Shared Device/Multi-User Device functionality in Workspace ONE UEM ensures that security and authentication are in place for every unique end user. Shared devices can also allow only specific end users to access sensitive information.

Issuing a device to every employee in certain organizations can be expensive. Workspace ONE UEM lets you share a mobile device among end users in two ways: using a single fixed configuration for all end users, or using a unique configuration setting for individual end users.

When administering shared devices, you must first provision the devices with applicable settings and restrictions before deploying them to end users. Once deployed, Workspace ONE UEM uses a simple login or log-out process for shared devices in which end users simply enter their directory services or dedicated credentials to log in. The end-user role determines their level of access to corporate resources such as content, features, and applications. This role ensures the automatic configuration of features and resources that are available after the user logs in.

The login or log-out functions are self-contained within the Workspace ONE Intelligent Hub. Self-containment ensures that the enrollment status is never affected, and that the device is managed whether it is in use or not.

Shared Device capabilities are also possible natively on Apple iPads integrated with Apple Business Manager. This functionality called Shared iPads for Business leverages the user's Managed Apple ID for login and does not take place in the Workspace ONE Intelligent Hub for login and logout. To know more about configuring Shared iPads for Business with Apple Business Manager and steps to achieve this functionality, see Shared iPads for Business in Introduction to Apple Business Manager Guide available on docs.vmware.com.

Shared Devices Capabilities

There are basic capabilities surrounding the functionality and security of devices that are shared across multiple users. These capabilities offer compelling reasons to consider shared devices as a cost-effective solution to making the most of enterprise mobility.

Functionality

  • Personalize each end-user experience without losing corporate settings.
  • Logging in a device configures it with corporate access and specific settings, applications, and content based on the end-user role and organization group (OG).
  • Allow for a log in/log out process that is self-contained in the Workspace ONE Intelligent Hub or Workspace ONE Access.
  • After the end user logs out of the device, the configuration settings of that session are wiped. The device is then ready for login by another end user.

Security

  • Provision devices with the shared device settings before providing devices to end users.
  • Log in and log out devices without affecting an enrollment in Workspace ONE UEM.
  • Authenticate end users during a login with directory services or dedicated Workspace ONE UEM credentials.
  • Authenticate end users using Workspace ONE Access.
  • Manage devices even when a device is not logged in.

Platforms That Support Shared Devices

The following devices support shared device/multi-user device functionality.

  • Android 4.3 or later
  • iOS devices with Workspace ONE Intelligent Hub 4.2 or later.
    • For details about logging in and out of shared iOS devices, see the topic Log In and Log Out of Shared iOS Devices in the iOS Platform Guide, available on docs.vmware.com.
  • MacOS devices with Workspace ONE Intelligent Hub 2.1 or later.

Define the Shared Device Hierarchy

While strictly optional, making an organization group (OG) specific to shared devices offers many benefits due to multi-tenancy and inherited device settings.

If you have a large number of shared devices in your fleet and you want to manage them apart from single user devices, you can make a shared device-specific OG. Making a shared device hierarchy in your OG structure is optional. Features like smart groups and user groups mean you do not have to rely strictly on OG hierarchy design to simplify device management.

However, having a shared device OG (or nested OGs) simplifies device management by enabling you to standardize device functionality through profiles, policies, and device inheritance without the processing overhead required by a smart group or a user group.

  1. Navigate to Groups & Settings > Groups > Organization Groups > Organization Group Details.

    Here, you can see an OG representing your company.

  2. Ensure the Organization Group Details displayed are accurate, and then use the available settings to make modifications, if necessary. If you make changes, select Save.
  3. Select Add Child Organization Group.
  4. Enter the following information for the first OG underneath the top-level OG.
    Setting Description
    Name Enter a name for the child organization group (OG) to be displayed. Use alphanumeric characters only. Do not use odd characters.
    Group ID

    Enter an identifier for the OG for the end users to use during the device login. Group IDs are used during the enrollment of group devices to the appropriate OG.

    Ensure that users sharing devices receive the Group ID as it might be required for the device to log in depending on your Shared Device configuration.

