Creating and Deleting Profiles

Workplace accounts can be created by System Admins both individually and in bulk. Visit IT and developer support to learn about creating accounts programmatically using a cloud identity provider or Active Directory.

Basics
There are 3 stages to creating a new user account in Workplace:
  1. Provision: To create a user account within your Workplace instance (user isn't notified).
  2. Invite: To allow a provisioned user to claim their account (user is notified).
  3. Claim: An invited user activates their Workplace account.
How you invite your users to Workplace will determine whether their account is created as provisioned or invited. A user becomes a billable person only once they move from provisioned to invited.
Until coworkers are invited to use Workplace, they won't know that they have a provisioned account. When an account is in a provisioned state:
  • The user can't claim their account and any attempts to do so will fail.
  • The user won't receive any emails or other notifications from Workplace.
  • You will not be billed for the account.
When you're ready for your coworkers to claim their account, you'll invite them to Workplace.
Once they're invited, your colleagues will receive an email inviting them to claim their account through a uniquely generated URL. For Single Sign On-enabled accounts, members will also have the option of claiming by logging into Workplace through your configured SSO service.
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There are 3 stages to creating a new Workplace user account:
  1. Provisioned: To create a user account within your Workplace. The user isn't notified.
  2. Invited: To allow a provisioned user to claim their account. The user is notified.
  3. Claimed: An invited user has activated their Workplace account.
How you invite your users to Workplace will determine whether their account is created as provisioned or invited. A user becomes billable only once they move from provisioned to invited.
Individual and manual account creation
Accounts that are created individually will be immediately set to invited and the user will be sent an email asking them to claim their account.
Bulk Account Creation
When creating accounts through using bulk account management tools, you'll choose whether you would like to invite these accounts now or later. If you select later, the accounts will be created as provisioned and will need to be invited at a later time.
G Suite or Microsoft Azure Active Directory
When creating accounts via G Suite or Microsoft Azure AD, you'll choose whether you would like to invite these accounts now or later.
If you choose to invite them now, accounts will be created as invited and users will be sent an invitation email. If you select later, the accounts will be created as provisioned and will need to be invited at a later time.
Other Cloud Identity Providers or Active Directory Sync Component
When connecting another cloud identity provider (example: Okta, OneLogin, or Ping Identity) or using the Active Directory Sync Component, the accounts will be created as provisioned and will need to be invited at a later time.
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Provisioning users allows administrators to upload user account information and set up Workplace instances without notifying users.
By giving invited and uninvited (provisioned) members separate statuses, we allow Workplace administrators to get their communities started by creating groups and adding provisioned members to them. Once the administrator is done preparing their community, they can invite their provisioned users and those users will already be part of relevant groups upon signing into their accounts for the first time.
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Inviting users
Note: Email addresses that don't include a person's name, such as info@domain.com or sales@domain.com, can't be used to create a Workplace account. This ensures that the community knows who owns the account, and who's responsible for the content that the account creates.
Adding people individually
To add individuals to your Workplace:
  1. From your News Feed, click Admin Panel in the left menu.
  2. Click People.
  3. Click Add people.
  4. Click Add One Person.
From here, fill in the individuals details and click Confirm. Accounts created in this way will be invited immediately.
Adding multiple people using email
To add several accounts to your Workplace at once:
  1. From your News Feed, click Admin Panel in the left menu.
  2. Click People.
  3. Click Add people.
  4. Click Add Multiple People.
From here, fill in the users' email addresses and click Add. Accounts created in this way will be invited immediately. You can also copy the link to share with people, up to 300 with the same link, so they can enter their details to create an account. This account will trigger an approval for an admin. Once approved, the employee will be able to claim their account
Adding people using phone numbers
You can only add people using their phone numbers from your mobile phone. Not all organizations will have access to this feature.
To add people using their phone numbers:
  1. Tap on the right.
  2. Tap Add people.
  3. From here, you can enter the phone number of the person you'd like to invite to Workplace.
  4. You can also choose numbers to add from existing contacts.
System admins can turn profile creation using a phone number on or off by going to Settings in the Admin Panel .
