Invite coworkers to Appspace


In this path, you will learn about inviting your coworkers to Appspace so that you can start sharing content with them, and also grow beyond a single-person operation to author and manage content as well as administer devices and the platform.

Appspace has three types of users: Viewers, Creators and Admins.

  • Viewers will be able to log in to the Appspace content portal to view content that is publicly shared. Most people in an organization will be viewers. 
  • Creators will be able to create, manage and view content and analytics. They will have access to all of the authoring tools in the platform. These folks will typically be in HR, corporate communications or the marketing departments in an organization.
  • Admins will be able to manage locations, devices and users, and also manage support cases, payments and upgrades. These folks will typically be the IT administrators in an organization.

You can select who in your organization will be Creators or Admins by assigning the appropriate permissions and roles.


To invite users or configure SSO, you need the following permissions:

  • Account Owner or Location Administrator roles will give the permissions to invite and manage users in the platform.
  • The Account Owner role will give the necessary permissions to configure SSO.
    • The Account Owner role is both a Creator and Admin.

Invite and set permissions

The following path outlines the concepts and general steps needed to invite users to be viewers, and also show key areas to set roles and permissions.

Invite or configure SSO

There are two primary methods of inviting your coworkers to Appspace:

  • User invitation workflow. The first and easiest way of inviting users is through the user invitation workflow. To do so, you can simply use the Quick Action shortcut to Invite Users and enter the email addresses of your coworkers that you wish to invite. Read the how-to article for inviting users.
  • SSO and Just-in-time provisioning. You can also configure Appspace to allow your coworkers to log in through a Single-Sign-On identity provider, and you can automate the process further with JIT (Just-in-time) provisioning. Read the how-to article for configuration details.

People that have been invited through the console will appear in the user list. Users can be organized further by putting them into one or more user groups. These users can then be given roles and permissions as Creators or Admins.

People who log in through SSO and JIT will be automatically created behind-the-scenes and will not appear in the user list in the console. If you wish to have individual records of coworkers in the console, you will need to invite them using the user invitation workflow.


Permissions for authoring

Users who will be authoring content and publishing channels will be Creators. They will have access to authoring tools in the console to create and manage content in the library or create and manage channels.

  • Permissions to access the library can be granted by either assigning the Author role, or by assigning Editor permissions to one or more channels.
  • Permissions to create and manage channels can be granted by assigning Publisher permissions to one or more channels.
  • Authors, Editors and Publishers have the ability to view content and channel analytics for the items that they have permissions to.

Permissions for administration

Users who will be managing networks and devices will be Admins. They will have access to administration tools in the console to create and manage devices and locations. They will also be able to invite users and create and manage user groups.

  • Permissions to register devices, create and manage locations and users can be granted by assigning the Location Admin role to the user.
  • Additionally, the Account Owner role can be granted to those who need the ability to manage the account’s subscription and licenses.


You now have a basic understanding of how to invite users to Appspace and also how to configure SSO.

If you would like to discover more details about each of these workflows, you can go deeper by reading through the collection of how-to documentation.

What's Next?

After you invite your coworkers to Appspace, the next step is to assign them with task-oriented permissions. We can first take a look at what’s needed to start publishing and sharing content with people.

Alternatively, take your new found knowledge to the cloud.