    If you are not in an on-premises environment, the Group ID identifies your organization group across the entire shared SaaS environment. For this reason, all Group IDs must be uniquely named.

    Type Select the preconfigured OG type that reflects the category for the child OG.
    Country Select the country where the OG is based.
    Locale Select the language classification for the selected country.
    Customer Industry This setting is only available when Type is Customer. Select from the list of Customer Industries.
    Time Zone Select the time zone for the OG's location.
  5. Select Save.

Log In and log out of Shared macOS Devices

Multiple users can log in to and out of a macOS shared device, activating the automatic push of device profiles.

Log In to a macOS Device – Using assigned Network credentials, log in to a macOS device that has been staged and you receive the profiles assigned to your account in Workspace ONE UEM.

Log out of a macOS Device – The standard macOS log-out procedure also logs the device out of your assigned Workspace ONE UEM user profile.

Log In and Log Out of Shared Android Devices

To use shared device functionality on Android devices, enroll the device using the Workspace ONE Intelligent Hub and set the VMware Workspace ONE Launcher as the default home screen. The Workspace ONE Launcher is automatically downloaded during enrollment.

Once the application is installed and set as the default home screen, the device is in a checked-in state. While in this state, the end user is unable to navigate away from this page and the device prompts the user to check out. To remove the profile and make the entire device accessible again, perform an Enterprise Wipe on the staging user device from the Workspace ONE UEM console.

  1. From the Workspace ONE Launcher log in page, users must enter their Group ID, user name, and password. If Prompt User for Organization Group is enabled on the console, end users are required to enter a Group ID to log in.
  2. Select Login and accept the terms of use, if applicable.

    The device is configured. Once logged in, user profiles are pushed down based on the smart group and user group associations.

What to do next: To log out of an Android device, select Launcher Settings and select Log Out (door icon).

Log In and Log Out of Shared iOS Devices

You can log in to and out of an iOS device that is shared across multiple users.

  1. Run the Workspace ONE Intelligent Hub on the device.
  2. Enter the end-user credentials.

    If the device is already logged in to Workspace ONE Intelligent Hub, then users are prompted to enter an SSO Passcode. If the device is not logged in, then users are prompted to enter a user name and password. The profiles assigned to each user are pushed down based on the smart group and user group association.

    Note: If Prompt User for Organization Group is enabled, then end users are required to enter a Group ID to log in to a device.
  3. Select Login and accept the Terms of Use.
    Note: If prompted for a passcode, users can create one in the Self-Service Portal. These passcodes are subject to an expiration period. As the expiration period nears, the Workspace ONE Intelligent Hub prompts users to change the passcode on the device. If users do not a change their passcode before it expires, users must return to the Self-Service Portal to create another passcode.

What to do next: To log out of an iOS device, run the Workspace ONE Intelligent Hub and select Log Out at the bottom.

Check In a Shared Device From the UEM Console

You can check in a device straight from the Workspace ONE UEM console, bypassing the need for the end user to check in the device using the installed Workspace ONE Intelligent Hub

When you check in a device using the UEM console, you effectively reset the enrollment to the multi staging user with the prescribed organization group, profiles, apps, and so on. On the device side, the Workspace ONE Intelligent Hub is restarted and the check-out screen displays.

This feature applies currently to iOS devices only. Devices that enrolled using a method other than the Workspace ONE Intelligent Hub (for example, Direct Enrollment, Workspace ONE, or Container) are not supported. Checking in devices in bulk from the console is not supported.

  1. Navigate to Devices > List View and locate the shared iOS device you want to check in.
  2. Select the Friendly Name of the device to display Device Details.
  3. Select the More Actions button in the upper-right corner of the screen.
  4. Under the Management section, select Check In Device.

Configure Shared Devices

Similar to single-user device staging, multi-user staging (a "shared device") allows an IT administrator to provision devices to be used by more than one user.

