How to set up your Space?

Modified on Mon, 08 Apr 2024 at 05:17 PM

The Passport system administrator creates a Space for a customer. The sysadmin sets up the Space's name, adds one or several users to it, and gives them administrator rights. If you get the administrator role, you will have to make some settings in your Space before to open it to your members.

In the Passport, click on your picture on the upper right corner. You will find the name of your Space in the drop-down menu. Click on the name of your Space. Next the Space dashboard will be display and the Space menu will appear in the left side. Open the Manage Space menu and click on Branding

In the Branding view, you can

  • Modify the name of the Space

  • Modify the identifier name used to build the URL of the Space’s dedicated login page

  • Upload the URL’s favicon

  • Upload the logo of the Space

  • Upload a banner that will be displayed in  the header of the email messages sent to Space’s member

  • Set up the colors of the Space’s theme

  • Upload the background of the login page.

After setting the branding settings, click on the Settings link in the left menu to set other essential parameters of your Space.


Here, you can see your Space status and how many days remain before expiration. 


Here, you see who has the Admin role in your Space. You can add more users as admins and downgrade some admins’ roles if needed.


Here, you can set up the access mode of your Space:

Private Space setting means that the Space is not visible to users in the Explore / Space menu, and membership in this kind of Space will be possible only by invitation.

If you choose this setting for your Space, you can go to the Member Invitation section in the Settings view to figure out how you want to invite the members. There are two options:

  1. You can generate an invite link that you give to users you wish to invite to your Space.

  2. You can set one or several Invitation badges. In this case, all Passport users who have received these badges will have to access the Space. 

A Controlled Space is visible to users in the Explore / Space section of the Passport, and users can request access to it. The Space Admins are notified and process the pending requests.

An Open Space is visible in the Explore section, and any user can join the Space.

Connect with Factory

Badges and badge applications that you can use in Space are not created in your Space but in a Pro-level  Factory account. For this reason, you need to go to the Connect Factory section and connect your Space with the Factory account. To make this connection, you must have admin right in the Factory account. Go to the Admin tools / API section and click Generate a new client secret. Give a name to your new API connection (for example, the name of your Space), copy the API keys, and paste them into the form opened in the Space. 

 When you successfully connect the account to your Space, you can, by default, use all the badges and badge applications available in the Factory account. But you can also check the Limit badges available for use in this space and create a custom list of the badges that you want to use in the Space.

Issuer whitelist

Issuer Whitelist is a setting to filter badges that are displayed in the Community / Badges view. By default, the only issuer organization added to the whitelist is the connected Factory account's issuer organization. In this case, the Communtity / Badges view will display only member badges that have been issued by the connected Factory account. This issuer-based badge filtering solution is useful when you use your Space to manage a training program and other learning management activities, and you don’t want to see in your Space badges that are not unrelated to your project. If, in your project, you value badges that some of your partner organizations may have issued to your Space members, you can add those issuers to your Space whitelist.

Member invitation

where you can generate a link or select a key badge to grant usersMember invitation is the place where you can generate a link or select a key badge to grant user access to your Space. See instructions related to Membership settings.

Badge Applications

Badge Applications provides some settings to manage how badge applications should work in your Space. When a badge application is published (assigned or suggested to the members of the Space) applicants can apply to badges by clicking them in the Earn a badge view (left menu)or in the dashboard. Reviewers can review badge applications in Review applications  and applicants can track history of their badge applications in My Applications menu.

In the Settings / Badge Application section, you can set up whether you want to display the applicant and the reviewer names in the reviewer and applicant badge application views.

If Hide applicant information from badge applications is checked,  the applicant’s name is hidden from the reviewer.

If Hide reviewer information from badge applications is checked, applicants will not see who has reviewed their applications.

In addition, if applicants can only apply once for each badge checked, it will not be possible for applicants to apply several times to applications that have been submitted or reviewed.

Dashboard design

Here, you can edit the content of your dashboard.

The first element on the top of the dashboard editor is the dashboard mode setting (Select space mode). You can choose between the Community mode and the Project mode.

The community mode provides a simplified view of the dashboard for customers who want to deliver to their members an overview of what happens in their community but don’t want to emphasize tasks and achievement management in their Spaces. This Community mode is the default mode of the dashboard. It gives customers who used Spaces before the release of the second version the possibility to keep the “legacy view” without making any changes in the dashboard settings.

It makes sense to choose the Project mode if:

  • Space members engaged in learning projects should be able to find their tasks easily.

  • Reviewers and managers need a clear dashboard view to manage their work and track their members' achievements efficiently.

You can customize your Space dashboard by turning the blocks you want to display or hide on or off and by changing their order.

Other Space settings 

 Here are miscellaneous Space settings. 

  • The Space chat can be set up on or off (off by default)

  • You can give the right at Space level to publish Minimaps also to all Passport’s users (by default off)

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