For the Workvivo IT set up, there are two main items to be implemented:
1. Authentication: How employees log into Workvivo
- Single Sign On (we support SAML 2.0 based providers)
- Workvivo Password authentication
- Hybrid
- Mix of Password authentication and Single Sign On users
- Multiple Single Sign On providers
2. Provisioning: Creating and managing employee profiles
- API based provisioning leveraging the SCIM API
- File-Based provisioning
We recommend provisioning your users from the source of truth, where your employee data lives.
Once decided on how you'd like to authenticate and provision your user accounts, you can follow our detailed help guides here: https://support.workvivo.com/hc/en-gb/categories/25494776092701-Technical-Resources
Please note: if you are migrating your data from Workplace, the initial migration needs to be completed first to ensure users are in your Workvivo instance. Then, we will be able to move forward with user provisioning. Please find our help center article on how to migrate your data into Workvivo: https://support.workvivo.com/hc/en-gb/articles/20040858740381-Meta-s-Workplace-Migration-Partner
Our IT help center articles are designed to make your IT setup process easy and seamless. The articles provided will guide you on step by step set up. With that said, of course our Technical Support team is here to assist you if you have any questions or would like additional support. We look forward to supporting you with the technical setup for a smooth and successful launch!
Requirements and Timelines:
It is absolutely crucial that technical items listed above are configured in a timely manner, to ensure your Workvivo instance is on track to launch.
Some key items to take into consideration:
1. Confirm Company Name in your Workvivo URL
The Company Name in your Workvivo URL (i.e. https://[companyname].workvivo) needs to be reviewed and confirmed at the start of your onboarding journey. If there needs to be a change to the Company Name in your Workvivo URL, please let your project manager know as soon as possible, as this change needs to be reviewed by our team and an amendment to the contract is required. The URL should not change after the technical setup has been complete.
2. Workvivo Technical Assistance
Please be sure to submit a ticket to engage with our Workvivo Technical Consultant team if you require assistance in setup. We will reply to your message with more information to help configure your account. If you require a call for additional help with configuration or troubleshooting after reviewing our technical resources here, please allow at least 5 business days for scheduling. It is important that there is an adequate amount of time to align schedules of all relevant team members who plan to join.
3. User Authentication & Provisioning
User authentication and provisioning (via SCIM API or file) should be set up at least two weeks prior to launch—ideally earlier—to allow sufficient time for reviewing team types and verifying accurate attribute mapping.
Ideally, team types should be discussed during Readiness & Onboarding to ensure they can be effectively leveraged for audience segmentation and finalized before the technical setup call. Key considerations include structure settings (primary, secondary, and tertiary team types), additional and hidden team types, and any custom fields needed to support organizational requirements.
4. File-based User Provisioning
The final employee provisioning file should be provided to us no later than 3 business days prior to launch. It is strongly encouraged to have your SFTP set up at least 1 week ahead of launch, to ensure access and confirm automation is properly in place.
Note: We are happy to support a manual file import for the first user provisioning cycle, but after that, we strongly recommend leveraging SFTP for additional user imports.