How to change who can access your Room

When you create a Vidyard Room to collaborate with customers and colleagues, you control who has access and what each contributor can do in the Room when they join. In this article you'll learn:

• How to share your Room with different access levels ( Anyone with a link versus  Only people invited) 
• How to change contributors' roles in the Room
• How to remove others from a Room
• How colleagues within the same Vidyard account can join and contribute to your Room (applies to Vidyard Plus or Business plans)

Select the Room you want to share

1. Sign in to your Vidyard account
2. Select Rooms from the main menu to open your library
3. Click on the Room you want to share

Choose who to share with & how they can use the Room

You can choose to make your Room available to  Anyone with a link or limit access to  Only people invited. 

Change who can access the Room

Open the Share settings for your Room to change who has access. Any changes to your Room's settings update immediately.

1. In Vidyard, open the Room you want to share
2. Select  Share in the top-right corner of the Room
3. Open the dropdown menu under "Who can use this Room?"
4. Choose who can access the Room:
   • • Anyone with a link
     • Only people invited

• Anyone with a link allows anyone to access the Room, to see posts and links, and download files without signing in. People must sign in or create a Vidyard account to comment or perform role-specific actions.
• Only people invited restricts the Room to specific people who you have asked to join. People must sign in with a Vidyard account to see posts and links, download files, comment, or perform role-specific actions. Learn how to share with specific people.

Share with specific people

You can invite specific people to the Room as contributors with different roles (Editor or Commenter). Each person that you invite receives an email with a link to access the Room.

If you change your Room access to  Only people invited, only the specific people that you've shared the Room with can continue to access the Room and collaborate.

1. In Vidyard, open the Room you want to share
2. Select  Share in the top-right corner of the Room
3. Enter the email address of the person(s) you want to add as contributors
4. Use the dropdown menu to decide what Role people have within the Room (learn more about roles in a Room)
5. Select + Invite to finish

Limit what others can do in your Room

When you invite specific people to join your Room, you can control what they are allowed to do by changing their role.

1. Open the Room where you want to change contributors' roles
2. Select  Share in the top-right corner of the Room
3. Open the dropdown menu next to a contributor to change their role

Review the following table to understand what each role is allowed to do:

Remove someone from a Room

If you no longer want someone to view or contribute to your Room, you can remove their access. 

When you remove someone's access, any videos, files, or links they added will remain available in the Room. The label "Removed User" will appear next to the person's comments and mentions.

1. Open the Room where you want to remove a contributor
2. Select Share in the top-right corner of the Room
3. Open the dropdown menu next to a contributor, then select Remove Access
4. Select Remove again to confirm 

How team members access your Rooms

When you belong to a Vidyard Business plan, team members may automatically have access to Rooms that other users in the account create.

Administrators may choose to enable Team Settings that allow users to see and edit Rooms owned by other team members or all other users in the account. Learn more about Team Settings for Rooms.

When Team Settings for Rooms are enabled:

• In addition to their own Rooms, users can see Rooms owned by other team members in their Rooms Library (select Rooms from the main menu in Vidyard)
• Users can access and join other users' Rooms as an Editor