What is Workspace Access?
Workspace Access allows admins to control which employees can log in to a Guusto workspace and interact with the recognition program.
Employees fall into two categories:
No Workspace Access: Can receive and redeem recognition but cannot log in or view the workspace.
Workspace Access: Can log in and (if their role permits) send recognition and view workspace details.
This feature helps consolidate employee management under the Manage Members tool, improving compatibility with integrations like HRIS systems and features such as Manager Insights.
How It Works
Workspace Access settings are applied immediately when an employee is created or updated.
If access is granted for the first time, the employee receives a welcome email (with login credentials if needed).
If access is removed, the employee can no longer log in but can still receive and redeem gifts.
How to Use Workspace Access
1. Set Default Access for All Employees
Define your program model—whether it's peer-to-peer, manager-only, or admin-driven.
To set it up:
Go to Workspaces > Manage Members > Access
Choose your default:
No Workspace Access: No one can access the workspace by default.
Allow Workspace Access: Everyone can log in unless conditions are added.
(Optional) Add Conditional Rules:
Click Customize Access > Add Condition
Choose a field (e.g., Department, Role)
Define the rule (e.g., Position IS Manager)
Save — this will apply to all new hires automatically.
2. Grant or Remove Access Manually
For one-off changes:
Go to Manage Members
Search for the employee
In the Workspace Access column:
Toggle Allow to grant access
Toggle No Access to remove it
If access is granted for the first time, a welcome email is triggered.
3. Assign Access When Adding a New Member
Go to Manage Members > Add Member
Fill in employee details
In the modal:
Check Workspace Access to allow login
Uncheck to make them a recipient only
Click Save.
4. Update Access for All Employees (Bulk Action)
To enforce access changes across your team:
Go to Workspaces > Manage Members > Access.
Adjust your access defaults and conditional rules.
Click Update Access Now.
Review the confirmation modal:
It shows how many employees will be newly granted access.
Confirm to apply the update.
Admins are excluded from updates.
Users who already have access will keep it unless explicitly overridden.
Success banner confirms how many employees were updated.
💡 Tips & Considerations
Plan Requirements: Allowing Workspace Access is available only on Essential and Premium plans (look for ✨ icon).
HRIS Integrations: If your workspace is integrated, access rules automatically apply to new hires synced from your HRIS.
Auditing Access: Use the Access filter in the Manage Members table to quickly see who has workspace access.
Welcome Emails: These are triggered once — re-granting access to someone who already had it will not resend credentials.
Still Have Questions?
We're here to help! Reach out to [email protected] if you need assistance configuring Workspace Access or setting up your program.