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Access Evo organisation member settings

Access Evo organisation member settings.

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Written by Charlotte Alderson
Updated over a month ago

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

As an Access Evo (previously Access Workspace) administrator, you have access to the Members area in Access Evo where you can view the users' access to associated products and manage their permissions in your Access Evo organisation.
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​Tip: Member record in Access Evo is the user account in PeopleXD with an email address in the employee record.

View all member records

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.
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A member can have one of the following statuses:

Status

Description

Added

The user is set up as a member in Access Evo but has not logged into Access Evo.

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Previously set up as a member but is no longer active.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.


In Access Evo, your members only have the User or Administrator role.
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​Tip: You can have users with different roles for different products.

Add 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.
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​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.
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Manage member records

To manage a member record, click the three dots on the member card. We describe each option in the table below:
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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.

  • Access Evo Role: Either User or Administrator 

  • Products such as:

  • Analytics : Either No Access or Administrator. 

    • Tip: Administrator can view the read only dashboards available in analytics.  

  • Learning : Either No Access, User or Administrator.

    • Tip: Only administrators of Learning Lite have this set to the Administrator Role. 

  • Engage : Either No Access, User or Administrator.

    • Tip: Only administrators of Engage Lite have this set to the Administrator Role. 

  • PeopleXD: All users have User role.

    • Tip: You manage the admin access role in PeopleXD.

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.

Manage roles

You can manage the access to products in Access Evo.  
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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.  

  • XD Admin: Grants limited access to Access Evo Settings and Members.

  • Administrator: Grants full access to Access Evo settings and Members, this should be granted to super users.

  • Leaver: Assigned as part of the leaving process where you have leaver profiles set up to grant access after an employee's leave date.

Products role

Analytics: Either No Access or Administrator role.

  • No Access: The user doesn't have access to the Analytics dashboards in Access Evo.

  • Administrator: Analytics administrators have access to the read only Analytics dashboards in Access Evo. This is what most users have access to outside of the central admins. 

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. 

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.
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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

As an Access Evo administrator, update users' password in Access Evo where the person has been synced to Members as a username account.

Switch to email account

Do not update.

Switch to username account

Do not update.

Deactivate

Do not update.
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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.
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To view the Groups in Access Evo, follow the steps below:

  1. Click your avatar then select Organisation Settings.

  2. Select Groups. 

Related Articles
Manage Access Evo organisation member settings for Access Button inside PeopleXD
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
Access Evo organisation general settings
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