This feature is currently in Early Access. If you're interested, please contact your customer success manager to check if your organization is eligible.
How does username login work?
Many frontline workers don't have a corporate email address, but they still need access to take training courses, complete actions, stay informed about organization updates, and more. Username login lets you create accounts for your workers so they can log in with a username and password instead of an email address. Workers log in using a username like their employee ID via a login link or QR code specific to your organization.
Get started as an admin
To manage username login settings for your organization, you'll need:
To add and manage users, you'll also need "Platform management: Users" permission.
Turn on username login
Click your organization name on the lower-left corner of the page and select Organization settings.
Select Login tab at the top of the page.
Turn the "Username login" setting on.
Copy the login link or download the QR code to share with your users.
If you want to turn username login off later, add an email address to every worker without one, or deactivate them first.
If your organization's default permission set for full seats includes "Platform management" or "Override permissions" permissions, you'll need to remove them, as users without an email address can't hold these permissions.
Users without an email address can only log in using the organization-specific login link or QR code. They can't access the platform from the default login page.
Add users with username login in bulk
After you turn on username login, you can add your users in bulk using a CSV file. This is the fastest way to onboard large groups.
Click your organization name on the lower-left corner of the page and select Users.
Click on the upper-right corner of the page and select Bulk manage via CSV.
Follow the instructions to download the CSV template, prepare and upload your list of users, review the results, and complete the bulk upload.
For users without an email address, fill in the "Username", "First name", and "Last name" columns. You can leave "Password" blank and set a default password for these users during the upload.
Complete the upload. Users log in using the password you set for them.
Turn on "Require password reset" to prompt users to set their own password after their first login.
Users without an email address can't be assigned the "Administrator" permission set or any permission set that includes "Platform management" or "Override permissions" permissions.
Add a user with username login
For new team members joining over time, you can add users without an email address one at a time.
Click your organization name on the lower-left corner of the page and select Users.
Click Add users on the upper-right corner of the page.
Fill in the user's details accordingly. You can select the user's seat type if your organization is on Premium Plan or Enterprise Plan.
Update a username login user
Admins can update a user's details, including changing their username, setting their password, and adding an email address, from the user's profile. Users without an email address can't change their own username.
Click your organization name on the lower-left corner of the page and select Users.
Click the user's name.
Click Settings on the upper-right of the page.
In the "User settings" section, click Edit and update the user's details. Then, click Save changes.
Get started as a user
Log in with a username
To log in, you need an organization-specific login link or QR code from your admin.
Open the login link or scan the QR code to open the login page for your organization on either the web app or the mobile app.
Enter your username and click or tap Continue. Then, enter your password and click or tap Log in.
If prompted, set a new password.
The mobile app remembers your organization after your first login. You won't need the link or QR code again unless you're using a different device.
Limitations
Username login doesn't support Single sign-on (SSO) or email-based password recovery.
Users without an email address don't receive email notifications. They can still get push notifications on the mobile app. After they add a mobile number, they can also receive SMS notifications.
Users without an email address can't be assigned "Platform management" or "Override permissions" permissions.
Users without an email address can't be a part of multiple organizations.
Users without an email address can't change their own username. Username updates must be made by an admin.