Note: Ensure all phone numbers are correct. Once you have sent the invite to the number you have selected, they will have total access to your Workplace.
Bulk account creation via Excel or CSV file
To add many accounts to your Workplace at once:
  1. From your News Feed, click Admin Panel in the left menu.
  2. Click People.
  3. Click Add people.
  4. Click Import a CSV or XLSX.
From here, you'll be able to download a template file and learn more about the format needed for upload. When you are ready, click Import file
Bulk account creation using an identity provider
Workplace has an out of the box integration with the largest Cloud Identity Providers such as Azure AD, G Suite, Okta, OneLogin and Ping. You can connect your Cloud Identity Provider by using Workplace Import (where the provisioning connector is hosted by Workplace) or using a Workplace custom integration (where the provisioning connector is hosted by the Identity Provider).
Bulk account creation using SCIM API
This set of guides introduces the concepts of account provisioning and deactivation through the use of the SCIM API.
Learn more about bulk account management.
Users inviting themselves
Admins can choose from the following invite settings to control who joins their Workplace:
  • Only people who are invited can join: You can limit coworkers in your Workplace community to a specific segment of the organization such as region, department or team.
  • Anyone from allowed or verified domains: This option will make your Workplace community available to your entire organization.
To adjust your invite preferences, visit the Admin Panel and click Settings. You will find the relevant settings under the Joining and access requests heading.
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Once invited, users will need to go through a claim process to check or provide information about their profile and set a password. Employees start this process by receiving an email from Workplace which contains their unique claim URL, or by navigating to the sign-in page (SSO-enabled companies only) once they've been invited.
Note: If your company has enabled SSO for your community, members will first be asked to log into your SSO system before they can start the claim process.
Once accessed, Workplace will take members through the following steps to complete their registration:
1. Accept terms and confirm profile details
Depending on your Admin Panel settings, members may be asked to accept your company's Terms of Use, as well as check, complete or amend their profile details and set a profile picture.
2. Set a password
Members will be asked to set a password. This stage is omitted for SSO-enabled communities.
3. Select default groups
Members will be able to choose groups to become members of from a default selection, or search for a specific group. They'll then be taken to News Feed and will be able to start using Workplace immediately.
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Once you have provisioned Workplace accounts for your colleagues, the next step is to invite them. You can invite accounts by inviting all, inviting selected people or inviting an individual.
Invite All
To invite all:
  1. From your News Feed, click Admin Panel in the left menu.
  2. Click Unsent Invitations.
  3. Click Invite All.
  4. Click Send.
Invite Selected People
Using this option will allow you to invite a specific group of people. To invite a specific group of people:
  1. From your News Feed, click Admin Panel in the left menu.
  2. Click Unsent Invitations.
  3. Click Choose People to Invite.
  4. A pop-up will ask you for a list of members you'd like to invite in the following file formats: .csv, .xlsx or .xls. If you require a template, you can download one from the pop-up.
  5. Click Import File to upload the file.
  6. Click Send.
Invite an Individual
Use this option to invite an individual or to resend an invitation to a user who didn't receive their initial invitation. To invite an individual or resend an invitation:
  1. From your News Feed, click Admin Panel in the left menu.
  2. Click People.
  3. Find the user in the list. You can search for the user by using the search box.
  4. Select Invite next to the name of the individual you'd like to invite.
  5. Click Send.
You can now customize the invitation email you send to users if you have verified the user’s email domain. Learn more about verifying email domains.
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Admins can choose to turn on the self-invite setting. This will allow anyone from your chosen email domains to join your Workplace without being invited.
To turn on self-invite:
  1. From your News Feed, click Admin Panel in the left menu.
  2. Click Settings.
  3. Click next to Joining this Workplace.
  4. Select Anyone from allowed or verified domains and click Save.
  5. Back on the settings page, click next to Access Requests.
  6. Select Auto approve from allowed or verified domains and click Save.
This will enable people from the chosen verified or allow-listed email domains to automatically join your Workplace without admins having to approve the request.
