Admin Owner Invite New Space User
Who Should You Invite as a Space User?
As a Space Owner, you may wish to invite other administrators to the Admin Area to help you manage onboarding. Space Users should only be trusted internal team members from within your organization, not external suppliers or third parties.
Important security note: Only invite trusted persons within your organization to act as a Space User, as they will have full access to all information within the Space. By contrast, onboardees (the people you're onboarding) will only have access to their personalised portal via their individual links, which you can expire at any time.
How to Invite a New Space User
To invite a new Space User, navigate to ADMIN AREA > SPACES & USERS > SPACE USERS TAB > INVITE SPACE USER from the top right hand of the Admin Area using the three dots icon (which is representative of Workspaces).
There is currently only one Space User type available: 'Space Editor'. This type of Space User can edit all Space data across all Portals, but they cannot create new Space Users themselves. Only the original Space Owner can invite new Space Users to join the Space.
When you click on the CREATE & EMAIL INVITE button, WorkZerk will immediately send an invitation email to the email address you entered in the Email field. You can also track the delivery status of this email using TRACK EMAIL STATUS from the main Admin Area menu if the invitee is having issues receiving the email invite.
How Joining Spaces Works in WorkZerk
In WorkZerk, all data except your User data is related to a Space (which is simply a shortened name for 'Workspace'). How you set up and manage Spaces within WorkZerk is entirely up to you and your organization's needs.
Some of our users only ever use one Space for their entire operation, whereas others create and use a separate Space for each individual client. Bear in mind that within WorkZerk you can create multiple portals within one Space, so often additional Spaces are not required at all.
Admin Space Users need to be invited to join the Space. If they already have an existing WorkZerk Account, they can simply log in with their credentials and accept the invitation immediately. In most cases though, the Space User will need to create a new WorkZerk User Account by following the prompts in the invitation email.
Please note: Guests accessing the onboarding portal do not need WorkZerk User Accounts at all. They access everything via a 'magic link' (a special URL which contains their unique access token), granting them secure access without needing to log in, install software, or download anything.
Understanding the Space User Joining Link
The invite link sent to the invited Space User contains a unique security code that needs to be pasted into the Admin area. They do this by clicking the JOIN SPACE button from the Admin Area main ellipsis menu (accessed via the three vertical dots in the top right-hand corner).
Switching to the Newly Joined Space
Once logged into WorkZerk Admin, the user will not immediately see the new Space they have been invited to in their default view. They will need to open the Spaces & Users screen and access the Shared Spaces tab to view all available Spaces.
From there, they will see all the Spaces that have been shared with them via user invites from other Space Owners. The SWITCH button is used to switch that Space User to the context of that Shared Space they want to work in.
In other words, by switching to another Space, the Space User will be restricted to viewing and editing only the information that belongs to that specific Space. When a user is initially invited as a Space User to join a Space, they will need to open Spaces & Users and click SWITCH to start using that new Space.
Important Security Reminder: Revoking Space User Access
A final word on Space Users from a security perspective: please make sure you remove access for any Space User if that employee, team member, or staff member no longer works for your organization. You can do this immediately by using the Revoke button in the Space Users management screen.
