Top 10 Qs You'd want to know
FAQ-ID：1038
There are a number of ways team members could join a workplace and we’ll explain more here.
You could invite team members to the workplace if you are a workplace admin or the Workplace Privacy setting is set to everyone is allowed to invite other members to the workplace.
Invite New Members to a Workplace
Steps：
- On the workplace page.
- Click the Invite Members button on the upper-left corner of the screen.
- Select verification method.
- Verify with company email address.
- Verify by mobile number.
- Verify by email address.
- Verify via invite link, invite Network buddies or member search.
- Send invite link.
- App │ Send the invite link via Facebook, LINE, Whatsapp, WeChat, or copy and paste invite link to external apps.
- Web │ Copy and paste an uniquely generated invite link to other external software.
Reminder
In Step 3, depending on the verification method selected, WorkDo will generate unique invite links for the unregistered users, this in term, will affect whether the users have to be approved by the workplace admins upon joining the workplaces.
Next, we’ll go through the 3 primary ways for members to join workplaces.
- Self-join a Workplace
Download and register WorkDo and the user will be guided to the Join/Create Workplace screen. Click Join Workplace and fill in the personal company domain email address to join the workplace.
- Invite Members to a Workplace
WorkDo will generate invite links based on the verification method selected and the invitees have to use the specified email address or mobile number to register before joining the workplace.- Verify with Company Email Address：Send The invite link can be sent to all the users who are using the same company email domain and will automatically join the workplace upon signing on.
- Verify by mobile number：Target invite users with specified mobile numbers who don’t use company email addresses to the workplace.
- Verify by Email Address：Target invite users with specified mobile numbers who don’t use company email addresses to the workplace.
- Invite Link, Network Buddy or Search：This method is suitable for companies that don’t have a company email domain. The invite link generated can be sent to all users, however, the workplace admins have to manually approve each individual before joining the workplace.
- Batch-import Employee Profiles
The workplace admins have to use the HR tool to batch-import employee profiles to WorkDo, in doing so, the system will send an invite link to everyone who has not signed on to WorkDo using either the email address or mobile number.
Note！
- Please note that although the permission for member invite is marked for workplace members and admins, however, this is entirely dependent on the privacy settings of the workplace.
- When members are invited or join the workplace on their own, please use the HR tool to edit their employee profiles.
Relevant Questions
Set your workplace in 5 steps
Can I join the company workplace on my own?
What do I need to do for the new employees joining the workplace?
Get notifications when members join and leave.
Having problems importing employee profiles?
What to do when employees resign?
How do I sign up for WorkDo?
Can I interact with a member individually instead of with all members?
Can I bind the company email domain when I created the workplace using a free email domain?
Main Settings
FAQ-ID：1064
Just like a real company, everybody all plays a different role to work and grow together, this concept is the same in WorkDo.
There are 3 key roles in a WorkDo workplace, and they are member, admin and owner, each with a different purpose and role to play to facilitate the running of the company.
Furthermore, with each tool, there are team members that are responsible for maintaining the settings and records other than using it, so each tool also has a tool role that limits team members’ permissions on what they can do with each tool.（Know more!）
Now let have a closer look at each of the 3 roles in WorkDo!
1 │ Member
- Employees │
- Join, leave workplaces, groups: Join workplaces, create groups, join public groups, leave groups, add buddies, join WorkDo network and use private space.
- Feature shortcuts: View all posts on the wall, personal dashboard.
- Use collaboration tools: Post announcements, create events, track task progresses, share files, vote, chat and use group calls.
- Activate advanced tools: Eform application, track eform progresses.
- Account and notification settings: Change notification setting, use federated login, subscribe to an external calendar, set user DO-ID and change user password.
- Managers │ When members are assigned as managers with the HR tool, they hold the responsibility of signing off on various approvals and eforms and are allowed to view certain team and workplace data.
2 │ Admin
An admin is responsible for managing the settings of the workplace, group or between buddies. Each level could have more than one admins and they can do everything a member can on top of…
- Deleting or editing posts.
- Deleting comments.
- Managing members, including inviting, approving, removing members from workplaces and groups, whether to allow members to invite other people , block members, as well as employee termination settings.
- Level Management
- Workplace Settings – Maintain company information, admin management, set wall post permission, set special notifications, manage employee profile information, group creation permission, payment information(send payment, set billing information and credit card information), set company email domain, insert APIs (available in the web version), etc. It is recommended to have your HR staff and/or IT staff to take on the admin roles.
- Group Settings – Add admins set group privacy, invite members, remove members and set notifications.
- Buddy Settings – Set buddy information (for personal reference only).
- Activate or deactivate advanced tools and set tool roles
3 │ Owner
The owner of the workplace or group, the owner has the higheat authorization. The owner can also…
Who is the owner or admin?
- On the workplace page.
- Select a workplace, group or buddy level.
- Workplace – Click the workplace settings (Click the gear icon for the web version).
- Group – Click the Groups tab on the workplace page and hold the desired group and swipe right, click the settings (Click the gear icon for the web version).
- Buddy – Click the Buddies tab on the workplace page and hold the desired buddy and swipe right, click the settings (Click the gear icon for the web version).
- Select the Manage Admin option. The red crown is assigned to the owner, the blue crown is assigned the admin.
Reminders
- The owner and admin have almost the same authority. In a way of speaking, they are both “admins”, so unless otherwise specified, in all the WorkDo documents either one can be referred to as an admin.
- Since the buddy level only has two members, both parties are admins.
Relevant Questions
WorkDo web general navigation.
WorkDo app general navigation.
How to add admins to the workplaces or groups I own?
How to transfer my workplace/group ownership to others?
How to activate / deactivate a tool?
What is a tool box?
What are the differences between tool admins and workplace admins?
FAQ-ID：1065
The admins is present in workplaces, groups or between buddies, the function of their role is to maintain the settings and permissions of each level.
The “Manage Admin” option is an important setting when onboarding WorkDo, please select the persons responsible for maintaining the workplace settings.
