As a workspace manager, you will receive requests to join your workspace from a number of sources. The way you manage these requests will vary depending on your workspace privacy settings.
Inviting new members
The quickest way to add people to your workspace is to send them a direct invitation to join.
You can send your invites to any email domain and send multiple invites at one time. They can have any email domain and it can be a non NHS email.
- Navigate to the workspace you want to invite people to.
- Select the 'Workspace Menu' (three lines icon) in the top right of the page.
- Select 'Invite people' from the drop-down menu
- Enter the email address(es) of the people you want to invite in the 'New users' textbox. You can invite multiple people at one time, but the email addresses need to be one per line or separated by a comma or space.
- Under 'Permission for Invited Users', choose whether you want the new user(s) to have manager permissions on your workspace. You can also choose to add them to a Team or not.
- Write your invite email or leave it unadjusted if there is a workspace default.
- Select 'Invite' when done. A pop up message will appear to tell you if the invite(s) have been successful or not.
The invite is valid for 28 days and will expire after this date. For an easy way to re-send invites out to those who did not accept in time, please see the 'Re-inviting members' section in our Using the Futures recommended pinned reports guide.
When sending out large number of invites to your workspace, please make sure that you:
- Only invite people who are the target audience of your workspace
- Inform the Futures team beforehand if you are inviting more than 100 users at any one time. You can do this by clicking on our support button at the bottom of the page.
How workspace privacy impacts user access to a workspace
Check your workspace privacy settings and then review this part of the guide. To check your workspace privacy settings:
- Navigate to the 'Manage workspace' (three cogs icon) on the top right of the page
- Click 'Settings'. Then select 'Permissions' on the tabs at the top.
Make sure you are familiar with the different ways in which prospective new members can request an invitation to your workspace.
Open workspaces: The workspace is open to all Futures users. Users with an existing Futures account can join the workspace without an invitation. However, if you have publicised your workspace in any way, you will receive requests to join from those without an existing Futures account via email.
If you want them to join your workspace you will need to send them an invitation by following the instructions in this guide. For more information on incoming email to your workspace please see: Workspace private messages.
Restricted workspaces: To become members users need to be invited by the managers or have their request to join approved by the managers. You will also receive requests to join from those without an existing Futures account via email.
If you want them to join your workspace you will need to send them an invitation by following the instructions in this guide. For more information on incoming email to your workspace please see: Workspace private messages.
Private workspaces: Existing Futures users can only become members when invited by the managers or have their request to join approved by managers. You will also receive requests to join from those without an existing Futures account via email.
If you want them to join your workspace you will need to send them an invitation by following the instructions in this guide. For more information on incoming email to your workspace please see: Workspace private messages.
Confidential workspaces: The workspace is hidden and cannot be found by users on Futures. Only users with direct invites can join the workspace as a member. The use of this setting is allowed but not encouraged by Futures.
You may still receive requests to join your workspace via email as this information will be shared by the Futures support team when requested by users. For more information on incoming email to your workspace please see: Workspace private messages.
For more information on workspace privacy settings please see: Workspace privacy and how to change it