Welcome to Your New Private Label Site

...and welcome to your 30-day trial! Over the next few weeks, you'll be making a lot of decisions about how to structure your site and how to get your organization to work within a wiki environment. We put this guide together to give you an idea of what some of your options are, some things to think about while you're structuring your site, and where you can find all the tools you need to make those things happen.

Your Wikispaces Private Label site is a complete environment for your organization. Create as many wikis as you like. As many pages as you need. Upload all the files you can dream of uploading, and all those people you wish could get involved? Invite ‘em over. And what makes it even better is that we’ve given you the tools you need to engineer the perfect environment specifically for your organization. You can administer the users, wikis, and site-wide settings. And your Private Label site, and each wiki inside of it, can have its own permissions for access and membership.

What does this mean? Picture a building with many different rooms. You could allow anyone into the building by keeping the front door unlocked, but restrict access to certain rooms. Or you could lock the front door, allowing only members in, and leave all the rooms inside unlocked. We keep the Wikispaces Private Label service simple and flexible so that you can use it in the way that’s best for your organization.

We’re happy to work with you to find the structure and plan that suits you best. Email us anytime at help@wikispaces.com, or call us at 1-866-WIKI-WIKI (1-866-945-4945).



Site Administrator: the person (or people) who manages the global settings and functions of a Private Label site
Organizer: the person (or people) who handles the administrative functions of a wiki
User: anyone who has an active account on the site
Member: anyone who has been granted permission to join a particular wiki (must already be an active user)
Guest: anyone who is not logged in


Page: what you can see in a single browser window (plus scrolling up, down, or sideways) without following any links
Wiki: a group of individual pages united by a single look and feel, sharing the same files and members, and built around a single common purpose (e.g., all the pages being used by one classroom)
Site: a collection of wikis that share common rules of oversight and draw from a common user database


Account: a username and password that let you participate in the site as a whole — and a prerequisite for membership in any individual wiki
Membership: the permission to participate in an individual wiki

Getting Started With Your Private Label Site

As site administrator, you can visit any wiki and see any page, and you get to decide how your Wikispaces Private Label site is going to work for your organization. These are the tools that will make that easy.

1. Site Administration

Where to find it:
Click on the Site Administration link on the sidebar of the site home page.

What it lets you manage:
  • Site permissions
  • Look and feel of your site
  • User accounts
  • All wikis, including look and feel, access permissions, and members
  • Messaging system
  • Your subscription and payment options

How it helps:
This is the portal to your administrative control. Whenever you want to manage your users, wikis, or site, you’ll start here.

2. The Dashboard

Where to find it:
It’s the first button on the Site Administration page.

What it lets you view:
  • New users
  • Page edits
  • Message posts
  • Wikis edited daily
  • Wikis created daily

How it helps:
Your dashboard gives you a snapshot of who is using your site and how they’re using it. It’s a good way to keep tabs on whether you’re getting the participation you hoped for, and for looking at ways to improve it. You can download any data on this page in .csv (comma separated value) format.

3. Wikis

Where to find it:
It’s the second button on the Site Administration page.

What it lets you do:
  • Delete or rename a wiki
  • See a wiki's status and permissions
  • Find more details on the wiki's creator
  • Create templates for wikis

How it helps:
As more and more users start creating their own wikis, you can come here to keep track of wikis as they are added and changed. Simple reports let you know which wikis are the newest and which are getting the most attention. You can set up wiki templates to copy all of the pages, files, and settings (with the exception of individual page permissions) from your successful wiki into as many new wikis as you want. When users accidentally delete their wikis, you can come here to restore them. And the bulk delete option lets you clear out the wikis from last year’s class or last quarter’s projects easily.

4. Users

Where to find it:
It’s the third button on the Site Administration page.

What it lets you do:
  • Find a user account by username or email address
  • Edit the user's password, email, or messaging preferences
  • Suspend, delete, or rename an account
  • Promote an account to site administrator
  • Create accounts in bulk

How it helps:
From here you can create, approve, delete, and manage users individually or in bulk. Switch from one year’s class to other, or add a new team or vendor to your site. And, when you feel like you need a little more help, you can promote any individual or bunch of users to site administrators.

5. Settings

Where to find it:
It’s the fourth button on the Site Administration page.

