace.

Users can authenticate themselves by password or using their SSO details.

Take a look at the options below to see which one is best for you.

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You can use the same authentication method for all users, or use mixed authentication (some SSO, some password).

Password

Users set up their own password when they first log in, after you've invited them to claim their Workplace account.

This is the default setting. If this is the best option for you, you don't have to take any action now.

Integrate with an Identity Provider (IdP) to use SSO authentication

Enabling SSO means some changes to your Identity Provider (each Identity Provider has a different set of instructions), and to Workplace. Click to get started.

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We cover or link to the setup instructions for a number of IdPs, and also Microsoft ADFS (Active Directory Federation Services). Because Workplace supports SAML (Security Assertion Markup Language) 2.0 for SSO, you can use another IdP, or customise your own SSO implementation, if it uses SAML 2.0. SAML is an industry standard.


Can all Workplace emails (particularly invitation emails) reach your users?

Here’s where you make sure that these emails are not blocked by your organization's email settings.

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As you'll be making some checks and changes to email settings, you'll need to know about the IT configuration of your organization to follow these steps.


Next step is to make sure that access to Workplace from your corporate network is set up efficiently.

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As you'll be making some checks and changes at proxy and network level, you'll need to know about the IT configuration of your organization to follow these steps.


All that’s left now is to invite your colleagues to claim their Workplace account.

How you do this depends on whether your users have domain email addresses or are email-less. (If you have more than one group to invite, simply return to this step once you've invited a group.)

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Remember, if you created an individual user in step 2, they've already received an invite.

Invite users one by one

Invite users individually. Ideal if you only have a few users to invite, or want to test the process.

Invite a single user

Invite selected users

Import a spreadsheet with the details of the specific users you want to invite.

Invite selected users

Invite all users

Invite all uninvited users to join Workplace.

Invite all users

Generate a single access code

Invite a single email-less user to Workplace by generating an access code in the Admin Panel.

Retrieve a single access code

Generate multiple access codes

Invite all or multiple email-less users to Workplace by generating multiple access codes in the Admin Panel. You can select which users you want to invite using a filter.

Retrieve multiple access codes

Generate access codes via API

Generate access codes for users via API. You can use the API to get the "claim link", which is then sent to users to claim their accounts.

Retrieve access codes via API


Congratulations on completing your Workplace setup!

As well as Workplace's own powerful features, there are some Workplace integrations you might want to check out.

Partner apps

Workplace integrates with a wide range of SaaS and PaaS providers and their products - all reviewed and approved by the Workplace security team. Check out and install these apps from our integration directory to automate processes and save time.



Custom integrations

If you're an Advanced or Enterprise customer, you have access to Workplace APIs - a flexible, versatile tool that you can use to build your own custom integrations with the apps you use every day.