Manage your members
Members are attached to worlds. Each world can have a different set of members.
Members can:
- Be granted access to some rooms
- Have special "tags". Tags are used to give special right to members (like the ability to connect to some room, the right to moderate a meeting room, or the right to send a global message to anyone)
Members can connect to WorkAdventure using:
- a special "autologin" URL (that contains a unique key specific to a given member)
- or by using the login screen
Creating members manually
Use the "Invite" button to add a new member in the current world.
A member has a name, an email, some contact information and a list of tags.
The name, email and contact information of the members are not used by WorkAdventure. It can however be shared on the business card. In WorkAdventure, the member will be able to pick the nickname he/she prefers and the avatar she wants.
A member can have one or many tags. Tags are used to classify members into different groups. Tags are free text strings. You can use anything you want as a tag name. For instance, if you are an event organizer, it could make sense to create tags for "staff", "speakers" and "attendees".
Creating members by batch
Use the Import button to upload a batch of members from a spreadsheet. Accepted formats are
CSV (.csv), Excel (.xlsx) and legacy Excel (.xls). You can select several files at
once; each is previewed separately before anything is saved.
The modal offers a template file in both XLSX and CSV. Downloading it is the quickest way to get the headers right.
The file format
The first line is the header row, and columns are matched by name, in any order. A column whose header is not recognised is ignored, and the preview tells you which ones were skipped - so a misspelt header shows up rather than silently importing nothing.
Header matching is case-insensitive, and either the column name below or its short key works.
| Column | Key | Required | Notes |
|---|---|---|---|
Email | email | Yes | Rows without a valid email are shown in red and skipped. |
Woka Name | woka_name | No | The name the member is created with. They can change it in-game. |
First Name | firstname | No | |
Last Name | lastname | No | |
Tags (separate by ';') | tags | No | Several tags in one cell, separated by ;. |
Phone | phone | No | |
Function | function | No | |
Address | address | No | |
Trivia | trivia | No | |
Information | information | No | |
Token | token | No | The token used in the unique connection string. |
Consent evidence | consent_evidence | No | See below. |
Consent: ... | No | One column per consent question. See below. |
In an Excel file, every sheet is read, not only the first. In a CSV, there is only one.
Importing a member whose email already exists in this world overwrites them rather than creating a
duplicate - and a column you leave out is overwritten with an empty value, not left alone. A file
containing only Email and Tags will therefore blank out those members' names, phone numbers,
addresses and other details. Existing tags are always replaced by the ones in the file.
Import complete rows. The safest way is to export your members first, edit the file, and import that back.
The only exception is Token: an empty one leaves the existing connection token in place, so
re-importing does not invalidate autologin URLs you have already sent out. Consent columns behave the
same way - see below.
Importing consent
If your privacy policy declares purposes that rest on consent, the import screen matches a
column per question by its header - Consent: Organization email, Consent: Third-party sharing, and
so on, exactly as they come out of the export. Use it to record consent you collected somewhere else;
WorkAdventure marks those records as your assertion rather than the user's own click.
Accepted values, case-insensitive:
| Cell | Recorded as |
|---|---|
Granted, Yes, Y, True, 1, OK, Agreed, Accepted | They agreed |
Denied, Deny, Refused, No, N, False, 0, Declined | They said no |
blank, Unknown, Not asked, N/A, -, ? | Leave whatever is already recorded untouched |
A blank cell does not erase a decision - re-importing the same people with empty consent columns
keeps the consent they had. Anything outside these lists is rejected with a message, rather than
guessed at: x in particular is deliberately not accepted, because it reads as a tick in one
spreadsheet and as a crossing-out in the next.
The preview also warns about any column it does not recognise, so a misspelt header does not silently import nothing.
There is an optional Consent evidence column for a short note on where the consent came from - a
form name, a date, a reference. It is stored with the records and is for your own audit trail.
Exporting members
The "Export" button will export all members in a CSV file, with a header row.
The columns are Email, Woka Name, First name, Last name, Address, Phone, Function,
Trivia, Information, Uuid (the member id), and Tags (separate by ';').
Then, if your privacy policy declares purposes that rest on consent, one Consent: ... column per
question, holding Granted, Denied or Unknown.
Finally, one column per room, holding the autologin URL that member can use to walk straight into that room.
The header lines up with what the import expects, so you can export, edit and import the same file.
Two of its columns are not import columns and are simply ignored: Uuid and the room access links.
The preview lists them among the unrecognised columns - that is expected here, and does not stop the
import.
This CSV file can therefore be used as a basis for performing a mailing to your users, letting them know they have been awarded an account on WorkAdventure!
The export contains every member, whoever they are and whatever they answered. Before you mail them, filter on the consent column that matches what you are about to send. And remember that unsubscribes in your own mailing tool never come back to WorkAdventure - mirror them here, or the next export will still say those people agreed.
Business cards
Contact information of the member can be viewed by other users, in the "business card" of the member. Each member can edit its own information using the "profile" menu inside WorkAdventure.
As an administrator, you can decide if you want to enable / disable business cards for your world, and also what details of the business card are showed.
It is for instance possible to decide to hide the email address in the business card. Configuration of the business card is done in the administration dashboard, in the "Business card" left menu.
