Workplace Setup Guide
Before you start
1. Add Email Domain(s)
2. Add users
3. Set up authentication
4. Manage email deliverability
5. Manage networking
6. Invite users
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 (sign up via our website, 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.
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.
Add users manually
Use Workplace's Admin Panel to add users one by one or in bulk. You can add email and email-less users in this way.
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
Automate user management
Use an automated account management tool, or your own customized tool to add users automatically. You can add email and email-less users in this way.
Advanced and Enterprise customers only.
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.
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.
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.
Configure Single Sign-on (SSO)
Use an automated SSO tool so that user's can use the same SSO credentials that they use for other systems in your organization. Advanced and Enterprise customers only.
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.
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.
Next step is to make sure that access to Workplace from your corporate network is set up efficiently.
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.)
Use Workplace's Admin Panel to invite all users, invite selected users, or invite individual users.
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
Generate access codes for a single user, selected users or all users. You can choose how and when you deliver access code to the 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 appsWorkplace 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.
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.