Organizations

Organizations offer centralized control and billing at the company level. Organizations provide your company with the ability to own all employee data, enforce security requirements, integrate with your SSO provider, and transfer data to managers when employees leave your company.

Organizations contain users and users can optionally be grouped into teams. Teams are primarily designed for easy collaboration and content sharing. For example, you might create a team that contains everyone on the Customer Success team, and set the manager of that team as the team admin. The manager can then define & manage the Customer Success team's shared content.


Go to the admin dashboard

  1. Open the admin dashboard
    • Go directly to workona.com/admin.
    • Alternatively, click your picture/initials at the bottom of the sidebar in Workona, then click Teams.
  2. Click on the Organization card, or create an organization if you don't have one yet.

Create an organization

  1. Go to the organization admin dashboard.
  2. If you aren't a member of an organization already, you can create one by creating multiple teams.
  3. Type in an organization name.
  4. Add users to your new organization.
  5. Create teams for each of your teams and/or departments and assign team admins, or allow users to self-assemble into teams on their own.
Small team? Don't create an organization
If you only want centralized billing for a single group of users, and don't need advanced features like multiple teams and SSO, you may not need an organization. Keep things simple — create a team, add the users, and upgrade the team. You can always create an organization later if you outgrow the single team.

Rename an organization

You must be an organization admin to rename an organization.
  1. Go to the admin dashboard and select the Organization card. If you don't see it, you may need to create an organization first.
  2. Click Organization in the sidebar.
  3. Enter the name of your company or organization (e.g. Workona Inc.). Optionally provide display name that will be shown to organization users instead (e.g. Workona).
  4. Click the Save button.

Add organization users

You must be an organization admin to add organization users directly.
  1. Go to the admin dashboard and select the Organization card. If you don't see it, you may need to create an organization first.
  2. Click Users in the sidebar.
  3. Add organization users.
    • Via email — Click the New users button.
    • Via CSV — Click the New users button, then CSV. Click here to learn more about uploading users via CSV. Download the example CSV file and open it in Google Sheets or Excel. Modify the CSV containing your list of users to match the header names and order of the example file exactly, then upload your CSV file.
    • Via SSO — Go to SSO settings to add users via SSO.
    • Consolidate existing users at your company domain — For help consolidating the existing user accounts on your company domain into a single company-controlled organization account, contact our sales team.
  4. Specify the users' properties.
    • Full name — Preferentially used as the user's display name.
    • Email (required) — Used as the user's display name if no full name has been set.
    • Profile image — Used as the user's avatar. If not set, the user's initials will be used as their avatar.
    • Direct manager (required) — The person that the user's workspaces and other data will be transferred to if the user is deleted. If not set, the user's data will be transferred to an organization admin upon user deletion.

Add or update users with a CSV file

You must be an organization admin to update organization users via CSV.
  1. Go to the admin dashboard and select the Organization card. If you don't see it, you may need to create an organization first.
  2. Click Users in the sidebar.
  3. Click the New users button, then CSV.
  4. Download the example CSV file.
  5. Locate the CSV of the users you want to add, update, or remove. You can download a list of your employees in Google Workspace (G Suite), or export a Google Sheet or Microsoft Excel spreadsheet as a CSV.
  6. Reformat your CSV to match the example CSV file's headers and data formats exactly. More information about each column can be found below:
    • Email (required)
      • Enter the user's email address in the CSV.
      • e.g. tom@acme.com
      • Used as the user's display name if no full name has been set.
      • In the case of updating data for existing users, the user's email is used as the key when determining which user to update.
    • Full name (optional)
      • Enter the user's full name in the CSV.
      • e.g. Tom Scott
      • Preferentially used as the user's display name. If left blank, the user's email address will be used instead.
    • Direct manager (optional)
      • Enter the direct manager's email address in the CSV.
      • e.g. marie@acme.com
      • The person that the user's workspaces and other data will be transferred to if the user is deleted. If left blank, the user's data will be transferred to an organization admin upon user deletion.
    • Add to teams (optional)
      • Enter Team IDs separated by spaces for each of the teams a user should be added to.
      • e.g. LueAFjBnsADSOatpZOe3 mqjPENzNf5xnydySutnj
      • To find the ID of a team, go to the team's settings and copy the following portion of the URL:
        • workona.com/admin/teams/LueAFjBnsADSOatpZOe3/
        • Don't include the forward slashes that come before or after the Team ID.
      • Note: Users can only be added to teams via CSV. Leave blank to not add the user to any teams.
    • Delete user (optional)
      • Leave blank to add/update the user, or enter Delete user to delete them.
      • e.g. Leave blank or Delete user

Set organization roles & access

You must be an organization admin to modify organization roles.
  1. Go to the admin dashboard and select the Organization card. If you don't see it, you may need to create an organization first.
  2. Click Users in the sidebar.
  3. Click the user's role (appears as either Organization member or Organization admin) to see the organization role options.
  4. Specify whether the user should have organization admin privileges, or if they should just be an organization member.
Take control of an existing organization
To become an admin of an existing organization, contact our sales team for help.

