As the first step in deploying Workplace to people without an email address, you need to look at the Workplace requirements:
Workplace requires usernames to be in the format of an email address - that does not require the email to be deliverable. This is an angle you can leverage, so long as to account for the fact that Workplace won't be able to deliver your claim links, so you will need to find an alternate delivery point in lieu.
Option 1 - Create a Username
Are you automatically creating users in Workplace by using our sync services?
If yes, you may want to speak to your IT team about leveraging existing information in your directories in order to do this.
Regardless, the email address that your employees will log in with is important. The best type of username is rememberable - a format such as firstName.lastName@yourdomain.com , employeeNumber@domain.com or phoneNumber@domain.com are common choices with existing Workplace customers.
Choose the format that is:
1. Possible/unique - speak with your IT team to ensure there's no clash with existing employee data.
2. Memorable - you don't want people to forget their username and give up, provide something they won't need to think too much about and comes as natural as possible to them.
Option 2 - Use a personal email address
If you have personal email addresses for your employees (or are willing to obtain them) then you can also create users using these values instead.
If this is your chosen option, be aware of the risks with personal emails:
1. Since they are outside of your control, they may not be subject to same level of security that you apply to your company owned inboxes.
2. Workplace delivers notifications to these inboxes, which may or may not contain company-sensitive information (entirely depending on their group memberships and what data is shared to those groups).
There are some mitigation factors you can implement to reduce the risk of the above:
Finally, for Premium Communities, Workplace does undertake effort to warn you should one of your Workplace members use a possible compromised username and password combination.
Logging in with Single Sign On (SSO)
Should your IT or security teams require the use of Single Sign On (SSO) and this is the first time the email-less worker is using this service, you may need to work with your IT team on setting up their first login experience with the SSO provider.
Some providers off their own claim services, others may require you to set passwords for the users.
Whichever the method may be, please work this into your user's journey to claiming their Workplace account.
This section mianly applies to option 1 above only, unless you are looking for extra delivery avenues for option 2 as well - all delivery methods welcome!
You have your username and now you need to delivery the claim link to your employees on your go-live day.
What is the claim link?
It's the unique URL that a user receives when they are invited to use Workplace. Once clicked, it sends them through a quick process to set up their account & password.
Obtaining the Claim Link
To obtain a claim link for all your users in bulk, follow our instructions to export the employee report data here, one of the columns will be the claim URL.
To obtain a single link, as an admin navigate to the Dashboard > People and find the employee you want the URL for. Click the cog icon and an option to Generate Link to Claim Account will be present.
You can easily mix and match a number of these options:
If you have a good set of accurate phone numbers for your employees as well as an SMS service you can utilise, send the username, claim link and password (if appropriate, see the SSO section).
If you are not confident on the accuracy of the numbers, consider mixing this option with the claim portal in option 4 and ask employees to update/provide a phone number as part of that process.
We've seen customers print details onto personalised “passports” for Workplace, which detail their username, login url and if appropriate, their SSO password. We have some great brand assets on our transformation centre to use if you're looking for inspiration.
This also works well on payslips and in customised printed newsletters.
3. QR Code
The claim URL can be converted to a unique QR that you could distribute via the methods above. Some phones may require the installation of a reader for the code.
4. Claim Portal
Using your own internal IT resources or a Workplace partner, you can implement a web page or portal where an employee is asked to present information they know (e.g. employee number and date of birth) to access their claim link and update their personal details.
Using Single Sign On (SSO)?
You don't need to generate a unique URL here, as SSO will provide the authentication we need to send them through the claim process once they have signed on immediately. Feel free to deliver your Workplace URL (https://yourdomain.facebook.com) instead!
If you're not using SSO, you will need to consider a process for resetting an email-less user's password should it be necessary.
Currently, Workplace on delivers password resets via email and if these addresses are not deliverable, then alternative methods need to be implemented that will need to be known by your internal support/help desk.
Resetting an email-less users password requires you to set their account to unclaimed. You can set a users claim status and redeliver their claim link. That process will also ask them to set a new password.
This can be done manually, via having an admin set their claim status on the dashboard (**Dashboard > People > Cog > Set to Unclaimed**), or you can have a developer build a solution using our API (https://developers.facebook.com/docs/workplace/account-management/api).