Enrolling People and Teams to Spaces

There are a number of ways to enrol people to Spaces:

• Space Auto-Enrolment
  • By configuring auto-enrolment for a space, each new joiner to the organisation or a specific team will automatically get enrolled in that space.
• Enrolling individual users in spaces
  • On a case by case basis. The user will be made a member; there is no need to invite them.
• Enrolling users by manager
  • To enrol users based on who their manager is we can map a space to a manager ID.

Note: If you wish to enrol users by manager, submit a request to get this set up.

Device(s): Desktop to set up

Roles / Permissions: System Admin

Space Auto-Enrolment

You can auto-enrol everyone in the company or specific teams, such as departments or locations, to a space.

• Any new joiners will automatically be added to the space when they start in the company. 
• If a person moves to another team, they will get added to spaces that the team has been auto-enrolled in.

Note: To maintain knowledge and connections made, by default, a user is not removed from a space they have been auto-enrolled to if they change team. They can either opt to leave the apace or the Space Owner / Admin can remove them as a member via the Manage Spaces section. You can also configure to auto-unenroll users from a space if they leave a team.

To set up auto-enrolment for a space, complete the following steps.

1. As a system Admin, go to the Spaces section under the Explore tab.
2. Click on the Manage Spaces button on the upper right corner of the page.
3. Click Space Auto-Enrolment.
4. Click Select a Space, and then, from the list, select the space in which you want to enrol users.
5. Click Ok.
6. Select to enrol everyone in the organisation, everyone in a team, or use rules to specify all the audiences that the user must be in to be added.
   • To enrol everyone, under Audience, click Select Auto-Enrolment Targets, and then click Everyone.
   • To enrol everyone from a team, under Audience, click Select Auto-Enrolment Targets, and then click Teams, select the teams from the list, and then click OK.
   • To enrol using rules, click Rules, click Add Rule, add the audiences the user must be a part of to be auto-enrolled, and then click Select. A minimum of two audiences must be selected to create a rule.
7. Click Save.
   This may take some minutes to process, depending on the size of the group to be enrolled.

Repeat this process for each space that you want to set up auto-enrolment for.

Removing auto-enrolment from a space

Depending on the auto-enrolment settings you have configured, there are two ways you can remove unenrolment for a space:

• If Everyone is selected, select Teams, click Select, and then click Save.
• If Teams is selected, deselect all teams, click Select, and then click Save.

If you need to remove all users from the space you can select the option 'Remove All Member Users' in the 'Manage Access' section. Only members with permissions in that space will remain. 

Note: Users will not be notified when they have been auto-enrolled in a space. If you have enabled the Would you like to send a welcome email to new members when they join? setting in that space, then new users that manually join the space will be sent the Welcome Email.

Auto-unenrolment from spaces

Users who are automatically enrolled in a space can also be automatically un-enrolled at the space level if they are removed from, or change, teams.

Note: Users with the following elevated roles will not be removed even if they no longer fit the enrolment criteria.

• Global Admins
• Space Owners
• Space Admins
• Space Moderators

This is to ensure the relevant individuals needed to mange the space remain in place. If you want to remove these individuals you can do so manually.

Note: This feature is opt-in. To enable it, please contact your Customer Success Representative.

Enabling Auto-unenrolment

An organization's Admin can enable this feature in two areas.

To enable this setting using from the space, complete the following steps.

1. In the space, click Admin.
2. Click Edit Space.
3. Click the Enable auto un-enroll for this space toggle.

To enable this setting when configuring auto-enrolment for a space, complete the following steps.

1. As a system Admin, go to the Spaces section under the Explore tab.
2. Click on the Filter button on the upper right corner of the page.
3. Click Manage Space Auto-Enrolment.
4. Click the Enable auto un-enroll for this space toggle.
5. Click Save.

Enrolling members in a space

There is a feature which enables a System Admin, Space Admins, Space Owners and Space Managers to enrol users in a space. There is no need to invite colleagues with this approach. You can also unenrol current space members from a space using this method. Contact your Workvivo project manager or Workvivo support to enable this setting for your organisation.

1. In the space, click Admin.
2. In the drop-down menu, click Enrol or Unenrol Members.
3. Enrol members
   • To enrol members by selection, click Enrol Colleagues to this Space, select the users you want to enrol, and then click Confirm.
   • To enrol members using their emails address, enter or paste their email addresses in a list in the text area, one address per line, without semi-colons or spaces between each.
4. Click Confirm.

Colleagues will be added as members soon after.

Unenrolling members from a space

1. In the space, click Admin.
2. In the drop-down menu, click Enrol or Unenrol Members.
3. Click Unenrol Members.
4. Enrol members
   • To unenrol members by selection, click Unenrol Colleagues from this Space, select the users you want to unenrol, and then click Confirm.
   • To unenrol members using their emails address, enter or paste their email addresses in a list in the text area, one address per line, without semi-colons or spaces between each.
5. Click Confirm.

Colleagues will be removed as members soon after.

Enrolling users by manager

To enrol users based on their manager we can map a space to a manager ID, which means all of a managers direct and indirect reports would be added to this space. In addition to this, if a user changes reporting lines, their space membership will also be removed. 

You can reach out to our Support team by submitting a request to set this up.