Find out more about managing your email domains.
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You can resend the confirmation email to people that have unclaimed accounts. You'll have the option to resend the confirmation email to all unclaimed accounts, or to a list of people.
To resend the confirmation email to people:
  1. From your News Feed, click Admin Panel in the left menu.
  2. Click People.
  3. Click next to Edit People and select Send Claim Notification.
  4. Select All unclaimed accounts or Specific accounts and follow the prompts.
  5. Once you have made your selection, click Send.
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2 claim reminder emails are sent after the initial invitation to Workplace: the first is a 3-day reminder, and the second is a 5-day reminder.
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Removing users
When you deactivate a person's account:
  • Posts, comments and messages the person made before the deactivation will still be available to coworkers. This means group and event conversations won't be disrupted and any content that is dependent on the deleted account will not be deleted.
  • Deactivating a person's account will still log them out of every Workplace session and prevent them from accessing Workplace.
When you delete a person's account:
  • Their coworkers won't be able to see the account on Workplace.
  • It may take up to 90 days to delete everything the person has posted, like photos, posts or other data stored in backup systems.
  • Any content from other users that is dependent on the deleted users' content (example: comments on the deleted users' posts) will also be deleted.
  • While this information is being deleted, it's inaccessible to other people using Workplace.
  • Some of the things people do on Workplace aren’t stored in their accounts. For example, a coworker may still have messages from the deleted person even after their account is deleted.
Note: It may take up to 24 hours for the deactivation of a user account to take effect.
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You must be a system admin to deactivate a person's Workplace account.
If a person has left the company, you can deactivate their account to eliminate their access to Workplace. The posts, comments and messages the person made before you deactivate their account will still be available.
To deactivate a person's Workplace account:
  1. From your News Feed, click Admin Panel in the left menu.
  2. Click People.
  3. Click next to the person you want to deactivate and select Deactivate Account.
  4. Click Confirm.
Note: Group membership will not be immediately removed from deactivated accounts. After 4 days, we will automatically remove group memberships. If the deactivated account is reactivated within 4 days, all group membership and chat membership will be retained. Beyond the 4 day time frame, it will not be possible to restore group or chat membership.
Keep in mind that it may take up to 24 hours for the deactivation of a user account to take effect. Deactivating a person's Workplace account will log them out of every Workplace session and prevent them from accessing Workplace.
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Workplace system admins can only delete user accounts which have either never been claimed or are currently deactivated. Admins must wait 24 hours after resetting their passwords before deleting a claimed user. If you want to remove access to a user account but don't want to delete their data, you should deactivate the account rather than delete it.
What happens when you delete a user account
If you delete a user account, be aware that:
  • This action cannot be undone.
  • The user will no longer be able to log into Workplace.
  • You will not see them in the People section of the Admin Panel.
  • Posts, comments and messages will be permanently deleted.
  • Your coworkers won't be able to see the account on Workplace.
  • It may take up to 90 days for all of the user's interactions to be deleted.
  • Any content from other users that is dependent on the deleted users' content (example: comments on the deleted users' posts) will also be deleted.
  • While we're deleting this information, it will be inaccessible to other people using Workplace.
  • Some of the things people do on Workplace aren’t stored in their accounts. For example, a coworker may still have messages from a deleted account even after it's been deleted.
  • Users will be forced out of groups and their admin privileges will be lost. Keep in mind that if you choose to reactivate the user account within 14 days of deletion, their admin privileges will be restored.
Deleting an account
To delete a deactivated employee's Workplace account:
  1. From your News Feed, click Admin Panel in the left menu.
  2. Click People.
  3. Click next to the name of the employee whose account you'd like to delete.
  4. Click Delete Account.
  5. Click Confirm.
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Group membership is stored for up to 4 days after an account is deactivated. If a user is reactivated within 4 days, they'll still be a member of the groups they were in before their account was deactivated. If you're an admin, you can view which deactivated users still have group membership stored in Workplace.
