Workiva Support Center

Basics of adding users

Note: To add a user to a workspace, they need to be a member of your organization. See Add users to an organization for details.

Workspace Owners and Org Workspace Admins can add users to a workspace to collaborate on documents and data. You can search for and add any existing member of your organization to a workspace. Alternatively, you can add a list of users from a CSV file.

When you add someone to a workspace, you can choose to send a welcome email containing sign-in details or simply notify them that they've been added. If you choose not to send a welcome email, only Org User Admins can resend it at a later time.

Note: Users can't add themselves to workspaces, regardless of their roles. Only other Workspace Owners or Org Workspace Admins can add them to the workspace.

Add a new user

Note: If you're an Org Workspace Admin who's not part of the workspace, you can still add users via Organization Admin.

To add someone to a workspace:

1. In the top right, click your workspace name and select Members.
   
   
2. On the Members tab, click Add and select Add organization users.
3. Find the users you’d like to add by searching or scrolling through the list. You can select to hide existing workspaces members to help with searching and filtering.
4. Check the box next to the user's name. You can select multiple people at the same time by selecting the first person, then holding shift, and then selecting the last person.
   
5. Choose options to send a welcome email or notify them that they've been added to the workspace.

   Note: If you uncheck Send welcome email to new users, only Org User Admins can resend it.

6. Click Add users to finish.

Add users in bulk via CSV file

Note: If you are also an Org User Admin, you can add users to both the organization and workspace at the same time with this option.

You can add a list of users to a workspace and simultaneously update their group memberships using a CSV file.

To add a list of users to a workspace via CSV file:

1. On the Members tab, click Add and select Add users from file.
   
2. Download the CSV template to help you with accurate formatting, and fill it out. If using your own file, make sure that your column headings match the headings in the template.
   • Usernames must be unique.
   • Email addresses must be valid.
   • If you’re also updating group memberships, the group names must already exist in the workspace (group names are case insensitive) and must be comma separated in the CSV file.
     

     Note: The groups that are obtained from the CSV file will replace the users’ current group memberships. Only the All Users group membership will stay the same no matter what groups are listed in the file.

   A valid CSV file looks like this:
   
3. Upload the file and click Next.
4. Review the list of users and any groups that were obtained from the file. You can also choose to send welcome emails or notify users that they’ve been added to the workspace.
   
5. Click Add users.
6. Click Upload another file to add more users from another file, or click Finish.

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