Manage Access Evo organisation member settings for Access Button inside PeopleXD

Note: The following information is only related to PeopleXD Evo customers using Access Button inside PeopleXD. If you use PeopleXD in a Workspace tab, read the relevant article.

As an administrator in Access Evo (previously Access Workspace), you’ll have access to the Members area, which can be used to:

Look up employee records that have been synced.
Manage their access to Access Evo applications such as Learning Lite, Engage Lite and HMRC Notifications.

Prior to the integration with PeopleXD, if you already had other Access Products within Access Evo, this is where you would go to manage users for those Products, including:

Add new users.
Update their details such as Name, Tags.
Manage their access to other Access Evo applications.
Revoke access.

As part of your upgrade to PeopleXD Evo, the Member records inside Access Evo will be created and managed from PeopleXD.

To view your organisation members, click your avatar, select Organisation Settings then click Members. Alternatively, simply click the members icon.

Search and Filter Member Records

To search for a specific member, enter their name in the search bar and to filter the results, click the funnel icon.

To select all the users, click the All Selection icon.
To refresh the list, click the Refresh icon.

Member Record Types

There are two types of member accounts inside Access Evo:

Type	Description
Email	In cases where you already have an existing Access Evo organisation, you may have email accounts already setup which your PeopleXD records will be linked to.
Username	In cases where you have not used Access Evo before, or a user did not exist on your Access Evo organisation, going forward your users in Members will be created as username accounts.

A member can have one of the following statuses in Access Evo:

Status	Description
Active	The user is set up as an active member in Access Evo.
Deactivated	Previously set up as a member but is no longer active. For example, they've left and their portal access was deactivated.

Adding Member Records

Once you add an employee to PeopleXD, their member account is automatically created and activated in Members within Access Evo via the Access Evo sync with PeopleXD.
Note: Do not add new members to Access Evo using the Add option within Members.

Other Member Options

You have other options to use for members, however, we only recommend using the Export Members feature. To do so, in Members, click the cog wheel icon.

Manage member records

To manage a member record, expand the three dot menu on the member card. The table below outlines the options available:

Option	Description
View member	You can view the following: Whether a user's account is an email account or a username account. Member's role, department, job title and location. Who the user Reports to or Manages. Products they have access to.
Manage tags	The PeopleXD tags such as Job Title, Department, and Location feed to Access Evo as part of the nightly sync. If you need to update any of the PeopleXD tags, ensure you do it in People Management.   If you update these in Access Evo, the nightly sync reverts your changes to the values in PeopleXD again. To learn more, see Check the Tags in use in Access Evo
Manage roles	You can manage the access to products in Access Evo.   To update the role for the organisation or product, select the relevant role then click Save Changes.  Organisation role This is equivalent to the Access Evo role.   User: For most of your organisations' users, this is User. These don't have access to the Members area or other Organisational Setting in Access Evo.   Administrator: For those that are Access Evo administrators in your organisation, this is Administrator. These have access to the Members area and other Access Evo Organisational Setting.   Product role Learning: Either No Access, User or Administrator role. Tip: This is to support users who have access to Learning Lite in Access Evo.   User: Most users of the system.  Administrator: Only administrators of Learning Lite have this role. No Access: User doesn't have access to Learning Lite in Access Evo.   Engage: Either No Access, User or Administrator role. Tip: This is to support users who have access to Engage Lite in Access Evo.   User: Most users of the system.  Administrator: Only administrators of Engage Lite have this role.  No Access: User doesn't have access to Engage Lite in Access Evo.  HMRC Notifications: Either No Access, User or Administrator role. Tip: This is to support users who have access to HMRC Notifications in Workspace.   User: Most users of the system.  Administrator: Only administrators of HMRC Notifications have this role. No Access: User doesn't have access to HMRC Notifications in Access Evo.   PeopleXD: All users have User role. Tip: You manage the admin access role in PeopleXD. Note: Rejoiners aren't automatically assigned PeopleXD product roles, this must be manually assigned.
Manage Features	Depending on how you site has been set up you may be able to assign or remove access to Evo features, including Feed and Copilot. Each feature on your site will be set up with one of the below settings: On for all users – read only user access. On by default – with the option to remove user access. Off by default – with the option to grant user access. To update the role for the feature, select the relevant role then click Save Changes.
Change name	Do not update the name directly in Access Evo. The name feeds across from PeopleXD via the overnight sync. If you need to change the name, do this in People Management in PeopleXD.
Change username	Do not update.
Change email address	The email address feeds across from PeopleXD via the overnight sync. If you need to change the email address, do this in People Management in PeopleXD.
Change password	Do not update.
Switch to email account	Do not update.
Switch to username account	Do not update.
Deactivate	Do not update. When a user becomes a leaver and has a leave date populated in PeopleXD then the user becomes a deactivated member in Access Evo.
Groups	Currently, Groups is not applicable in the PeopleXD solution. To view the Groups in Access Evo, follow the steps below: Click your avatar then select Organisation Settings. Select Groups.

Access Evo: Members sync overview

Access Evo organisation member settings

Manage Users and Access Evo Members FAQs for Access button in PeopleXD

Manage users and Access Evo members FAQs

Manage member access to Access Evo hosted products