If the group member's account is reactivated following deactivation, when they're logged into Workplace from their computer, they can click on Groups at the left of their home page to see the open, closed and secret groups that they belonged to. They can then rejoin the groups.
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When an employee leaves your organization, it's important to ensure that their Workplace account is disabled on a timely basis. This is true even if you use single-sign on for authentication because authentication tokens don't expire immediately.
If you're using automated provisioning through an IDP or AD Sync, this should be enabled by default. If you're using manual provisioning or CSV, you should ensure that the deactivation of Workplace accounts is a part of your employee termination process flow.
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Bulk actions
Workplace supports management of user accounts in bulk via Comma Separated Values (CSV) or Excel files. Whether you're provisioning the first users to your Workplace, adding a new department or manager, or deactivating some users in your community, you can use Bulk Account Management to streamline the process.
If your company uses a supported identity provider, you can use Automatic Account Management to provision and deactivate accounts on your behalf when employees join and leave your company. Read more about managing accounts with identity providers.
Workplace supports 2 bulk operations via CSV or Excel files:
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With each bulk upload you'll be prompted to decide whether you'd like to invite the accounts right away or at a later stage. If you select later, the accounts will be created in an uninvited state and will need to be invited at a later point.
Workplace supports the creation of user accounts in bulk via Comma Separated Values (CSV) files. Instead of provisioning employee accounts 1 by 1, you can upload a CSV or Excel file that contains information about each employee.
If you are creating a very large number of accounts, each individual import should contain no more than 2500 rows of employee data.
To create accounts in bulk by uploading a CSV or Excel file:
  1. From your News Feed, click Admin Panel in the left menu.
  2. Click People.
  3. Click Add People.
  4. Click Import a CSV or XLSX.
  5. Click the Import File button and upload the CSV or Excel file via the Import File button.
    • Clicking the Download Template button will download a CSV template. The document can then be opened in Excel and saved as an .xls or .xlsx file should you prefer to work with Excel.
    • Find out more about the profile information you can upload via CSV.
  6. Once the CSV file or Excel spreadsheet has been uploaded, click Set Language. You'll be presented with a confirmation prompt that will list errors in the CSV or Excel file or that will indicate whether the upload is complete. The first column will display the results for each row:
    • If the first column is empty then an account will be created for that employee.
    • A red octagon denotes that there's an issue with that row. An error message will explain the issue.
    • A blue circle denotes that the upload is incomplete.
    • A green check denotes that the upload is complete.
  7. Once the preview details have been confirmed you can create the new accounts by clicking the Save Changes button. The accounts will then be gradually created.
Until accounts are deactivated, employees will still receive emails and push notifications. See Bulk Deactivate for instructions on how to deactivate accounts.
Verifying Account Creation
To confirm that all accounts were created successfully, you can re-upload the CSV file or Excel spreadsheet by following the steps above, and verify that all rows have the checkmark in the first column. You can then click Cancel to skip attempting to create the accounts again. If you do this, you'll get a prompt saying the accounts already exist.
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When provisioning accounts in bulk, we suggest you use the following formats:
Field DescriptionTypeRequired
EmailThe work email address for the employee. The value of this field needs to be unique for each employee Text Yes
First NameThe first name of the employee Text Yes
Last NameThe last name of the employee Text Yes
Job TitleThe employee's job title Text No
DepartmentThe department where the employee worksTextNo
Phone NumberThe employee's work phone number. Each phone number must be a valid international number including country code (ex: +1 232 823 2233)Text No
LocationThe office location of where the employee works TextNo
LocaleThe abbreviation for the default language that should be set for this employee. If not specified, their default language will be set to English (US) (en_US). You can find a full list of valid abbreviations at Facebook Locales TextNo
Manager EmailThe email address of the employee's direct manager Text No
Division The division the employee works in TextNo
OrganizationThe organization the employee works in Text No
Start Date The date on which an employee joined an organization Date (YYYY-MM-DD) No
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You need to be a system admin to use Google Identity or Azure to add coworkers.