Plan：
All palns
Permission：
Member Admin Owner
Interface： App Web
STEPS │ Assign Workplace / Group Admins
- Select workplace / group / buddy level.
- Workplace │ Tap on the workplace settings (Tap on the gear icon for the Web version).
- Group │ From the workplace page tap on the groups tab, then swipe righ and click on the gear icon.
- Select Manage Admin.
- Add admin.
- App │ Click the + icon.
- Web │ Click Add Admin.
- Select the applicable members.
- Click Done.
STEPS │ Remove Admin
- Select workplace / group / buddy level.
- Workplace │ Tap on the workplace settings (Tap on the gear icon for the Web version).
- Group │ From the workplace page tap on the groups tab, then swipe righ and click on the gear icon.
- Select Manage Admin.
- Remove Admin
- App │ Swipe left on the admin tap on the Remove button then confirm the action.
- Web │ Click on Remove next to the admin then confirm the action.
Reminder
- The buddy level consists of two people, but both are admins by default.
FAQ-ID：1066
You can transfer the ownership to others if you are the workplace or group owner.
(Topic of interest – How to add admins to the workplaces or groups I own?)
Transfer ownership to another admin
Instructions：
- Select the workplace or group for change of ownership.
- Workplace │ Tap on the workplace settings (Tap on the gear icon for the Web version).
- Group │ From the workplace page tap on the groups tab, then swipe right and click on the gear icon.
- Click Advanced.
- Click on Change Owner and select a member from the list.
- App │ Click Change and confirm the action.
- Web │ Click Change and confirm the action.
Reminder
- The ownership concept is not applicable on the buddy level.
- The workplace owner must transfer the ownership first before leaving the workplace.
FAQ-ID：1063
There is a setting for admins which controls whether to go by members’ real names or the nicknames they created. By using their real names could avoids members having difficulty telling who’s who.
HR Names or Workplace Names
Steps：
- On the workplace page.
- Click Workplace Settings then Workplace Privacy.
- Scroll down to find the Member Names Display to choose whether to go by their HR names or the names they set for themselves.
Reminder
- When the HR Names are selected, members can only go to the buddy settings view their nicknames.
FAQ-ID：1062
Do you know who are allowed to invite other people to join your workplace or groups?
By default, only the workplace admins and group admins are able to invite people. However, this setting can be changed to allow any member to invite others into the workplace or groups.
And here’s how!
Who can Invite Members
Steps：
- Enter the workplace or group.
- Click Workplace Settings / Group Settings, followed by Workplace Privacy / Group Privacy.
- Who can Invite Members option.
- Owner and Admin
- Everyone
Setting Recommendation
- Inviting new members into the workplace could involve other settings such as their HR profiles, therefore, it is recommended that only the Workplace Admins are allowed to invite new members. Whereas, group collaboration may often bring in other members, so it is recommended that everyone is allowed to invite new members into the groups.
Relevant Questions
Can I set only admins are allowed to post at the workplace level?
Can I control members from creating public or private groups?
Allow members to use their nickname?
What do different roles do in a workplace or group?
How to add admins to workplaces or groups?
How do I join other public groups in the workplace?
FAQ-ID：1068
You may keep the workplace level for admins only. By doing so, admins could use the workplace level to post company-wide announcements and important policies.
This setting only applies to the workplace level, team members can still chat, collaborate and use the tools at the group level and buddy level.
Set Admins-Only Workplace Level
Steps：
- Click the Workplace Settings.
- Select Workplace Privacy.
- Select an option in Who Can Post.
- Owner and Admin.
- Everyone.
Reminder
- There are three levels in WorkDo design for different types of collaboration. If you intend to use the workplace level for company announcements, then the team members can still freely use the group level and buddy level to collaborate.
Relevant Questions
Allow members to use their nickname?
Can I control members from creating public or private groups?
Can I use the workplace-level chatroom for admins only?
Who is allowed to invite new members into workplaces or groups?
What do different roles do in a workplace or group?
How to add admins to workplaces or groups?
Can I bind the company email domain when I created the workplace using a free email domain?
Share a post or forward a post?
FAQ-ID：1067
As a workplace admin, you can choose not to allow members to create groups, public or private. And because this limitation does not apply to workplace admins, only workplace members, so workplace admins can still create groups whenever they need to.
- Public Groups │ Searchable by anyone in the workplace and are open to all members.
- Private Groups │ Unsearchable by anyone in the workplace and must be invited to join the groups.
Enable or Disable Group Creation
Steps：
- Click Workplace Settings.
- Select Workplace Privacy.
- Check appropriate options in the Members Can Create Groups section.
- Public Groups │ Allow members to create public groups.
- Private Groups │ Allow members to create private groups.
- Both Turned On │ Members can freely create public or private groups.
- Both Turned Off │ Members are not allowed to create groups.
Reminder
- WorkDo designed workplace, group and buddy levels for different types of collaboration, so generally speaking, we do not recommend that you disallow members from creating both public and private groups. However, if you are concerned about certain sensitive information, you may opt to disable members from creating private groups.
Relavent Questions
Who is allowed to invite new members into workplaces or groups?
Allow members to use their nickname?
Can I use the workplace level for admins only?
Can I bind the company email domain when I created the workplace using a free email domain?
What do different roles do in a workplace or group?
How to add admins to workplaces or groups?
How do I join other public groups in the workplace?
Why can’t I find groups to join?
FAQ-ID：1000
If you are a workplace admin, you may edit the company information including company name, workplace image, description, operating hours, address, contact number, website, even the welcome message, etc.
You may use this function to keep the your workplace information up to date.
Edit Workplace Information
Steps：
- Click the Workplace Settings.
- Scroll down to Workplace Profile.
- App │ Select Workplace Info then click the Edit button.
- Web │ Click the Edit button next to the company name.
- Fill out or update all the necessary information.
- Click Done / Save to finish.
