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.
Give a non-seat user access to Workleap
Non-seat users cannot be invited to the platform. In the Users list, the Invite option in the three dots menu beside a non-seat user is unavailable, with the message "Non-seat users can't be invited. To give this person access, add them as a new user with an email address."
To give a non-seat user access, you will need to add them again as a new user in the account, then delete their non-seat user profile:
Go to Settings > Users > Add users and choose the Email option.
Enter the person's email address, assign their product access, and invite them to the platform.
You can then find this newly invited person in the Users list by searching their name/email address to view/edit their profile.
You can then proceed with the deletion of their old non-seat profile from the Users list so they do not appear twice.
Once the person accepts their invitation and completes their registration, their status changes from Invited to Active. They can then sign in to Workleap and interact with the products you assigned to them.