Administering Workspot Watch and Trends in Control

Last update on May 7, 2023 by Robert Plamondon

This document describes how to configure Workspot Watch and Trends and manage user access.

See Using Workspot Watch and Using Workspot Trends to learn how to use these features.

Quick Reference

Who Can Use Watch and Trends?

• By default, no one has access to Watch or Trends: access must first be granted by a Workspot Control administrator.
• Watch access and Trends access are independent.
• The illustrations in this article focus on Watch, but Trends is just the same.
• Any Workspot user (Client users and all levels of Control administrator) can be granted access to Workspot Watch and Trends.
• You can also grant access to Workspot Watch or Trends to members of your organization who don’t currently have a Workspot account.

Granting and Revoking User Permissions

• Access is managed in Workspot Control on the “Setup > Advanced Features” page.
• To grant or revoke Watch/Trends permissions to a Control user, click on the user’s “First Name” or “Last Name” entry on “Setup > Advanced Features” to enter “Update User Details” page. Use the Search box under “Advanced Features” (not the one on the top of the page) if your installation has more than a few pages of users. You can change their level of access to Workspot Watch, Workspot Trends, and Workspot Control on this page.
• Note: This is not the same page as the “User Details” page under “Users > username > Action > Manage.”
• To grant or revoke Watch/Trends permissions to an end-user (Client user), check the “Search all users” box next to the “Search” box under “Advanced Features,” then search for the user by name. Selecting the desired user will take you to the “Update User Details” page as above.
• The Watch roles are “None,” “Watch-User,” and “Watch-Admin.” There is currently no difference between “Watch-User” and “Watch-Admin,” but in future releases we anticipate using “Watch-User” for read-only functions and “Watch-Admin” for functions that should only be attempted by experienced admins. Assign roles accordingly.
• Similarly, the Trends roles are “None,” “Trends-User,” and “Trends-Admin.”

Adding and Deleting Watch/Trends Users

• You can also add brand-new users, currently unknown to Control, by pressing the “Add User” button on the “Advanced Features” page and filling out the form. Such users are created with permissions for Watch, Trends, or both, but no access to Control or the Workspot Client. These users must be in a domain known to Control (that is, listed on the “Setup > Configuration” page. They will receive an invitation email. If they follow the instructions in the email, they will have a Workspot account with the permissions you selected.
• To delete users (don’t do this if you just want to revoking their Watch/Trends privileges: see above),  use the “Delete User” button on “Advanced Features.”

Limitations

• SAML authentication is not currently supported. Also, if you have both SAML and Azure AD enabled, you cannot sign into Watch with your Azure AD credentials.
• If you change a local (non-AD, non-Azure AD) Control password, this is not propagated to Watch.

Example 1: Adding/Editing Watch/Trends Privileges for an Existing User

1. Sign into Workspot Control.
2. Navigate to “Setup > Advanced Features.”
3. Control Users: Use the “Search” box on the “Advanced Features” page (not the one at the top of the Control screen) to find the user by first name, last name, or email OR scroll down the user list to find the user.
4. Client users: If the user is an end-user (Client user), not a Control user, select the “Search All Users” box next to “Search” and try again.
5. The “Update User Details” page will appear. Change the user’s Workspot Watch or Trends Role via the “Role” pulldown under “Workspot Watch” or “Workspot Trends” to one “None,” “User,” or “Admin.”
   • “None” revokes any existing Watch or Trends privileges.
   • “Watch-User” and “Trends-User” grants Watch or Trends access to the user.
   • “Watch-Admin” and “Trends-Admin” grants Watch or Trends administrative access to the user.
   • Note: Currently there is no difference between User and Admin, but we expect the Admin role to eventually include actions that are not appropriate for ordinary users.
6. Hit “Submit.” You will see a banner that acknowledges that the change has been made.
7. If you have granted Watch or Trends access (rather than revoking it), the user will receive an email reporting this and giving them the URL for Workspot Watch or Trends. This is https://watch.workspot.com/CustomerIdentifier and https://trends.workspot.com/CustomerIdentifier, respectively, where CustomerIdentifier is usually your company name, and is shown on the “Setup > Configuration” page.

The page also has entries for Workspot Control, which sets Control privileges in the same way.

Example 2: Adding a Non-Workspot User

You can add Watch/Trends access for a user who is part of your organization, but who is currently unknown to Workspot because they have never registered via the Workspot Client or been added manually as a Workspot Control user.

1. In Control, go to “Setup > Advanced Features” and click the “Add User” button. A form will pop up that is almost identical to the one discussed above, but the name and email fields are editable.
2. Fill in the user’s first name, last name, email (which must be a valid email address in a domain listed in Control under “Setup > Configuration”).
3. Select a level of Watch or Trends privileges (or both) for the user.
4. Click “Add User.”
5. The user will receive an email about their new account and Watch or Trends access.

Example 3: Deleting a User

Warning! Never delete users unless you really want their access to the Workspot Client and Workspot Control to vanish as well as their access to Workspot Watch. To revoke Watch/Trends access, edit their privileges instead, as shown in Example 1.

To delete a user from Workspot altogether, go to “Setup > Advanced Features” in Control, select the checkbox next to the user’s name, and click the “Delete User” button. After confirming that you want to delete them, their Workspot account will vanish and their desktops will be deallocated.