Reminders
- When the workplace name or image is changed, a message will be sent to the chatrooms notifying members of the change made instead of a notification, since this does not affect members’ daily workflow.
- Workplace Address in the Workplace info does not have to be the same address listed in the billing information.
Relevant Questions
Who is allowed to invite new members into workplaces or groups?
Can I use the workplace level for admins only?
Should I allow members to use their nicknames?
Can I control members from creating public or private groups?
Billing information update.
Credit card information update.
What do different roles do in a workplace or group?
How to add admins to workplaces or groups?
FAQ-ID：1052
No problem, you can bind the company email domain even if you originally used a free email domain to create a workplace in WorkDo!
Whether you use Google’s Gmail, Apple’s iCould Mail, Yahoo! Mail, AOL Mail or whatever free email service to create a workplace, whenever you decide to bring your team on board, you can bind the company email domain to quick have everyone joined to your workplace.
If you are a workplace admin, you can follow to instrunctions below to bind your company email domain.
Company Email Domain Binding
Steps：
- Enter the Workplace Settings.
- Scroll down and click Workplace Binding.
- Click Add Binding email.
- Input your company email address.
- Click Submit and verify the correctness of the email address.
- Press Cancel to go back.
- Press Confirm to proceed email verification process.
- Check your company email inbox for the verification code and input it back to the screen.
- Click Submit to complete the company email domain binding process.
FAQ-ID：1030
If you want to keep the workplace-level chatroom free from employee chatters and use it only for company-wide announcements only, there is an option for that!
When the setting is turned on, only workplace admins are allowed to freely use the workplace-level chatroom. But please note that, although employees are not allowed to send texts, photos, videos, locations, and stickers in the workplace-level chatroom, they are still free to create group chatrooms to communicate and collaborate as normal.
Set Admins-Only Workplace-Level Chatroom
Steps：
- Enter the Workplace Settings.
- Click Workplace Privacy.
- Set the Who Can Chat option.
- Owner and Admin │ Only workplace owner and admins are allowed to freely send chat messages in the workplace-level chatroom.
- Everyone │ All members are allowed to send chat messages in the workplace-level chatroom.
Reminder
- WorkDo has design three levels (workplace, group & buddy) for different kinds of workplace communication and collaboration. It is intentional that settings that control communication and collaboration are separated. As such, Who Can Chat controls who are allowed to chat in the workplace-level chatroom and Who Can Post controls who are allowed to create tool posts at the workplace level.
Relevant Questions
Sending messages.
Can I use the workplace level for admins only?
Allow members to use their nicknames?
Can I control members from creating public or private groups?
Who is allowed to invite new members into workplaces or groups?
What do different roles do in a workplace or group?
How to add admins to workplaces or groups?
FAQ-ID：1131
Shouldn’t you give your new team members a warm welcome when they are on board?
And it’s important to know when team members leave so you can allocate your resources and prioritize team tasks.
Did you know there is a setting that sends notifications when members join and leave your team? Well, now is a good time to take advantage of it!
Set Workplace / Group Notifications
Steps：
- Enter the Workplace Settings.
- Scroll down to the Manage Workplace / Group section and select Workplace / Group Notifications.
- Turn on the notification settings.
- Alert When Members Join/Leave │ Turn this on to alert the owner and admins when members join or leave.
- Show Chat Message When Members Leave │
Turn this on to show a chat message in the chatroom when members leave.
Reminders
- Member join and leave messages do not count towards the badge count.
- The member join /leave notifications is shown in the personal notification certer of the owner and admins.
Relevant Questions
What is Chat Alert? And how do I change its settings?
How do I change the notification settings?
Notification delay.
Who is allowed to invite new members into workplaces or groups?
Can I set only admins are allowed to post at the workplace level?
Can I control members from creating public or private groups?
What do different roles do in a workplace or group?
Workplace
FAQ-ID：1035
A workplace is a place for you, your company and all your coworkers to communicate and collaborate together. The workplace is designed to be secure and safe for your company with multiple levels of privacy settings. You can also create groups within the company for different departments, projects, or topics.
Within a workplace, you can chat, create tasks, view events, upload files and even make a poll with your colleagues. Also, you can use the HR, Leave, Expense, Conf. Rm. and CRM tools to better manage your company.
The 7 benefits of having a workplace in WorkDo
-
All-in-One
WorkDo is a true all-in-one collaboration platform that integrates all to tools you need to communicate, collaborate and operate. WorkDo effectively reduces your company’s costs of having to maintain multiple servers and IT equipment on your own.
-
Secure Access Control
WorkDo only allows your colleagues to join your secure workplace. There are various ways that you could use to invite the right people to join your workplace, leave it to us to block out the unwanted individuals.
-
The Perfect Virtual Workplace
WorkDo is excellent if your workplace requires multiple discussion groups for different tasks, teams, purposes, etc. The abundant amount of tools guarantee that there’s always the right tool for the job!
-
Flexible Permissions
Each employee could have different permissions in WorkDo, and different tool permissions allow different employees to use the tools in different ways. Changing permissions is as easy as a few clicks by the workplace admins.
-
Report Export
WorkDo keeps track of all the data and records for you, may it be attendance, vacations, approvals and employee information. Download the report you need and customize it the way you want it, it’s all here!
-
Swiftly Remove Former Employees
When an employee part ways with the company, that person could no longer access the workplace data, and everything will be kept for reference, including files and chats.
-
Reduce IT Costs
No servers, no IT staff, no maintenance fees. We’ll handle the security, upgrade and maintenance, so you can focus reaching your goals, together!
Relevant Questions
How to create a workplace?
What should I do on the Start WorkDo page?
How to invite people to a workplace?
How do I edit the company information?
Can I join multiple workplaces with my account?
What are the two default groups for? How Do I use them?
Can I have sub-groups in my workplace? How to create a new group?
What do different roles do in a workplace/group?
What do different roles do in a workplace/group?
WorkDo Network notifications.
Pricing Plans
FAQ-ID：1036
Creating a workplace in WorkDo is easy! All it requires is a valid email address for account verification purposes.
