How do I get onto Worktribe for the first time?

To access Worktribe you must complete the mandatory LearnUpon training ‘Introduction to Worktribe’. The Worktribe team will provide you with access to the system within a week of completing the training.

You will need to log into Worktribe through Okta, and will need to set up multi-factor authentication for security. Guidance on how to do this is available on the ITS webpages.

Why do I need to sign in with Okta using Multi-factor Authentication?

Worktribe contains potentially sensitive information, including staff details, research information, and documentation. As a result, ITS have determined Multi-Factor Authentication (MFA) must be used to keep Worktribe secure from cyber-attack or loss of data.

A benefit of using MFA is that Worktribe is secure enough to be accessed from anywhere in the world!

How do Professional and Technical Services staff get access to Worktribe?

Heads of Schools and Directors of Research and Knowledge Exchange will help to determine which professional and technical staff have access and what their access will be.

Does Worktribe have a peer review function?

Yes. Peer review for a project runs in parallel with the main project workflow. The PI and their nominated administrators can request a peer review using this function and use it to share key aspects of the project and store the feedback. Hence, Worktribe supports but does not replace the internal review/peer review process in the school.

How do I complete the risk assessment on Worktribe?

The project risk assessment must be completed before a bid is submitted for approval. You must complete the risk assessment in one go, but once complete you can edit as many times as you wish. More information on completing the risk assessment is available as a Help Topic on Worktribe.

What is the approval process in Worktribe?

When a bid is submitted, it follows the approvals flow that has been set up in Worktribe. Approval of bids happens sequentially within a department, meaning it must be approved before moving to the next level within the department. If there is more than one department associated with a bid, these can be approved in parallel. This diagram explains the approval flow within Worktribe.

Can I add Co-Is from other Universities on to Worktribe?

For security of sensitive data, access to Worktribe is restricted to Sussex employees only. It is not possible to add a Co-I from a different institution onto the project. However, you can add named individuals as a partner or collaborator via the Partners tab.

What funding opportunities will be available in Worktribe?

Funding opportunities from popular funders will be published in the Worktribe system. PIs can generate projects directly from the opportunity to facilitate bid setup.

How do I add named staff to a budget?

Everyone with access to Worktribe is able to create their own project and add resources to a budget. However, only staff in Research Development can add named staff to a budget.

How do I turn on / off email notifications?

Email notifications can be switched on / off by editing the notification preference from the details section of your profile on Worktribe. We recommend switching email notifications on to ensure you do not miss important information regarding your project or contract in Worktribe.

When will I get a notification email from Worktribe?

Named staff will receive an email notification when they have been added to a project. Approvers will receive an email when their approval is required (in both cases providing email notification is switched on as per the FAQ above). Users will receive an email when they have been tagged (@username) by another user in a comment in the system.

How do I notify people about my project in Worktribe?

Approvers and RIS staff automatically receive notifications within Worktribe when projects have been setup and/or Approvals are needed, depending on the stage of the project. You can notify people directly using the @username function in the Comments tab which also keeps a log of activity on your project.

For information on finding and applying for funding including Sussex procedures around this, please see the Research Development webpages.