Workplace is built to give everyone in your organisation a voice, whether you work in the head office or on the factory floor. We recognise that not every employee is given a company email address, so we've created access codes. With access codes, employees can activate their account without the need for a company email address.
There are two stages to add your first email-less user in Workplace:
Enable the email-less feature in Workplace.
Before you can create email-less users, you'll need to enable this functionality within your Workplace environment. With a System administrator account, follow the steps below to activate the email-less account creation:
Create an account without an email address
Follow the steps below to create an email-less account:
Namefields are required. All other fields are optional but we still encourage you to populate as many fields as possible to build richer profiles for your employees.
Manage email-less accounts
Manage email-less accounts manually
You can manage an email-less user manually, one at a time, in the same way that you would manually create a user with an email address.
Manage email-less accounts in bulk
You can manage email-less users in bulk by using a spreadsheet in the same way that you would manage users with an email address in bulk.
Manager Employee Id.
Manage email-less accounts via Account Management API
You can manage email-less users via the Account Management API in the same way that you would manage users with an email address via the API.
Retrieve access codes
Create access codes to email-less users in one of these ways:
- Retrieve access codes for individual users.
- Retrieve access codes for users that you list on a spreadsheet.
Retrieve the access code for an email-less user
Logged in a user that has the add and remove accounts permission assigned, you will be able to retrieve the access code for an email-less user:
Retrieve access codes for multiple email-less users at once
Logged in a user that has the add and remove accounts permission assigned, you will be able to retrieve access codes for multiple users:
First access by using a code
When you receive an access code, you can complete your first access to Workplace and claim your account through a web browser or by using the mobile application.
To claim an account through a web browser:
To claim an account through a mobile application:
Password reset for email-less accounts
If you've forgotten your password, you will need to go through the following steps to reset your password:
Convert an email-less to an email account
If an email-less user is assigned to a corporate email address, the email field for that user can be populated. When the email field is updated successfully, the user will no longer be connected through access codes and will be treated as a user with a corporate email address.
Deep-linking to Workplace mobile application
The access codes have a URL scheme that will allow you to deep-link an access code URL directly to the Workplace mobile application. This means that you can share this specific URL via a web portal or other delivery mechanism so that the end user can simply click on a link which will guide them to the claim flow within the Workplace mobile application.