What it lets you do:
  • Set access and permissions for the entire site
  • Establish one visual theme for the whole site, or let every wiki set its own theme
  • Change your domain name
  • Enable SSL encryption for your site

How it helps:
This is where you come to make your site your own. Brand your site with a custom theme and domain. Limit wiki creation and theme customization just to site administrators to get a consistently branded environment — or open up these options to your community. Looking to integrate your wikis with your existing systems? You’ll want to start here.

6. Subscription

Where to find it:
It’s the last button on the Site Administration page.

What it lets you do:
  • Check your plan details
  • Make a payment at any time
  • Review your subscription history
  • Change your pricing
  • Generate an invoice

How it helps:
You can make a payment for your Private Label site any time within your free 30-day trial. We accept payments by credit card, PayPal, check, or bank transfer. Contact us at help@wikispaces.com with any payment questions.

7. The “www” Wiki

Where to find it:
Click on the Settings link on the sidebar of the site home page.

What it lets you do:
  • Create a home page for your entire Private Label site
  • Provide navigation for the rest of your site
  • Host information that all your users will need

How it helps:
When users and visitors come to your site, this will be the first place they see. Think of it as a home page: it’s a great place to post links to key wikis on your site, and to provide an overview of your organization or some guidance on how to navigate the whole site. And you can use it as a place to store any content that all your users should be able to find easily. Because it’s such a vital tool, the “www” wiki is visible to anyone who has access to your Private Label site.

Other than that, it works just like any other wiki.

Setting up Your Site

Now things get fun: it’s time to think about how you want people to use and feel about your site. Will every wiki in your site have consistent branding, or do you want your users to design their own wikis? Should every user be able to create a new wiki? Can guests make changes? Do you want the public to be able to see your site, or do you want to keep it private within your organization — or even just to a few users? What kinds of things do you want to have ready before the heavy traffic shows up? A few simple tools will help you create the environment that’s just right for your organization.

1. Permissions and Access

Where to go:
Site Administration > Settings > Users & Privacy

What it lets you do:
  • Make your site visible to the general public, or require users to sign in before they can view your site
  • Decide whether new users must be approved before they can participate
  • Keep your users’ original usernames, or allow users to change their own account names
  • Allow users to create new wikis, or restrict them to the structure that you’ve put in place
  • Turn private messaging on and off

How to use it:
Just check the options you want to turn on and hit Save.

How it helps:
The first two options are your privacy settings — turn them both on for maximum privacy, or select them separately for a flexible setting that meets your needs. For example, if you turn off Require User Sign-in, anyone will be able to see the public content on your site; but if you require account approval, anyone who wants to edit content or become a member of a wiki has to go through you.

The rest let you decide how your users are going to interact with your site. You can come back to this page and change these options any time.

2. The Look and Feel of Your Site

Where to go:
Site Administration > Settings > Look & Feel

What it lets you do:
  • See your current settings
  • Decide whether to set a site-wide theme
  • Link preset colors to your site-wide theme, or leave color choice up to individual wiki organizers

How to use it:
Pick your preference from the drop-down and hit Save. If you want to make changes to your theme and colors, just follow the link.

How it helps:
You have the flexibility to customize the site to your needs: if consistent branding is important, you can have one look and feel for your whole site; if you want your users to have more autonomy, you can give them the freedom to build wikis that match their personalities.

3. Changing Your Site's Theme

Where to go:
Site Administration > Settings > Look & Feel > Change Site-Wiki Theme and Colors

How to use it:
Just choose one of our premade themes and color palettes. Click the Preview button to see what it would look like. If you like it, hit Apply. Or hit the Preview and Customize button if you want to set your own custom colors.

If you’re comfortable with HTML and CSS and want more options, scroll down to Make a New Theme. You can find some great hints and sample code to get you started on our Themes page.

How it helps:
When people visit your site, you want them to feel like they’ve come to the right place. When a user creates a new wiki, they will have this theme as a jumping-off point. Or, if you’ve set a site-wide theme, every wiki on your site will be branded with your custom theme.

4. Changing the Logo

Where to go:
Settings > Logo

How to use it:
Have a .jpg, .png, or .gif of your logo ready, set to the correct size (we recommend 140 X 48 pixels).

To change the logo on your “www” wiki — or any other wiki on your site — just click Browse, select the file, and hit Save. You might want to have the logo file easily available on your “www” wiki so that other folks can grab it and use it when they’re building their own wikis, since new wikis will still start with the default bonsai logo.

If you want to include a logo in your site-wide theme, you’ll need some knowledge of HTML and CSS. Before you start, upload your logo as a file and take note of its URL. Go to Site Administration > Settings > Look & Feel > Change Site-Wiki Theme and Colors, then scroll down to Make a New Theme. For more information on custom themes, check out our Themes page.

