This guide is designed to help organization administrators understand how user onboarding works in a Single Sign-On (SSO) setup. While Workway handles most of the onboarding process automatically, there are a few key actions and best practices you should know to ensure your team members can access Workway without issues.
Step 1: Ensure the User Has an Account in Your Identity Provider (IdP)
Workway pulls user info from your SSO provider. Make sure the user is:
- Created and active in your IdP (e.g. Okta, Azure AD).
- Belongs to the correct group or application that’s connected to Workway.
Step 2: Ask the User to Log In to Workway
The user should:
- Go to workway.app
- Enter their work email
- Sign in through your organization's SSO page
📌 No manual account creation is needed—they’ll be onboarded automatically on first login.
Step 3: Seat Availability Check (Automatic)
- If your organization has available seats, the user will automatically be granted access and assigned the “Member” role.
- If all seats are used, the user will be blocked from accessing Workway until a seat becomes available.
Step 4: Manage Roles (Optional)
As an Admin, you can assign roles within the Workway Admin Panel:
- Admin: Access to the Workway Admin Panel, including the ability to assign quests, view dashboards, and change user roles within Workway.
🔒 Note: Admins cannot fully manage users (e.g. add or remove them); user provisioning is handled through your organization’s SSO provider.
- Member – Regular Workway access
- Non-Member – User will lose product access but remain listed in your organization
✅ Changing a user to “Non-Member” frees up a seat but retains their record for future reactivation.
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