When creating a workplace, you are given the choice of either using a company email address or a free email address. The differences are explained below.
Plan： All plans
Permission： All users
Interface： App Web
Company Email Address
Applicable: For teams that use company email addresses.
Pro: Employees that have the same company email addresses will be automatically invited to join the workplace instead of manually inviting, saving precious time.
Features
- A single company email domain can only be used to create one workplace and only members with the same company email domain will auto-join the workplace.
- Any company email address is unique and for one individual. Avoid mistaken identity!
- By following the steps in creating a workplace, the first person to use the company email address and complete the account verification will be assigned as the owner of the workplace (The ownership can be transferred to other members later on).
- The rest of the team members can auto-join the workplace using the company email.
Steps
- On the Join/Create Workplace page.
- Complete the workplace registration.
- Click the Menu button (
) and select Join/Create Workplace.
- Click Create New Workplace.
- Enter your company email address.
- Click Submit.
- Verification process
- If you used the company email for your personal account registration, please go to step 6.
- If you used an email address that is different from your company email address, please retrieve the verification code from your company email inbox and input it on the screen.
- Enter the company information On the workplace home screen to complete.
Free Email Address
Applicable: For teams that use free email addresses（@gmail, @yahoo…etc.）
Pro: Everyone has to be manually invited and verified first before joinning the workplace.
Features
- Unique email address, no mistake of identity!
- By following the steps in creating a workplace,you will be assigned as the owner of the workplace (The ownership can be transferred to other members later on).
- Target invite members to join the workplace, verification process is no longer required.
Steps
- On the Join/Create Workplace page.
- Complete the workplace registration and you will be led to the workplace home screen.
- Click the Menu button ( ) and select Join/Create Workplace.
- Click Create New Workplace
- Click Create with free email
- Fill out the necessary information
- Click Done
- The workplace home screen will be shown indicating the registration completion.
Reminders
- A company email domain is recognized by the company name followed by the @ sign in the email address (ex. johndoe@company.com). Most company email domains are paid services, however, there are exceptions that even Google’s @gmail.com is used as a company email domain. So please check with your IT staff before registration.
- If your company is a multinational conglomerate or has branch offices, you could simply use the same account and create a new workplace and manage multiple workplaces with the same account.
- If a former employee created a workplace using the company email that is no longer needed, please ask them to delete the workplace or contact us for assistance.
Relevant Questions
What is a workplace?
What should I do on the Start WorkDo page?
How to invite people to a workplace?
How do I edit the company information?
What do different roles do in a workplace/group?
Can I join multiple workplaces with my account?
Workplaces, groups, buddies? Use each level to your advantage.
What are WorkDo’s pricing and plans?
Monthly or yearly payment plan? What’s WorkDo’s billing policy?
Can I bind the company email domain when I created the workplace using a free email domain?
Can I delete a workplace? Can deleted workplace be recovered?
FAQ-ID：1038
There are a number of ways team members could join a workplace and we’ll explain more here.
You could invite team members to the workplace if you are a workplace admin or the Workplace Privacy setting is set to everyone is allowed to invite other members to the workplace.
Invite New Members to a Workplace
Steps：
- On the workplace page.
- Click the Invite Members button on the upper-left corner of the screen.
- Select verification method.
- Verify with company email address.
- Verify by mobile number.
- Verify by email address.
- Verify via invite link, invite Network buddies or member search.
- Send invite link.
- App │ Send the invite link via Facebook, LINE, Whatsapp, WeChat, or copy and paste invite link to external apps.
- Web │ Copy and paste an uniquely generated invite link to other external software.
Reminder
In Step 3, depending on the verification method selected, WorkDo will generate unique invite links for the unregistered users, this in term, will affect whether the users have to be approved by the workplace admins upon joining the workplaces.
Next, we’ll go through the 3 primary ways for members to join workplaces.
- Self-join a Workplace
Download and register WorkDo and the user will be guided to the Join/Create Workplace screen. Click Join Workplace and fill in the personal company domain email address to join the workplace.
- Invite Members to a Workplace
WorkDo will generate invite links based on the verification method selected and the invitees have to use the specified email address or mobile number to register before joining the workplace.- Verify with Company Email Address：Send The invite link can be sent to all the users who are using the same company email domain and will automatically join the workplace upon signing on.
- Verify by mobile number：Target invite users with specified mobile numbers who don’t use company email addresses to the workplace.
- Verify by Email Address：Target invite users with specified mobile numbers who don’t use company email addresses to the workplace.
- Invite Link, Network Buddy or Search：This method is suitable for companies that don’t have a company email domain. The invite link generated can be sent to all users, however, the workplace admins have to manually approve each individual before joining the workplace.
- Batch-import Employee Profiles
The workplace admins have to use the HR tool to batch-import employee profiles to WorkDo, in doing so, the system will send an invite link to everyone who has not signed on to WorkDo using either the email address or mobile number.
Note！
- Please note that although the permission for member invite is marked for workplace members and admins, however, this is entirely dependent on the privacy settings of the workplace.
- When members are invited or join the workplace on their own, please use the HR tool to edit their employee profiles.
Relevant Questions
Set your workplace in 5 steps
Can I join the company workplace on my own?
What do I need to do for the new employees joining the workplace?
Get notifications when members join and leave.
Having problems importing employee profiles?
What to do when employees resign?
How do I sign up for WorkDo?
Can I interact with a member individually instead of with all members?
Can I bind the company email domain when I created the workplace using a free email domain?
FAQ-ID：1064
Just like a real company, everybody all plays a different role to work and grow together, this concept is the same in WorkDo.
There are 3 key roles in a WorkDo workplace, and they are member, admin and owner, each with a different purpose and role to play to facilitate the running of the company.
Furthermore, with each tool, there are team members that are responsible for maintaining the settings and records other than using it, so each tool also has a tool role that limits team members’ permissions on what they can do with each tool.（Know more!）
Now let have a closer look at each of the 3 roles in WorkDo!
