The non-seat user role lets you add users to properly fill out your org chart without using one of your subscription seats. Unlike other Workleap roles, non-seat users have no product access and don't need to accept an invite to the platform. Add non-seat users to show individuals in your org chart, such as contractors, part-time workers, or employees without email addresses.
Note: Only Administrators can add and manage non-seat users.
Note: The non-seat user role is only applicable to Workleap Pingboard.
When to use non-seat users
You can use non-seat users to include the following types of users in your org chart:
Contractors or external collaborators not managed through your HRIS.
Part-time or temporary staff who are not tracked in your HR system.
Employees without company email addresses, such as frontline workers.
Key characteristics
Non-seat users:
Do not require an email or phone number: Workleap generates a placeholder email if no email is specified.
Do not count toward seat limits: These users don’t use up subscription seats.
Excluded from HRIS syncs: Placeholder emails aren't included in user provisioning syncs with your HRIS.
Can be assigned as managers: You can assign a non-seat user as a Direct Manager or Team Manager to correctly show reporting structures.
Cannot access any product: Non-seat users cannot log in or gain access to any Workleap product.
Cannot receive notifications: Non-seat users cannot receive notifications, since placeholder emails are non-functional.
Add a non-seat user
To add a non-seat user:
Log in to Workleap and open Settings.
Select Users from the left-hand menu.
Select Add users.
Select Add non-seat users.
Enter the user's name and, if possible, a job title and email address.
To add more users, select Add another user. If finished, select Add users to finalize.
Once created, non-seat users appear in the Users list like any other. Their status shows as Non-seat.
Invite a non-seat user to Workleap
To invite a non-seat user to Workleap:
Log in to Workleap and open Settings.
Select Users from the left-hand menu.
Find the non-seat user you want to invite.
Select the three-dots button next to their name.
Select Invite.
If the non-seat user has no stored email address, you must enter one to invite them to Workleap.
Once the user accepts the invitation, they become an Employee of your organization in Workleap, like any other. You can then adjust their product access and roles as needed.
Note: This change is permanent. Once promoted, you cannot revert a user back to non-seat status.