We recommend going through these stages in preparation of launching Workplace.
- Accessing Workplace - Make sure that everyone can get to the website properly
- Receiving emails from Workplace - Prevent Workplace emails going to spam
- Adding employees - Give all users a Workplace account
- Launching - Invite everyone in your company to use Workplace.
- Laptops and phones used to access Workplace need to be able to connect to Facebook's servers. It is important to consider the variety of corporate, personal, desktop and mobile devices which will be accessing Workplace. Users may use different networks to connect to Workplace as well, such as mobile 3G/4G connections, as well as corporate internet connections.
- Internet access which is provided by companies is most likely to be blocked from accessing Facebook servers. It is important to resolve this by following the instructions here.
- In order to make it as easy as possible for users to find and open Workplace, we recommend that a shortcut be added to every user's desktop, and additionally Workplace can be set as the user's homepage. This can be done centrally for every user by IT department.
Receiving emails from Workplace
- Workplace sends informative emails to users when other means of notifying users have not been successful. For example, if the user does not have the mobile app installed, and has not visited Workplace, but important new content is available for them, Workplace will send an email.
- It's very important that these emails are able to get to your users and not get stuck in any firewalls or spam filters. To ensure this happens, please make sure the instructions on this page are followed by your IT teams.
- Users added via a connector will need to be invited to use Workplace by an administrator clicking “Invite all” in the company dashboard.
- When users are added via spreadsheet, an option will be presented at the end of the import process to ask whether these users should be invited immediately.
- Workplace works best when all users of a company are added, and when full details for each user is added to Workplace. A name and email address must be added for each user but job title, department, location, phone number and manager can also be added.
- Most companies have directory systems which contain name and contact details of all employees working at the company. The recommended approach is to synchronise these systems with Workplace, so that all employee details are kept up to date in Workplace.
- Workplace has connectors to Azure AD, Active Directory, G Suite, Okta, OneLogin and Ping. For more information on these connectors, see here
- Users can also be added using a spreadsheet containing the necessary details. It is important to ensure that users who leave the company are deactivated in Workplace, as this will not happen automatically if users are added by spreadsheet. More information here
- Once users are added, they may be in an uninvited state. This is when they have an account, but cannot yet log in. This is often useful if a company wants to delay launching Workplace until a specific date. This might happen if Workplace is going to be launched at a company event.
- More information on invitations can be found here
There are some additional steps you can take to make your Workplace more useful, more secure and easier to use when our of the office:
Logging in using corporate username and password (optional)
- If available, single sign on can be enabled for your Workplace. This has the benefit of increasing the security of your Workplace, as well as making it easier for your users to log in. Users will also not have to remember another password for Workplace, as they will be able to log in with their corporate username and password. IT teams can find more details on this here:
- Users will be able to get timely notifications of new content on Workplace, as well as staying connected while out of the office by downloading the Workplace and Work Chat mobile apps, which can be found on the Apple App Store and on the Google Play Store. Users without the app can also use the mobile website, accessible by browsing to Workplace in a mobile browser. Windows phone apps are not available.
- Our desktop app is also available. This is currently in a beta release. More information can be found by joining this group in Workplace:
- If your company has a system to automatically install apps on everyone's phone, we recommend doing this for both the Workplace and Work Chat apps.
Integrating other systems
- You may wish to consider connecting your current business tools to Workplace. This would enable them to read posts, create comments or posts or provide a bot service. Examples of integrations could be:
- A weekly business update being posted from the sales tracking system to a group in Workplace
- An automated IT help desk, which comments on posts in a specific Workplace group, directing people to support information
- A chatbot which can help users file expenses on the move
- More information on how to get started with Workplace integrations can be found here