1 │ Member
- Employees │
- Join, leave workplaces, groups: Join workplaces, create groups, join public groups, leave groups, add buddies, join WorkDo network and use private space.
- Feature shortcuts: View all posts on the wall, personal dashboard.
- Use collaboration tools: Post announcements, create events, track task progresses, share files, vote, chat and use group calls.
- Activate advanced tools: Eform application, track eform progresses.
- Account and notification settings: Change notification setting, use federated login, subscribe to an external calendar, set user DO-ID and change user password.
- Managers │ When members are assigned as managers with the HR tool, they hold the responsibility of signing off on various approvals and eforms and are allowed to view certain team and workplace data.
2 │ Admin
An admin is responsible for managing the settings of the workplace, group or between buddies. Each level could have more than one admins and they can do everything a member can on top of…
- Deleting or editing posts.
- Deleting comments.
- Managing members, including inviting, approving, removing members from workplaces and groups, whether to allow members to invite other people , block members, as well as employee termination settings.
- Level Management
- Workplace Settings – Maintain company information, admin management, set wall post permission, set special notifications, manage employee profile information, group creation permission, payment information(send payment, set billing information and credit card information), set company email domain, insert APIs (available in the web version), etc. It is recommended to have your HR staff and/or IT staff to take on the admin roles.
- Group Settings – Add admins set group privacy, invite members, remove members and set notifications.
- Buddy Settings – Set buddy information (for personal reference only).
- Activate or deactivate advanced tools and set tool roles
3 │ Owner
The owner of the workplace or group, the owner has the higheat authorization. The owner can also…
Who is the owner or admin?
- On the workplace page.
- Select a workplace, group or buddy level.
- Workplace – Click the workplace settings (Click the gear icon for the web version).
- Group – Click the Groups tab on the workplace page and hold the desired group and swipe right, click the settings (Click the gear icon for the web version).
- Buddy – Click the Buddies tab on the workplace page and hold the desired buddy and swipe right, click the settings (Click the gear icon for the web version).
- Select the Manage Admin option. The red crown is assigned to the owner, the blue crown is assigned the admin.
Reminders
- The owner and admin have almost the same authority. In a way of speaking, they are both “admins”, so unless otherwise specified, in all the WorkDo documents either one can be referred to as an admin.
- Since the buddy level only has two members, both parties are admins.
Relevant Questions
WorkDo web general navigation.
WorkDo app general navigation.
How to add admins to the workplaces or groups I own?
How to transfer my workplace/group ownership to others?
How to activate / deactivate a tool?
What is a tool box?
What are the differences between tool admins and workplace admins?
FAQ-ID：1065
The admins is present in workplaces, groups or between buddies, the function of their role is to maintain the settings and permissions of each level.
The “Manage Admin” option is an important setting when onboarding WorkDo, please select the persons responsible for maintaining the workplace settings.
Plan： All palns
Permission： Member Admin Owner
Interface： App Web
STEPS │ Assign Workplace / Group Admins
- Select workplace / group / buddy level.
- Workplace │ Tap on the workplace settings (Tap on the gear icon for the Web version).
- Group │ From the workplace page tap on the groups tab, then swipe righ and click on the gear icon.
- Select Manage Admin.
- Add admin.
- App │ Click the + icon.
- Web │ Click Add Admin.
- Select the applicable members.
- Click Done.
STEPS │ Remove Admin
- Select workplace / group / buddy level.
- Workplace │ Tap on the workplace settings (Tap on the gear icon for the Web version).
- Group │ From the workplace page tap on the groups tab, then swipe righ and click on the gear icon.
- Select Manage Admin.
- Remove Admin
- App │ Swipe left on the admin tap on the Remove button then confirm the action.
- Web │ Click on Remove next to the admin then confirm the action.
Reminder
- The buddy level consists of two people, but both are admins by default.
FAQ-ID：1116
The biggest difference between a level admin and a tool admin is that one has control over the entire level’s settings and the other only has control over the settings and data of a particular tool. Let’s put it this way…
- Scenario 1 │ Mike is the IT Technician who is responsible for maintaining the overall settings of the workplace in WorkDo, but he should have access to employees’ profiles. What’s his role?
- Scenario 2 │ Richard is the head of the company and is the workplace admin in WorkDo, so how come he can’t view the employee profiles and their leave records?
The two scenarios represent a common misconception of authority and access control. Which is why WorkDo intend to separate the administrators and managers to satisfy different types of data management.
│ Admin Permissions（WorkDo Quick Start Settings） │
1 │ Level Admins
Much like a real company is run by executives, managers and employees, WorkDo reflect these roles as members, admins and owners. （Click to learn more）
2 │ Tool Admins
Of course, there is a lot to running a company, different departments are in charge of different data and files. For example, the HR, Accounting and Marketing departments don’t exchange information. And it is with this mindset, WorkDo also designed different roles for different tools, and each role is only privy to what is allowed for that role. （Click to learn more）
Scenario Sulutions
- Scenario 1 │ Set Mike as the workplace admin to maintain the workplace settings, but for tools like HR, Attendance, Leave and Payroll, set the appropreiate personnel as the managers instead.
- Scenario 2 │ Richard, the head of the company should also be set as the tool admin to gain access to detailed information.
Reminder
- Only the advanced tools have different tool roles for access control, and these tools are only for paid plan. Upon creating your first workplace, users have a 30-day trial period to try out all the tools and features of WorkDo. It is high recommended that all users take the opportunity and get an in-depth experience of WorkDo!
FAQ-ID：1066
You can transfer the ownership to others if you are the workplace or group owner.
(Topic of interest – How to add admins to the workplaces or groups I own?)
Transfer ownership to another admin
Instructions：
- Select the workplace or group for change of ownership.
- Workplace │ Tap on the workplace settings (Tap on the gear icon for the Web version).
- Group │ From the workplace page tap on the groups tab, then swipe right and click on the gear icon.
