Introduction

Invite colleagues to your Wovex Workspace so they can view content, contribute to maps, enter data, or help with assessments.

Administrators on the Starter Plan or above can invite users to a Workspace and choose the level of access each person should have.

Before you start

You must be an Administrator.
Your Wovex subscription must be on the Starter Plan or above.
You need the email address of each person you want to invite.

Check our plans and pricing to add this to your subscription.

Add the ability to invite others to Wovex here.

Invite people to a Workspace

Open the Workspace you want to share.
Select + Invite People.
You can access this from My Workspace or from the map toolbar.
Enter the email address of the person you want to invite.
Select the email from the suggestion box to confirm it.
Choose the correct user permission level:
- Administrator
- Standard
- Guest
Add a personalised email message if needed.
Select Invite.

Note: The invite screen also appears when you create a new Workspace (If you have multiple Workspaces with the Advanced plan or above), so you can invite people during setup.

The personalised email message can be useful if they may wonder why they have been invited to Wovex or to this particular Workspace, if they have access to more than one. If not, it is not necessary.

What happens after you send an invite?

What happens next depends on whether the person is new to Wovex, already has a Wovex account, or was previously deleted.

If the person is new to Wovex

A new user account is created for them.
Their login name will be their email address.
They will receive an email asking them to confirm their email address and set a password.
They will also receive an email with the link they can use to log in to Wovex in future.

If the person already has a Wovex account

There are two possible outcomes.

They need access to your Workspace

If they do not already have access to your Workspace, they will be given access to it.
If your organisation uses multiple Workspaces on the Advanced Plan and above, the Workspace will appear on their Workspaces screen.
They will not receive an email about this unless you send a personalised message.

They are being invited to a higher licence level

If the invited role gives them a higher licence level than they currently have, their licence will be upgraded.
They will gain access to the functionality available at that higher level.
They will receive an email asking them to verify their email and accept the upgrade.
If they already have a higher licence level than the one you selected, they will not be downgraded.

Note: Each user’s available functionality depends on your organisation’s Wovex subscription level. For example, if your organisation upgrades from Starter to Advanced, users will gain access to the additional functionality included in that plan.

If the person was previously deleted

Their account will be reactivated using the licence level you choose.
Any previous Workspace permissions they had will be removed.
Their login and password remain the same.
If they do not remember their password, they may need to reset it.

Warning:

Previously deleted users are reactivated, but their old Workspace permissions are not restored.

Send a reminder to an invited user

If a new user has not yet accessed the Workspace, you can send them a reminder.

Open the Workspace.
Select Invite People.
Open People with Access.
Select Send Reminder next to the user you want to remind.

They will receive a reminder message to access the Workspace.

Choose the right permission level

Administrator

Full access to mapping
Full access to Workspaces
Full access to data
Full access to reports
Full access to account settings
Full access to billing details

Standard

Full access to mapping
Full access to Workspaces
Full access to data
Full access to reports
Access to basic settings only

Guest

Can view maps
Can view or edit tracking data assigned to them for input
Can take part in Initiative Optimisation Assessments

Who can invite other users?

Administrators can invite Administrator, Standard, or Guest users to a Workspace.
Standard and Guest users cannot normally invite other users.
The exception is when your organisation has the Optimise Initiatives add-on. In that case, Standard users and Guests can invite others to that area only.

Enterprise-only access controls

If your organisation has the enterprise Governance add-on pack, you can use Manage Permissions to limit access to specific items. For example, you might invite someone as a Standard user but allow them to see only selected Measures.

To do this:

Select the items you want them to access.
Go to More > Workspace Permissions.
Update the permissions as needed.

Note: This is an Enterprise add-on feature see more about this here.

Contacts created automatically

When a new user is added, Wovex can also create a Contact for them automatically if one does not already exist.

Here is how it works:

Wovex checks whether a Contact already exists with the same email address.
If no matching Contact exists, Wovex creates one using the user’s email address.
The email address is used as the Contact title initially.
You can then update the Contact title later to show the person’s name instead.

This helps reduce manual setup when adding new users.

What are Contacts?
Contacts are a list of people, roles, groups, and organisations that can be selected as owners, managers, or contributors for items in Wovex. For example, Peter West may be the Manager of an Initiative called "Move into a new head office". The Initiative record would use the Contact "Peter West" in the Manager field.

Common questions

The user did not receive the invitation email

Check whether:

the email address was entered correctly
the person has already accessed the Workspace
you need to send a reminder from People with Access

The user already has a Wovex account

They can still be invited to your Workspace. Depending on their current access, they may:

gain access to your Workspace
receive a licence upgrade
see the Workspace appear without a notification email unless you send a personalised message

I chose the wrong permission level

Review the permission levels above and update access using your Workspace permission controls where available. Enterprise customers can also use Manage Permissions for more granular control.