Account Lifecycle

Overview

Until members are invited to use Workplace, they will be unaware they have a Workplace account. When an account is in an uninvited state:

• The member cannot claim the account and any attempts to do so will fail.
• The member will not receive any emails or other notifications from Workplace.

When you are ready for your members to be made aware that they have an account to claim, you will invite them to Workplace. Users have to claim their accounts first in order to start using Workplace.

How to Invite Accounts

There are three ways to invite people to claim their accounts: Invite everyone, Invite selected people, or Invite individual accounts. These approaches are described below.

Invite everyone

Using this option will immediately prompt you to customize the claim email, after which all uninvited members will be invited immediately. With an account who has the permission to add and remove profiles:

Invite selected people

Using this option will immediately prompt you to customize the claim email, after which all uninvited members will be invited immediately. With an account who has the permission to add and remove profiles:

Invite a user

Use this option to invite an individual or to resend an invitation for a user who didn't receive theirs the first time. With an account who has the permission to add and remove profiles:

When are accounts invited?

Individual account creation

When you create individual accounts they are immediately invited.

Bulk account creation

When creating accounts in bulk (by using spreadsheets) you will be prompted upon each upload if you would like to invite the accounts right away or later. If you select later, the accounts will be created in an uninvited state and will need to be invited at a later point.

Automatic account management or Account Management API

When you want to synchronize users automatically via a Cloud Identity Provider or a custom tool based on the Account Management API, you'll need to create a custom integration with the manage accounts permission. When you enable this permission, you'll have the option to enable the checkbox Automatically invite people to Workplace as soon as they're added using this integration. This checkbox will allow you to automatically invite users when they're created by a Cloud Identity Provider or a custom tool.

Email-less account invites

When you create an account without an email address, the account will be automatically created and an access code will be created. You can then choose how and when you'll deliver the access code to the users.