- Click Advanced.
- Click on Change Owner and select a member from the list.
- App │ Click Change and confirm the action.
- Web │ Click Change and confirm the action.
Reminder
- The ownership concept is not applicable on the buddy level.
- The workplace owner must transfer the ownership first before leaving the workplace.
FAQ-ID：1037
There are three ways you can join your company workplace: being invited via a team member, being invited when the company HR imported the employee profiles, or join the workplace on your own.
If your workplace has bound a company email domain, then you may join the workplace with your company email.
│ Steps for employees join the workplace（Click to enlarge） │
Onboard Workplace – Employees
STEP 1 │ Upon WorkDo Account Sign Up
- Donwload WorkDo then sign up and you will be directed to the Join/Create Workplace screen.
- Click Join Workplace.
- Enter your company email.
- Email verification
- Unverified │ A verification code will send to this email address, submit the code to complete the email confirmation to join the workplace.
- Verified │ Joins the company workplace immediately.
STEP 2 │ Join Multiple Workplaces
- Click the icon on the upper-left-hand corner..
- Click Join/Create Workplace.
- Click Join Workplace.
- Enter your company email.
- Emailverification
- Unverified │ A verification code will send to this email address, submit the code to complete the email confirmation to join the workplace.
- Verified │ Joins the company workplace immediately.
Reminders
- If the workplace is created with free email domain or you do not have a company email, the workplace admin will need to send you an invite to join the workplace.
- An employee profile will be automatically created in the HR tool upon joining a workplace. Only by completing the rest of the settings in the employee profile will the employee be able to clock in/out, send overtime, approvals, expenses requests, apply for leaves, and receive pay slips, etc.
FAQ-ID：1124
Would you like to delete your trial workplace and start anew?
Can I recover a deleted workplace?
These are the two common questions users ask about deleting workplaces. Well, typically, if you created a workplace, you become the owner of the workplace by default, and unless the ownership is transferred, you can delete the workplace if you want.
Caution!
Once you delete a workplace, all the files and data pertained within will be gone for good, and the process is irreversible. Therefore, we strongly recommend you back up all necessary files before performing this move.
Workplace Deletion
- Enter the workplace you’d like to delete.
- Enter the Workplace Settings.
- Select Delete Workplace.
- Enter the confirmation code.
- Delete.
- Upon workplace deletion, all members are removed from the workplace and entering the WorkDo Network.
- You can create a new workplace or join other workplaces as you see fit.
Reminders
- A company email domain is recognized by the company name followed by the @ sign in the email address (ex. johndoe@company.com). Most company email domains are paid services, however, there are exceptions that even Google’s @gmail.com is used as a company email domain. So please check with your IT staff before registration.
- You can only create one workplace using the same company email domain.
- If the workplace owner did not transfer the ownership to another user before leaving the workplace, then you have no way of deleting the workplace on your own. You may contact us for assistance should this be your case.
Groups
FAQ-ID：1050
Joining the right groups not only improves your collaboration effort but also helps you assimilate into the company culture. Wanna know what public groups in the workplace you can join? Find out now!
Click the Public Groups on the Workplace page and you will find all the public groups available to join.
Join Public Groups
STEPS │ App
- Click the Workplace tab. (See WorkDo app general navigation)
- Click the Public Groups next to the Do button.
- Select groups and click Join.
STEPS │ Web
- Click the
icon. (See WorkDo web general navigation) - Click Public Groups.
- Select groups and click Join.
- Alternatively, you can click the public groups icon on the side menu to join groups.
Reminders
- Public Groups (N): The N represents the avilable public groups you can join.
- If the Auto Accept option is turned off, your join request needs to be approved by the group admin before joining the groups
- If the Auto Accept option is turned on, you will join the groups immediately.
FAQ-ID：1064
Just like a real company, everybody all plays a different role to work and grow together, this concept is the same in WorkDo.
There are 3 key roles in a WorkDo workplace, and they are member, admin and owner, each with a different purpose and role to play to facilitate the running of the company.
Furthermore, with each tool, there are team members that are responsible for maintaining the settings and records other than using it, so each tool also has a tool role that limits team members’ permissions on what they can do with each tool.（Know more!）
Now let have a closer look at each of the 3 roles in WorkDo!
1 │ Member
- Employees │
- Join, leave workplaces, groups: Join workplaces, create groups, join public groups, leave groups, add buddies, join WorkDo network and use private space.
- Feature shortcuts: View all posts on the wall, personal dashboard.
- Use collaboration tools: Post announcements, create events, track task progresses, share files, vote, chat and use group calls.
- Activate advanced tools: Eform application, track eform progresses.
- Account and notification settings: Change notification setting, use federated login, subscribe to an external calendar, set user DO-ID and change user password.
- Managers │ When members are assigned as managers with the HR tool, they hold the responsibility of signing off on various approvals and eforms and are allowed to view certain team and workplace data.
2 │ Admin
An admin is responsible for managing the settings of the workplace, group or between buddies. Each level could have more than one admins and they can do everything a member can on top of…
- Deleting or editing posts.
- Deleting comments.
- Managing members, including inviting, approving, removing members from workplaces and groups, whether to allow members to invite other people , block members, as well as employee termination settings.
- Level Management
- Workplace Settings – Maintain company information, admin management, set wall post permission, set special notifications, manage employee profile information, group creation permission, payment information(send payment, set billing information and credit card information), set company email domain, insert APIs (available in the web version), etc. It is recommended to have your HR staff and/or IT staff to take on the admin roles.
- Group Settings – Add admins set group privacy, invite members, remove members and set notifications.
- Buddy Settings – Set buddy information (for personal reference only).
- Activate or deactivate advanced tools and set tool roles
3 │ Owner
The owner of the workplace or group, the owner has the higheat authorization. The owner can also…
Who is the owner or admin?
- On the workplace page.
- Select a workplace, group or buddy level.
- Workplace – Click the workplace settings (Click the gear icon for the web version).