  1. Navigate to Groups & Settings > All Settings > Devices & Users > General > Shared Device.
  2. Select Override and complete the Grouping section.
    Setting Description
    Group Assignment Mode

    Configure devices in one of three ways:

    • Select Prompt User for Organization Group to have the end user enter a Group ID for an organization group upon login.

      With this method, you have the flexibility to provide access to the settings, applications, and content of the organization group entered. Using this approach, an end user is not restricted to accessing only the settings, applications, and content for the organization group to which they are enrolled.

    • Select Fixed Organization Group to limit your managed devices to settings and content applicable to a single organization group.

      Each end user who logs in to a device has access to the same settings, applications, and content. This method can be beneficial in a retail use case where employees use shared devices for similar purposes such as checking inventory.

    • Select User Group Organization Group to enable features based on both user groups and organization groups across your hierarchy.

      When an end user logs in to a device, they have access to specific settings, applications, and content based on their assigned role within the hierarchy. For example, an end user is a member of the 'Sales' user group, and that user group is mapped to the 'Standard Access' organization group. When that end user logs in to the device, the device is configured with the settings, applications, and content available to the 'Standard Access' organization group.

      You can map user groups to organization groups on the UEM console. Navigate to Groups & Settings > All Settings > Devices & Users > General > Enrollment. Select the Grouping tab and fill in the required details.

    Always Prompt for Terms of Use Prompts the end users to accept your Terms of Use agreement before they log in to a device.
  3. Complete the Security section, as applicable.
    Setting Description
    Require Shared Device Passcode (For iOS devices only)Require users to create a Shared Device passcode in the Self-Service Portal to check out devices. This passcode is different from a Single Sign On passcode or a device-level passcode.
    Require Special Characters Require special characters in the shared device passcode, which includes characters such as @, %, &, and so forth.
    Shared Device Passcode Minimum Length Set the minimum character length of the shared passcode.
    Shared Device Passcode Expiration Time (days) Set the length of time (in days) the shared passcode expires.
    Keep Shared device Passcode for minimum time (days) Set the minimum amount of time (in days) the shared device passcode must be changed.
    Prompt users to change their Shared Device Passcode x (days) before expiration

    (For iOS devices only) Set the number of days the user is reminded to change their shared device passcode before it expires.

    For best results, set a value less than the difference between the Expiration Time and minimum time you can keep the Shared Device Passcode.

    Passcode History Set the number of passcodes that are remembered by the system, providing a more secure environment by preventing the user from reusing old passcodes.
    Auto Logout Configure an automatic log out after a specific time period.
    Auto Logout After Set the length of time that must elapse before the Auto Log out function activates in Minutes, Hours, or Days.
    iOS Single App Mode

    Select this check box to configure Single App Mode, which locks the device into a single application when an end user logs in to the device.

    To check out an iOS device in Single App Mode, end users log in using their credentials. When the device is checked in again, it returns to Single App Mode.

    Enabling Single App Mode also deactivates the Home button on the device.

    Note: Single App Mode applies only to Supervised iOS devices.
  4. Configure the Logout Settings, as applicable.
    Setting Description
    Clear Android App Data Clear the app data when the user logs out of a shared device (checks it in).
    Reinstall Android Apps Use the drop-down to select whether to Always reinstall app between users or never reinstall app between users. For Android (Legacy) deployments, you can opt to reinstall app if the Hub cannot clear app data between users.
    Clear Android Device Passcode This setting controls whether the current Android device passcode is cleared when the user logs out (checks in) a multi-user shared device.
    Allow PIN at Startup Activate or deactivate Android Secure Startup, which requires an initial PIN entry to boot up the device. If deactivated, users cannot enable Secure Startup during passcode setup. If Secure Startup is already deactivated on the device, the device must be factory reset to enable it. This feature applies only to Android devices that do not have file-based encryption.
    Clear iOS Device Passcode This setting controls whether the current iOS device passcode is cleared when the user logs out (checks in) a multi-user shared device.
  5. Select Save.

What to do next: For specific information about provisioning devices for single-user and multi-user device staging, see the topics Stage a Single-User Device and Stage a Multi-User Device.