Frontline Accounts

Frontline employees work directly with customers or are directly involved in the manufacturing and distribution of products. Find out more about who qualifies as a frontline users or visit the Customer Resource Center to find out more about frontline plans.

The Workplace Frontline add-on gives you tools to connect your deskless, frontline employees with your wider organization via Workplace. Frontline accounts give you additional tools designed specifically for those on the frontline of your business.
With Workplace Frontline, you can:
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To add a Frontline employee to your community:
  1. From your News Feed, click Admin Panel in the left menu.
  2. Click People.
  3. Click Add People.
  4. Click Add One Person.
  5. Fill in their information. You will need to supply at least a name and employee ID.
    • Note: If the employee does not have a work email, you will be using an access code to invite them to Workplace.
  6. Click Add.
If you are inviting an employee without a work email address
To allow your employee to claim their account:
  1. Return to the People screen and search for the employee that you have just added.
  2. Click next to the employees name.
  3. Click Get access code.
  4. Give the access code to the employee and ask them to sign up for Workplace at work.workplace.com/work/accesscode. Here, they will create a username and password.
If you are inviting an employee with a work email address
The employee will be sent an email asking them to claim their account automatically after adding. However, we can remind them to claim account by sending email again.
To remind an employee to claim their account:
  1. Return to the People screen and search for the employee that you have just added.
  2. Click Remind next to the employees name.
  3. Click Send from the popup and then click OK.
  4. The employee will be sent an email again asking them to claim their account.
Move the account to Frontline
To mark an employee as a Frontline user:
  1. From your News Feed, click Admin Panel in the left menu.
  2. Click Frontline.
  3. Click Add People.
  4. Click Add Existing Profiles.
  5. Search for the employee and click their name.
Find out more about creating accounts with an access code, including how to create multiple accounts at once.
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To set custom terms of use for Frontline employees from your computer:
  1. From your News Feed, click Admin Panel in the left menu.
  2. Click Frontline.
  3. Click Settings.
  4. Choose whether to apply these terms to your entire Frontline people set, or select a specific Area to apply the terms to.
  5. Enable the toggle for Custom Terms and Conditions.
  6. Enter the terms in the free text box or post an external link.
  7. Enter the frequency with which you want the terms to be reviewed.
  8. Click Save.
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System admins and admins with custom permissions can create Areas for Frontline users of Workplace. Areas are collections of people who belong to common criteria, like location or cost center. Areas contain a mix of people and Area coordinators.
Area coordinators have permission to manage Workplace access for people within their Area. Employees who are Area coordinators must have an email address connected to their Workplace account.
Creating an Area
To create an Area:
  1. From your News Feed, click Admin Panel in the left menu.
  2. Select Frontline.
  3. Click the Areas tab, then click Add Area in the top right.
  4. Select the Area name and the area coordinators.
  5. You can add people manually or import a file to do it in bulk.
  6. You can Allow Coordinators to Request Profile Creation by selecting the toggle.
  7. Click Create.
Editing Areas
Once you have created an area, you can make changes to it like adding people, adding area coordinators or deleting the area.
To edit your area:
  1. From your News Feed, click Admin Panel in the left menu.
  2. Select Frontline.
  3. Click the Areas tab.
  4. Search by name for the area you'd like to edit.
  5. Click by the Area and select Edit.
  6. Once you have made your changes, click Update.
Note: You can only create an area if Creating Profiles with Access Codes is on in the Admin Panel.
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Area Coordinators can generate Workplace access links for users who don't have an email address, or resend invitation emails for users who do.
Generating a Link
There are two ways an area coordinator can generate a code for users without email on their teams.
From the coordinator's profile:
  1. Click your profile picture in the bottom left of Workplace.
  2. Click View Profile.
  3. From your profile, click the Areas tab. If it is not immediately visible, it may be under the More drop-down.
  4. Select Give Access next to the name of the person you'd like to access to.
  5. This will generate a shareable link for the person to create their own username and password for access to their Workplace profile.
Generating an access link from the employees profile:
  1. Go onto the profile of the person you want to grant access to.
  2. On the right side of the profile, click Give Access.
  3. This will generate a shareable link for the person to create their own username and password for access to their Workplace profile.
Request Access for New Members
Area coordinators can also request Workplace Access for new members joining their teams.
To request access:
  1. Click your profile picture in the bottom left of Workplace.
  2. Select View Profile.
  3. From your profile, click the Areas tab. If it is not immediately visible, it may be under the More drop-down.
  4. Click New Profile Request.
  5. Fill in the name and select the area you'd like the person to be added to and select Submit Request.
  6. The system admin will then either reject or accept the request.
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