- Group – Click the Groups tab on the workplace page and hold the desired group and swipe right, click the settings (Click the gear icon for the web version).
- Buddy – Click the Buddies tab on the workplace page and hold the desired buddy and swipe right, click the settings (Click the gear icon for the web version).
- Select the Manage Admin option. The red crown is assigned to the owner, the blue crown is assigned the admin.
Reminders
- The owner and admin have almost the same authority. In a way of speaking, they are both “admins”, so unless otherwise specified, in all the WorkDo documents either one can be referred to as an admin.
- Since the buddy level only has two members, both parties are admins.
Relevant Questions
WorkDo web general navigation.
WorkDo app general navigation.
How to add admins to the workplaces or groups I own?
How to transfer my workplace/group ownership to others?
How to activate / deactivate a tool?
What is a tool box?
What are the differences between tool admins and workplace admins?
FAQ-ID：1065
The admins is present in workplaces, groups or between buddies, the function of their role is to maintain the settings and permissions of each level.
The “Manage Admin” option is an important setting when onboarding WorkDo, please select the persons responsible for maintaining the workplace settings.
Plan： All palns
Permission： Member Admin Owner
Interface： App Web
STEPS │ Assign Workplace / Group Admins
- Select workplace / group / buddy level.
- Workplace │ Tap on the workplace settings (Tap on the gear icon for the Web version).
- Group │ From the workplace page tap on the groups tab, then swipe righ and click on the gear icon.
- Select Manage Admin.
- Add admin.
- App │ Click the + icon.
- Web │ Click Add Admin.
- Select the applicable members.
- Click Done.
STEPS │ Remove Admin
- Select workplace / group / buddy level.
- Workplace │ Tap on the workplace settings (Tap on the gear icon for the Web version).
- Group │ From the workplace page tap on the groups tab, then swipe righ and click on the gear icon.
- Select Manage Admin.
- Remove Admin
- App │ Swipe left on the admin tap on the Remove button then confirm the action.
- Web │ Click on Remove next to the admin then confirm the action.
Reminder
- The buddy level consists of two people, but both are admins by default.
FAQ-ID：1116
The biggest difference between a level admin and a tool admin is that one has control over the entire level’s settings and the other only has control over the settings and data of a particular tool. Let’s put it this way…
- Scenario 1 │ Mike is the IT Technician who is responsible for maintaining the overall settings of the workplace in WorkDo, but he should have access to employees’ profiles. What’s his role?
- Scenario 2 │ Richard is the head of the company and is the workplace admin in WorkDo, so how come he can’t view the employee profiles and their leave records?
The two scenarios represent a common misconception of authority and access control. Which is why WorkDo intend to separate the administrators and managers to satisfy different types of data management.
│ Admin Permissions（WorkDo Quick Start Settings） │
1 │ Level Admins
Much like a real company is run by executives, managers and employees, WorkDo reflect these roles as members, admins and owners. （Click to learn more）
2 │ Tool Admins
Of course, there is a lot to running a company, different departments are in charge of different data and files. For example, the HR, Accounting and Marketing departments don’t exchange information. And it is with this mindset, WorkDo also designed different roles for different tools, and each role is only privy to what is allowed for that role. （Click to learn more）
Scenario Sulutions
- Scenario 1 │ Set Mike as the workplace admin to maintain the workplace settings, but for tools like HR, Attendance, Leave and Payroll, set the appropreiate personnel as the managers instead.
- Scenario 2 │ Richard, the head of the company should also be set as the tool admin to gain access to detailed information.
Reminder
- Only the advanced tools have different tool roles for access control, and these tools are only for paid plan. Upon creating your first workplace, users have a 30-day trial period to try out all the tools and features of WorkDo. It is high recommended that all users take the opportunity and get an in-depth experience of WorkDo!
FAQ-ID：1066
You can transfer the ownership to others if you are the workplace or group owner.
(Topic of interest – How to add admins to the workplaces or groups I own?)
Transfer ownership to another admin
Instructions：
- Select the workplace or group for change of ownership.
- Workplace │ Tap on the workplace settings (Tap on the gear icon for the Web version).
- Group │ From the workplace page tap on the groups tab, then swipe right and click on the gear icon.
- Click Advanced.
- Click on Change Owner and select a member from the list.
- App │ Click Change and confirm the action.
- Web │ Click Change and confirm the action.
Reminder
- The ownership concept is not applicable on the buddy level.
- The workplace owner must transfer the ownership first before leaving the workplace.
FAQ-ID：1047
The Information Hub and WorkDo Testing are two default groups that come with your new workplace when it is created. All members will automatically join these groups as they onboard WorkDo. These groups are designed for members who are unfamiliar with WorkDo to have a place to discuss features and how to use WorkDo.
Of course, you could rename the groups and change any of the group settings to suit your team purpose any way you see fit, or you could delete them if you so desire.
FAQ-ID：1049
Whether is team collaboration or group discussion, you need to be able to instantly bring the right people into the group to reduce the decision-making time and avoid the golden opportunity passing by.
WorkDo offers multiple ways to invite team members into the groups, including invites via QR code, from workplace roster, buddy list, or Do-ID, etc, just go with what works for you!
Plan： All plans
Permission： Group members Group admins
Interface： App Web
Invite New Members into Groups via Group QR Code, Link
- Enter the Group Settings.
- Click Group QR Code.
- Select a sharing method.
- Display QR Code
Display the group QR code for members to scan and join the group. - Save QR Code
Download the QR code and share it however you wish. Right click then svae the file for the web version. - Copy Link
Share the group QR code as a link and share it as you would normally. - Refresh QR Code
The group QR code doesn’t expire, however, in certain situations, you might want to refresh it. Simply click the
icon on the QR code screen and select Refresh to update the QR code.
- Display QR Code
Invite New Members into Groups via Add Members Method
- Enter the Group Settings.
- Click Add Members.
- Select an invite method.
- Workplace Roster │ Select members from the entire workplace roster.