To add people using Google Identity, Azure, OneLogin or Okta:
  1. From your News Feed, click Admin Panel in the left menu.
  2. Click People.
  3. Click Add People.
  4. Click Connect an Identity Provider.
  5. Select Google Identity or Microsoft Azure AD and follow the instructions.
If you connect to your chosen cloud identity provider and there are users that already exist in Workplace, make sure the names, email addresses, and details of these user accounts in the IdP match the user profiles on Workplace. Otherwise, duplicate accounts will be created from the IdP. If any of the users then leave your company, their accounts will automatically be deactivated. Keep in mind that details are case sensitive.
Note: You'll need to authorize Workplace to access your IdP information. You'll also need to be the admin of Google Identity and to enable Google Identity access if you wish to add people using Google Identity.
You can provision users via these providers whether or not you have verified the user’s email domain.
Workplace automatically syncs your user list every 5 hours.
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This article is only applicable to Workplace system admins.
As an alternative to deactivating employees one by one, you can deactivate multiple accounts in bulk by uploading a CSV file that contains the email addresses for the accounts that you wish to deactivate.
To upload a valid CSV file and deactivate accounts in bulk:
  1. From your News Feed, click Admin Panel in the left menu.
  2. Click People.
  3. From click Deactivate Multiple Profiles.
  4. You'll be presented with the option to upload a CSV file. The file should contain a single column with the email addresses for each employee to be deactivated on separate rows.
Once the CSV file has been uploaded, you'll be presented with a confirmation screen that will list any errors in the CSV. The first column will display the results for each row:
  • A checkmark will denote that the employee's account has already been deactivated.
  • An error triangle will denote an issue with that row. Hover over the icon to display the error message.
  • The employee's account will be deactivated if the first column is empty.
You can download the information from the preview by clicking the Export Preview button.
Once the preview details have been confirmed, you can deactivate the selected accounts by clicking the Deactivate Accounts button. The accounts will then be deactivated.
Keep in mind that when you deactivate accounts in bulk, there might be a delay depending on the amount of users that are deactivated.
Verify Accounts Deactivated
To confirm that all accounts were deactivated successfully, re-upload the CSV file and verify that all rows have the checkmark in the first column of their row.
Note: Keep in mind that it may take up to 24 hours for the deactivation of a user account to take effect.
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Login without an email
As a system admin, you can choose to add employees without email addresses. To enable the feature:
  1. From your News Feed, click Admin Panel in the left menu.
  2. Click Settings.
  3. Go to the Profile creation with access codes setting and click .
  4. Select Turn on to allow coworkers without an email address to log into Workplace using an access code.
  5. Click Save.
To add multiple people without an email address to Workplace:
  1. From your News Feed, click Admin Panel in the left menu.
  2. Click People.
  3. Click Add People.
  4. Click Import a CSV or XLSX and download the CSV template.
    • When adding a user, you need to include at least a name and employee ID field. If added, an email won't be required. For all users without an email address, access codes will now be generated.
To distribute access codes to employees:
  1. On the People screen, search for the employee that you have just added.
  2. Click next to the employee's 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.
You can also download all access codes at once:
  1. From the People screen, click in the top right.
  2. Select Get Access Codes.
  3. Click Send. This will send a list of access codes to your email address.
Note: Access codes are sensitive data. Anyone in possession of an unused access code will have full access to the account to which the code relates. Distribution of access codes should be tightly controlled.
More about access codes
  • They consist of a 16-character string of letters.
  • Only one is valid per account at any time.
  • Generating a new access code for a user invalidates all old codes.
  • They're valid for 90 days after generation.
  • When an access code is successfully used to claim or recover access to an account, the access code is invalidated.
  • Admins can deactivate an unused access code at any time.
