The New user guide
New to Workplace and not sure where to start? You've come to the right place.
Workplace can help you collaborate with your team, get the latest company announcements, stay up to date on work being done by other teams and departments, and connect with more people across the company. That sounds like a lot, we know, but Workplace is actually pretty simple. This guide will walk you through how to:
- Activate your profile
- Download the Workplace and Workplace Chat apps
- Set up your profile
- Join, create and connect in groups
- Communicate with colleagues through chat
- Manage your notifications
1. Activate your profile
Activating from email
If you have a company email address, look out for an email inviting you to join Workplace. Click on the link and follow the instructions to activate your profile. You can also download the directions to activate your profile here.
Activating with an access code
If you don't have a company email address, your employer probably supplied you with an access code. Follow these instructions to activate your profile:
- Go to the Workplace.com website and click on "Login" from the top right-hand corner. If accessing from mobile, select login from the menu in the top right.
- Select "Create an account with an access code".
- Enter your access code.
- Set your username and create a unique password.
- Join groups and follow your colleagues
Your organisation might have more than one Workplace that you can join. You'll have a unique profile for each of these accounts and you'll need to activate them separately.
3. Your Workplace profile
Setting up your profile helps your colleagues find the right people to talk to when they have important questions. Add a professional photo to help people put a face to a name, and add your skills to highlight your strengths. You can also add a short bio to tell your colleagues a little more about yourself.
Here's an example of what your profile can look like:
4. Workplace groups
Groups are the building blocks of Workplace. They are spaces for communication and collaboration that help you stay informed and connected. Watch the video below to get a quick overview of Workplace groups:
You might have already been added to some groups – you can see some of them in your Home menu here:
To see all the groups that you're a member of, you can go to your Home menu and click on See more. Then, click on Groups.
Anyone can create a new Workplace group but before you get started, make sure you use search to see if that group already exists. If it does, join it. If it doesn't, you can create one. Here are two things to consider when creating a group:
Workplace groups are typically created for:
- Company, regional and office-specific announcements
- Departmental announcements such as new launches, marketing campaigns, sales wins etc.
- Team and project collaboration
- One-to-one communication between a manager and a direct report
- Social communication, to help you connect with your colleagues over shared interests and experiences
There are three different privacy settings for Workplace groups:
- Open: Anyone can find an open group, join and see posts.
- Closed: Anyone can find a closed group but only members can see posts.
- Secret: You have to be invited to join a secret group. Non-members can't find secret groups and won't be able to see any posts.
Note that your organisation's system admin will be able to see all groups, including secret groups.
This table can give you an idea of what privacy settings work best for each group type:
Have any more questions? Take a look at Group mastery basics, a self-paced course that covers all the ins and outs of Workplace groups.
Communicating in groups
Communication in groups happens through posts. Posts help keep discussions organised via comments, and are easy to find again days, weeks and months down the road. For a quick overview of Workplace posts, watch the video below:
Here are a few tips to help you create engaging posts and make sure they're read:
- Use post formatting options to break up big walls of text and highlight important information.
- Add images, videos and files to your posts. People will be able to see previews of your files in your post and, if you add a PDF, they will actually be able to add comments and feedback as annotations. Plus, any file added to a post in a group will be automatically stored in that group's Files tab, so it's easy to find again later.
- Tag people to trigger notifications – it's the best way to make sure people see your post.
- Try not to post outside of working hours. Instead, schedule a post to publish the next day.
- If your post is really long, try creating a Note. With Notes, you can embed photos and videos, allow group editing and add a cover photo to catch people's attention.
For even more tips and best practices to help you master the art of the Workplace post, take a look at Advanced theories of postology.
5. Workplace Chat
In Workplace, asynchronous communication happens through posts. Posts are best when you don't need an immediate response, and want to make sure that the information you share is easy to find again later. For synchronous communication, you have Workplace Chat. Chat is best when you need an answer fast or just want to have a casual conversation with colleagues.
You can start a chat with one person or a group of people and share files, photos, videos, GIFs and more. Or, jump on a quick audio or video call to make decisions faster. Groups with 250 members or less can have their own chat too, so staying in touch with your team is easy. Watch the video below for a quick overview of Workplace Chat:
Chat conversations tend to move quickly. Here are a few tips to help you stay on top of the important stuff:
- Save a chat message to come back to it later
- Set reminders for time-sensitive chat messages
- Pin important messages to the top of your chat so you can refer back to them easily
- Pin chat conversations so they always appear at the top of your inbox
Take a look at this guide for more tips and tricks on working with Workplace Chat.
6. Managing your notifications
As you continue working in Workplace, you're probably going to join more groups, and that's going to mean more notifications. We know that some notifications matter more than others, so Workplace makes it easy to modify your notification preferences to help you stay on top of your workload. Watch this video for a quick overview of the tips outlined below:
Modify your notification settings
Click on your profile picture icon and select Settings. Then click on Notifications to edit how you receive notifications (in app and/or email) and what you get notified about.
Edit notifications from specific groups
Some groups, such as team and project groups, are going to require more attention than others, such as social groups. Your notification preferences for groups are automatically set to Highlights, but if you ever want to modify those preferences, you can do that in two ways:
- Individually from each group page, by clicking on the … button and selecting notifications.
- In bulk, by going to your Groups page in the Home menu and clicking on Bulk manage groups.
Prioritise your most important groups
Prioritising a group means that any notification you receive from that group will appear at the top of your notifications inbox, and new posts will appear at the top of your News Feed. Learn more about how to prioritise your most important groups here.
Filter your notifications
Try starting your day by narrowing down your notifications to Tags & replies. This will help ensure that you don't miss posts you were specifically mentioned in, or any questions or comments on a post or comment you've made. After that, switch to Unread to get caught up on everything else.
For more tips on managing your Workplace notifications, read this guide.
- Download the New user guide one-pager and share it with your team!
- Visit the Workplace Academy to find interactive learning experiences such as live training, product demos, self-paced courses and more.
- Visit the Help Centre for troubleshooting support and answers to frequently asked questions.
- Take a look at Ways to work to discover new ways to use Workplace to get your work done.
- Join Workplace communities to gain insights from other organisations that use Workplace.