If you are a Standard User or Administrator you will have the permission to invite others to access your Workspace to see your work and contribute to maps or definitions in the Workspace.

Give people access to Wovex and your Workspace with the '+Invite People' button.

This is accessible from 'My Workspace' and when editing a map on the toolbar.

This screen also pops up when you first create a new Workspace to allow you to invite those you want to have access. (If you have multiple Workspaces)

All you have to do is add the emails for users you want to have access at the top, select them from the grey box to confirm, select the user permission level and hit Invite.

You can choose to send a personalised email message to them. This can be edited before you select 'Invite'.

This is useful as they may wonder why they have been invited to Wovex, or this Workspace and with a specific licence level.

For example, if you have just started using Wovex, you may want to welcome them, share why they have been added and that someone will be in touch about their role. If you are speaking with someone and inviting them, you may say this verbally to them, and therefore, there is no need for an extra email to be sent.

If a new user has not yet accessed the Workspace that you have invited them to, you can easily send reminders.

Go to the Workspace, Click Invite People and view People with Access.

Then select Send Reminder next to the users you want to remind.

They will receive a reminder message to access the Workspace.

Admin users can invite any other level of user to a workspace.

Standard users can invite Guests and Standard users to a workspace.

(Guests can't invite others...with one exception, Enterprise plan Guests with Impact Assessment Add-on can invite others to the Impact Assessments they have created.)

New Users

New users will have an account created for them.

Their login name will be their email address.

They will receive an email asking them to confirm their email address and then set a password.

An email will be sent to them confirming the link to log in to Wovex in the future.

Existing users with a lower level of the licence will be upgraded.

They will have access to the new licence level's information and functionality.

An email will be sent to them to verify their email and accept the upgrade.

For users who already have a higher level of licence than you selected, their level will not change. They will not be downgraded.

Only relevant for customers with multiple Workspaces (Starter and Above).

Existing users without access to your Workspace will be given permission for it.

They will not receive an email informing them of access unless you have sent a personalised email. It will simply appear on their Workspaces screen.

Any invited user who was a Wovex user before and was deleted will be reactivated with the licence level you specify.

Any previous permissions they would have had to Workspaces will be removed, so it will be as if they are a new user.

Their login and password will be as before, so they may need to reset their password if they've forgotten it.

User licence permissions

Every licence level has access to functionality appropriate to the level of Wovex your organisation subscribes to.

For example, if you upgrade from Personal to Advanced, all users will have access to any new permissions this provides.

You may wish to restrict user access to certain items only. This is done with the 'Manage permissions' functionality.

For example, if you are inviting users as Standard users and only want them to see five Measures:

- Select these five Measures

- Use 'Manage permissions' (More > Manage Permissions) to manage the permissions.

What are Contacts?

Contacts are a list of people, roles, groups and organisations that can be selected as owners, managers, etc. for an item.

For example, Peter West may be the Manager of an Initiative to 'Move into new head office'.

So, on the Initiative 'Move into new head office', the user will change the 'Manager' field and search the list of Contacts for Peter West and add him in.

The Contact 'Peter West' will need to be added to Wovex.

The automatic process

To help save time, when a new User is added then, if there is not already a Contact for them, then one will be added.

All that Wovex has is the email address of a new user, so it checks if a Contact with the same email address exists already.

If not, then a Contact is created using the email address as the Title of the Contact and email address. This can then be added to change the Contacts Title to their name.

If there is already a Contact created then a new one is not added.

This process will help save time adding new Contacts.

Please see the process here.