5. Creating Wikis

Where to go:
Click Make a New Wiki in the sidebar.

How to use it:
Just open up a wiki and play. You can also set permissions at the wiki level at Settings > Permissions, or at the page level with the More Page Options page button.

How it helps:
If you want to have specific wikis up and running before you introduce your site — or if you want to establish the structure of your site before users start logging in — you can get everything ready ahead of time. And wiki- and page-level permissions give you the flexibility to create a whole site that keeps your privacy needs in mind. Create a private wiki for your marketing team, a public community notices board wiki, anything you need, with the permissions that are right for you.

6. Advanced Features

Where to go:
Site Administration > Settings > Single Sign-on
Site Administration > Settings > Advanced Tools

What they do:
Single Sign-on lets your existing user authentication system do the work of managing the users on your Private Label site.
SSL encryption keeps your data encrypted and secure in transit. When you start you Private Label site, SSL encryption won’t be enabled. If you'd like to enable SSL encryption, email us at help@wikispaces.com.
Google Analytics lets you allow Google Analytics to report usage statistics for your Private Label site.
Full API allows you to fully integrate your Private Label site with any existing systems. For example, you can manage membership and add content from an existing LMS system that you’re already spending so much time keeping up-to-date. You (or your integration/IT guy) can get the details on our SOAP API here.

How they help:
Your Private Label site will be secure and integrated with your existing systems, and won't take a lot of training or day-to-day maintenance — so it's easier to get the rest of your organization comfortable with the idea of using it. With a little effort now, you can save a lot of work later.

Some people like to use these advanced features. Some don’t. What’s important is that you’re building the complete wiki environment that does everything you, your users, and your organization need it to do. And, if your needs change, you can always turn them on — or off — later.

To get a better idea of how you might use the advanced features and whether they’d be helpful to you, drop us a line at help@wikispaces.com.

Adding Users

You want to get people involved in your site at the right time, in the right way, and with the right kind of access. To give you this flexibility without sacrificing any of the administrative oversight we know you need, we gave you three different ways to create user accounts.

1. The user creator tool

Where to go:
Site Administration > Users > Create Multiple Users

What to do:
1. Getting Started: Enter your user list
If you want to add users as members of any of the wikis up on your site, you can do that here. Otherwise, you can leave this field blank and let the wiki organizers deal with that later. To get the names into the system, you can either upload a list of users from a .csv, .xls, or .xlsx file, or cut and paste your usernames and passwords into the field.

2. Setup: Choose columns
We’ll present the data you’ve provided back to you in columns. You tell us which column lists the usernames, which lists the passwords, and which (if any) lists your users’ email addresses.

3. Verification: Double-check data
You’ll see a table of your new users with their email addresses and passwords. If there were any problems creating your users, you’ll learn about them and be able to fix them at this point.

4. Confirmation: All done!
Your users are set up on the site and ready to go. All you have to do is send them the link and let them know their usernames and passwords.

Why it’s valuable:
It’s easy to do, and your Private Label site will be ready and waiting for your users before they even open a browser.

2. Self-service user accounts

How it works:
When people want to become users of your site, they’ll click the Join link at the top of the page.

When organizers of individual wikis invite people who are not current users to be members of their wikis, those people will be prompted to create a user account before they can join the wiki.

If you have turned on the Approve New User Accounts setting under Permissions, you will have to approve new accounts at Site Administration > Users > Approve Pending Users. If you don’t have Approve New User Accounts turned on, anyone who requests membership will have immediate access to all the public areas of your site.

Why it’s valuable:
As your site grows and changes, people can decide to bring themselves in. It’s easier for you, and you can still have all the administrative control and oversight that you choose to set.

3. Integration with your existing authentication system

Where to go:
Site Administration > Settings > Single Sign-On

How it works:
Single Sign-On lets your Private Label site share information with your existing user authentication system, like LDAP or Active Directory, via SAML or our own Wikispaces SSO. We also have plugins for IIS/Active Directory or Moodle for even easier integration. Learn more about it on our SSO page.

Why it’s valuable:
If you already have a system that tracks your users and their passwords, your Private Label site can integrate with it. So you don’t have to spend all your time keeping tabs on who’s new to the system and who’s dropped out of the system and so on; and they won’t have to keep track of yet another username and password.

Still have questions? Send us an email at help@wikispaces.com.