- Groups │ Add members from your other groups into the current group.
- Buddies │ Select from your buddy list into the current group.
- Scan QR Code │ Scan a QR code to join the group.
This is an app-only function. Click the QR Code tab to turn on your QR code scanner and scan the QR code to join the group. - Search Do-ID │ Use the Do-ID to search a member to add to the group, and this method will work for members who have set their Do-IDs.
Click the Do-ID tab and input a member’s Do-ID to send a group invite.
Reminder
- The workplace admins have the authority to decide whether members are allowed to create groups in the workplace.
- If the Add Members option is not available to you, it means that this group only allows admins to invite new members.
- The invitees must be members of the workplace.
- WorkDo is a collaboration focused application, therefore, adding new members into the groups doesn’t require their permission.
Relevant Questions
What is my WorkDo QR code used for?
Who is allowed to invite new members into workplaces or groups?
Get notifications when members join and leave.
Workplace or groups? How to create groups?
Why can’t I find a group?
Workplace, Group, Buddy Settings.
What do different roles do in a workplace or group?
Chats
FAQ-ID：1030
If you want to keep the workplace-level chatroom free from employee chatters and use it only for company-wide announcements only, there is an option for that!
When the setting is turned on, only workplace admins are allowed to freely use the workplace-level chatroom. But please note that, although employees are not allowed to send texts, photos, videos, locations, and stickers in the workplace-level chatroom, they are still free to create group chatrooms to communicate and collaborate as normal.
Set Admins-Only Workplace-Level Chatroom
Steps：
- Enter the Workplace Settings.
- Click Workplace Privacy.
- Set the Who Can Chat option.
- Owner and Admin │ Only workplace owner and admins are allowed to freely send chat messages in the workplace-level chatroom.
- Everyone │ All members are allowed to send chat messages in the workplace-level chatroom.
Reminder
- WorkDo has design three levels (workplace, group & buddy) for different kinds of workplace communication and collaboration. It is intentional that settings that control communication and collaboration are separated. As such, Who Can Chat controls who are allowed to chat in the workplace-level chatroom and Who Can Post controls who are allowed to create tool posts at the workplace level.
Relevant Questions
Sending messages.
Can I use the workplace level for admins only?
Allow members to use their nicknames?
Can I control members from creating public or private groups?
Who is allowed to invite new members into workplaces or groups?
What do different roles do in a workplace or group?
How to add admins to workplaces or groups?
Tool Box
FAQ-ID：1116
The biggest difference between a level admin and a tool admin is that one has control over the entire level’s settings and the other only has control over the settings and data of a particular tool. Let’s put it this way…
- Scenario 1 │ Mike is the IT Technician who is responsible for maintaining the overall settings of the workplace in WorkDo, but he should have access to employees’ profiles. What’s his role?
- Scenario 2 │ Richard is the head of the company and is the workplace admin in WorkDo, so how come he can’t view the employee profiles and their leave records?
The two scenarios represent a common misconception of authority and access control. Which is why WorkDo intend to separate the administrators and managers to satisfy different types of data management.
│ Admin Permissions（WorkDo Quick Start Settings） │
1 │ Level Admins
Much like a real company is run by executives, managers and employees, WorkDo reflect these roles as members, admins and owners. （Click to learn more）
2 │ Tool Admins
Of course, there is a lot to running a company, different departments are in charge of different data and files. For example, the HR, Accounting and Marketing departments don’t exchange information. And it is with this mindset, WorkDo also designed different roles for different tools, and each role is only privy to what is allowed for that role. （Click to learn more）
Scenario Sulutions
- Scenario 1 │ Set Mike as the workplace admin to maintain the workplace settings, but for tools like HR, Attendance, Leave and Payroll, set the appropreiate personnel as the managers instead.
- Scenario 2 │ Richard, the head of the company should also be set as the tool admin to gain access to detailed information.
Reminder
- Only the advanced tools have different tool roles for access control, and these tools are only for paid plan. Upon creating your first workplace, users have a 30-day trial period to try out all the tools and features of WorkDo. It is high recommended that all users take the opportunity and get an in-depth experience of WorkDo!
FAQ-ID：1110
All the tools you need in one place, just Do it!
Communication, collaboration, resource management, WorkDo knows what you need! WorkDo amassed all the tools you need to collaborate seamlessly, allowing employees to be more flexible, responsive and productive.
Tap the Do button to switch instantly tools or enter the toolbox!
A dedicated toolbox for workplace, group and buddy level collaboration.
A toolbox for each level offers a clear line of authorization. Admins are able to set permissions for all employees and everyone can check their permission in the workplace, group and buddy toolbox for details.
Use the basic tools to collaborate with high efficiency!
The basic tools allow for more streamlined workflow and focused communication. Post company announcements, assign tasks, share files, send event notifications, make calls and send messages, there is a tool for it! Use them wisely and watch your team’s productivity soar!
- Basic Tool
- Workplace
- Groups
- Buddies
- Announcement
- Notes
- Tasks
- Events
- Albums
- Files
- Links
- Polls
- Dashboard
- Wall
- Calendar
- Workflow
- Chats
- Audio Call
- Video Call
- Group Call
View All Basic Tools Features
Download Basic Tools Quick Start Guide
Advanced tools for improved resource management!
The advanced tools are flexible to meet all team’s work style and company policies and they are interconnected to provide a marvelous team collaboration experience!
- Advanced Tool
- Workplace
- Groups
- Buddies
HR tool must be enabled.
- HR
- Payroll
- Attendance
- Check In
- Leave
- Leave Pro
- Shift
- Overtime
- Timesheet
- Expenses
- Approvals
- Conf. Rm
- CRM
- Cashbook
- Phonebook
- We Buy
- IOU
Download Advanced Tools Quick Start Guide
User guides available for detailed step-by-step walkthrough.
For every tool there is a detailed user guide showing users the set up process with examples, perfect for any newcomer! You can download them in the Resource Center or in the toolbox.。