Edit organization users

You must be an organization admin to edit organization users.
  1. Go to the admin dashboard and select the Organization card. If you don't see it, you may need to create an organization first.
  2. Click Users in the sidebar.
  3. Click the button on the user you want to edit.
  4. Click Edit user.
    • Full name — Preferentially used as the user's display name.
    • Email (required) — Used as the user's display name if no full name has been set.
    • Profile image — Used as the user's avatar. If not set, the user's initials will be used as their avatar.
    • Direct manager (required) — The person that the user's workspaces and other data will be transferred to if the user is deleted. If not set, the user's data will be transferred to an organization admin upon user deletion.

Remove organization users

You must be an organization admin to remove organization users.
  1. Go to the admin dashboard and select the Organization card. If you don't see it, you may need to create an organization first.
  2. Click Users in the sidebar.
  3. Click the button on an organization user you want to remove.
  4. Click Remove from organization.
What happens when I remove someone?
The user will simply be detached from the organization and will retain all of their personal workspaces and other data. However, they will lose access to any content that has been shared with them through the organization's teams.

Delete organization users

You must be an organization admin to delete organization users.
  1. Go to the admin dashboard and select the Organization card. If you don't see it, you may need to create an organization first.
  2. Click Users in the sidebar.
  3. Click the button on an organization user you want to delete.
  4. Click Delete user.
What happens when I delete someone?
The user will be permanently deleted. The user's workspaces and other data will be transferred to the user's direct manager.
Auto-delete users when employees leave your company
If you're interested in setting up SSO in order to automatically delete users when employees leave your company, contact our sales team for help.

Create & manage teams

  1. Go to the admin dashboard.
  2. Click Create a team or click on the team you want to manage.
What are teams for?
Teams make collaborating and sharing workspaces among a group of employees easy. Create a team for each of your teams and/or departments, or allow users to self-assemble into teams on their own.

Claim & register email domains

You must be an organization admin to register domains.

Your organization can register email domains that your company owns.

Upon registering an email domain, you are able to increase your organization's security settings, as well as consolidate any existing users with that email domain into your organization.

By default, if new users sign up with email addresses from one of your registered domains in the future, they will be added to your organization automatically.

  1. Go to the admin dashboard and select the Organization card. If you don't see it, you may need to create an organization first.
  2. Click Security in the sidebar.
  3. Click the + button next to Registered email domains.
  4. Enter the domain(s).
  5. Click Request verification. Our team will be in contact to assist you with verification of your company's ownership of the domain.
Claim an existing organization
In some cases organizations may be auto-created for known company domains. In this case, the organization owns all user data from day one. For help claiming an existing organization, contact our sales team.

Single Sign-On (SSO)

You must be an organization admin to modify SSO settings.
  1. Go to the admin dashboard and select the Organization card. If you don't see it, you may need to create an organization first.
  2. Click Single Sign-On in the sidebar.
  3. Select the Single Sign-On provider of your choice.

Security settings

You must be an organization admin to modify organization security settings.
  1. Go to the admin dashboard and select the Organization card. If you don't see it, you may need to create an organization first.
  2. Click Security in the sidebar.
  3. Security settings:
    • Only permit users with registered email domains to join — When enabled, only users with registered email domains will be permitted to join the organization.
    • Automatically add users with registered email domains to the organization — When enabled, if users with a registered email domain sign up on their own in the future, they will be automatically added to the organization.
    • Allow members to invite people to join the organization — When enabled, organization members will be allowed to invite users to the organization. When disabled, only organization admins will be permitted to add users.

Browser extensions & integrations

  1. Go to the admin dashboard and select the Organization card. If you don't see it, you may need to create an organization first.
  2. Click Browser Extensions or Integrations in the sidebar to learn about the browser extensions and integrations available to your organization's users.

Upgrade your organization

  1. Go to the admin dashboard and select the Organization card. If you don't see it, you may need to create an organization first.
  2. Click Upgrade or Billing in the sidebar.
  3. Click on the Business plan and upgrade your organization.
  4. All organization users' accounts will be granted Business licenses and will have access to all premium features. Your organization's teams will also have full access to all premium team features.
  5. As you add and remove organization users, your organization subscription's seat count will be automatically updated.

Manage your organization's subscription

  1. Go to the admin dashboard and select the Organization card. If you don't see it, you may need to create an organization first.
  2. Click Billing in the sidebar.
Learn more about subscriptions & billing
Read the Subscriptions & Billing documentation for more information about billing.

Delete an organization

You must be an organization admin to delete an organization.
  1. Go to the admin dashboard and select the Organization card. If you don't see it, you may need to create an organization first.
  2. Click Settings in the sidebar.
  3. Click the button to the right of the word "Organization".
  4. Click Delete organization.
  5. Choose whether all of the organization's users should be permanently deleted.
    • Don't delete all users (default) — All users will be removed from the organization and they will lose access to any content that has been shared with them through teams. The user accounts and their data will continue to exist.
    • Delete all users — All users and their data will be permanently deleted. The account of the user who deletes the organization will not be deleted, so you will need to delete your account manually to do so.
  6. Confirm that you want to delete the organization.