Workspace login and registration

Administrators can edit the login and registration settings at any time. The settings can be found in Workspace Manager > Settings > Login and registration.

These settings affect only that workspace, so each workspace can have its own preferred settings based on its needs.

More information about the difference between login and registration can be found here.

The first choice an admin has to make is whether users can login to a workspace by using email sent links. If this feature is turned off, users cannot use login links to access the workspace.

There are different types of login links that users can receive from the workspace: admins can send them to users for example based on user activity or need for participation, or the messages are sent automatically when new relevant content is available for users in the workspace (notification emails).

Login links are the most common way of identification used in Howspace workspaces - a clickable link is sent to users via email, and they have one-click access to Howspace. Usually, only SSO users might not be allowed login links.

This setting allows users to register to a workspace. Administrators can allow all domains to register, or limit this to only certain domains.

Registrations means that the participants can add their email address to the text field on the front page of a workspace, click to register, and receive a login link in their email and access the workspace. In other words, admins don't have to create users in the workspace.

Registration can be turned off if the users are known in advance and added to the workspace by the admin. Administrators can always add more users or delete them, even when registration is turned on.

Registration is handy when the invitation to the workspace is left open for example by sharing a link to an event on social media.

These are the available settings for login links.

This affects how many times the same link in an email can be used. If it is set to "Limited amount of times", the admin can choose how many times the link can actually be used until that link stops working and a new one needs to be ordered.

This setting controls how long a login link will work after it has been sent to the user.

This setting affects whether the users are required to input a PIN code when they access a workspace. This adds another layer of security since the user's email address is validated again, as they need to have access to that email's inbox to retrieve the PIN code. This can be set to be enabled only when using a new device, always, or never.

Single sign-on (SSO) is a session and user authentication service that permits a user to use one set of login credentials - for example, a name and password - to access multiple applications. SSO can be used by enterprises, smaller organizations, and individuals to simplify the management of various usernames and passwords.

In Howspace, SSO functions as an alternative method to manage access to workspaces and the Account Manager. To start using SSO with Howspace, read our configuration guide.

Howspace SSO works with all SAML2 and OpenID compatible identity providers such as:

With both SSO and social login, you can enable the option "create users automatically". In practice, this means that you don't need to add users manually - you can just share the general workspace URL and users will be able to log in via SSO/social login, and a profile is created for them.

With Social Login enabled users can log in to a Howspace workspace with different social accounts: Google, Microsoft, and Apple. You can read more about Social login here.

You can utilize your existing fingerprint or face ID to authenticate yourself and gain access to your workspace without needing a login link. Before the feature can be used, make sure the feature is enabled from the workspace settings.

Read about passkeys here.

This feature is available upon request. Please contact your CSM or Support for more information!

Anonymous login adds a QR code to the login page of a workspace. By scanning that QR code or by clicking it, anyone can access the workspace as an anonymous user. Each time the anonymous login is used, a new anonymous user is created. There is also an option to share a URL address that takes to the workspace as an anonymous user.

Read more about Anonymous login here.

Once you are logged in to one of your workspaces, you can switch to another workspace by clicking the action menu and choosing my workspaces. In this view, you can see all the workspaces you have access to with the email you are currently using.

When you open the My workspaces view, you may be prompted to enable one-click access. If you do so, the system will send a PIN code to your email address. When enabled, you don't need to log in separately to each workspace under your organisation's Howspace account.