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Login access code allows admins to invite users to Workplace without an email address. Using access login code, Admins can add a user to a Workplace community by generating a unique code that will allow the user to claim his or her account.
Keep in mind that you'll need to enable access codes from your Admin Panel.
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You may wish to obtain a claim link to offer your coworkers an additional claim method. For example, you may want to deliver invites in print format, via a company wide SMS gateway, or via a personalized email from a manager/C-level manager to employees as a followup to the system-generated Workplace email.
Exporting claim links allows you to distribute them 1-by-1 or in bulk alongside other coworkers' information. Claim links can be obtained by downloading a CSV file containing an export of employee information. To obtain claim links:
  1. From your News Feed, click Admin Panel in the left menu.
  2. Click People.
  3. Click , then click Export employee information.
  4. Click Without insights or With insights.
  5. You'll shortly receive an email which will link to a CSV file containing all coworkers' data, including the claim links for each unclaimed account which has already been invited.
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Troubleshooting
If you're receiving an error message that says the user or group you're trying to add already exists, you could be experiencing one of the following problems:
  • The person may belong to another community. Keep in mind that only one email address can be associated with one Workplace community.
  • The email domain of the person could be allowlisted under a different community.
  • If you were able to add someone with the same email domain previously and are now receiving an error message, this could mean that another community claimed the email domain after you added the person with the same domain.
If you're receiving an error message that says the email can't be used, this could be because you're trying to add a generic email address such as: info@, sales@, admin@, support@, etc. Workplace only allows accounts to be created with emails belonging to individual people.
Note: To avoid complications when adding coworkers to Workplace, allowlist all email domains associated with your community. One email domain can't be allowlisted under multiple communities.
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You will need to ensure that users have been invited as well as created. You can find more details on that process here.
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If you're having trouble uploading the deactivation list CSV file, it may be due to one of these common issues:
  • Not CSV Format: All files must be in valid CSV format (file extension .csv). Other file types and formats are not accepted.
  • Not UTF-8 Encoded: All files must be encoded in UTF-8 character encoding.
  • Invalid Email Address: The email address listed doesn't match an account in Workplace.
  • Duplicate Email Address: Each email address should only be listed once in the CSV file.
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If you're having trouble uploading a CSV file, it may be due to one of these common issues:
  • Not in CSV Format: All files must be in the valid CSV format (file extension .csv). Other file types and formats aren't accepted.
  • Not UTF-8 Encoded: All files must be encoded in UTF-8 character encoding.
  • Values Contain Commas: If a value contains a comma, the whole value must be escaped by using double quotes (ex. "value_with_comma"). For example London, England should be stored in the CSV as "London, England".
  • Duplicates: Duplicate employee records will cause errors in the CSV validation.
  • Incorrect Capitalization: Incorrect capitalization won't normally cause an error, but names, locations, and other fields will be stored with the same capitalization as in the CSV file.
  • Invalid Phone Number: Phone numbers should be in the format [country code] + [area code] + [phone number] (ex. +1 800 555 0150).
  • Invalid Locale: The locale should be one of the valid abbreviations listed in Facebook locales.
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Even if your settings show that only people who are invited or from a specific email domain can join your Workplace, you might still notice new requests appearing in the Access Requests section of Admin Panel.
In cases like this, the requests you see in Access Requests are from users who your coworkers have invited using the Invite People button. This button is on the Workplace homepage, and is available to everyone in your community.
To choose how these invites are managed:
  1. From your News Feed, click Admin Panel in the left menu.
  2. Click Settings.
  3. Scroll down to Joining and access requests and click next to Access requests.
  4. Choose from one of the available options:
    • Admins must approve all requests to join this Workplace - even those who are invited by your coworkers will need to be approved in Access Requests.
    • Automatically approve requests from these email domains - invited users from verified or allow-listed email domains will be granted access automatically.
    • Automatically approve all requests - everyone invited to your community will be approved automatically.
  5. Click Save.
You can also contact support if you want to remove the Invite People button and stop coworkers from being able to invite others to your community.
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