In this article, we are going to show you how you, as an admin, can manage your users, whether they are employed on a permanent or temporary basis.
Terminologies
User: A user is a collective term for guests and employees who are users on the RICOH Spaces platform.
Guest: A guest user is a temporary employee who is employed for a defined period of time.
Employee: An employee is a permanent employee who is employed indefinitely.
All users are listed on the Users list within the platform. Through that section on the web, admins can easily display and manage a list of all their employees for their organisation.
Note: In order to manage users, you need to be a Global or HR admin.
Manage the Users list
1. From the RICOH Spaces web app, navigate via the icons on the left-hand side to find Organisation Settings. Then click on the Users section.
2. In this section, you can easily:
View a list of all your users and statuses:
Upcoming: The user's active date is set in the future
Active: User is active and can access the platform
Expired: The users' expiry date has passed, and they will not be able to access the platform
Disabled: The user is disabled, logged out and does not appear in searches. User details are still visible in the Users list.
Deleted: The user is removed from the platform. They are not able to access the platform, and their details are removed.
Display an employee profile: clicking on an employee will open a new window showing information related to them, such as their current job title, mobile number, etc.
Bulk update: Tick multiple employees and use the bottom menu to delete multiple users at once.
Edit, disable, update and expire users' access.
Upload CSV files: Upload new users using our CSV upload functionality. Find more information below.
Note: Users can also be deleted through our platform within the Users list or removed through your AD sync. Please refer to our article for more details.
How to Create a User
You can create users in two different ways, selecting the "+" button or by uploading users via a CSV file.
Add Users Manually
1. Click on the "+" at the top right of your screen within the Users area.
2. Input the user information:
Employee Type*: Whether they are a temporary or permanent user
Email*: Their email address
First Name*
Last Name*
Job Title
Company
Badge Number
Tags
Note that the fields with an asterisk are compulsory.
3. Once all necessary information is filled, click Next.
4. Now select a time frame that this user can be active for.
Active Date: The date when an employee or guest will start to be active.
Expiry Date: This is used for temporary users. When a user's access expires, they won't be able to log into the platform anymore.
5. Click Create. The user now appears on the Users list and will be able to sign into RICOH Spaces on their activation day.
NOTE: Once a guest's account has been disabled, users are logged out of mobile and web applications
Below is an example of a guest's profile as they would see it within their account details.
Note: Guest users are only able to log in via magic links on the web and mobile apps. Single sign-in through Microsoft and Google is not supported.
Upload CSV
If you have more employees or guests who may not have logged into the platform yet or have information you want to bulk update, you can use the CSV upload functionality.
Follow the steps below to successfully add new users.
Click on 'Upload Users' at the top right of your screen.
2. Download the .CSV template.
3. Fill in the sheet following the example.
Note: Please ensure you save the file as .CSV
4. Upload the sheet back to the Users section.
Edit/Delete Users
To find a specific user, you can use the search bar at the top of the page and filters.
Open a user's profile to have edit and deletion options:
Update details: Select a field to update it.
Disable a user: Toggle on "Disable User".
Force expire: Toggling in this option will immediately expire a guest's access.
Edit start and expiry dates: You can edit the start and expiry dates of guests.
Delete: This will delete the user from your list.
Note: Only guest users have active/expiry dates on their profile, along with ‘Force Expire’. Employees are permanent and will only show a ‘Disable User’ option.
Note: Once a user has been deleted, they can not be added back. Please contact our support team ([email protected]) to assist you.
FAQ
Can I extend a guest's access after I have created their profile? Reactivate an expired guest, too?
Guests can be reactivated or have their account activity period extended by changing the expiry date on their profile.
The user has been deleted. Can I add them again?
Deleted users cannot be added again to your Users list manually. This can be done upon request via our support team ([email protected]).
I get the message "This email already exists" when I try to add a user. Why?
The email is already used by someone in your Users list. Please use the search bar to find the user.