How to add and delete users

Before your team can get started and begin to collaborate with Vidyard, you need to add users to your account and assign them to a Team.

The number of users that you can add is determined by the amount of available User Seats. Each Vidyard plan includes a set number of User Seats with the option to buy more as your team continues to grow. 

In this article, you'll learn how to:

• 👉  invite new users to join the account
  • • If you have many new users, you can add their accounts all at once from a spreadsheet. 
• 👉  assign users to a Team (a Team determines your users' access to folders and permissions)
• 👉  manage requests to join your account from colleagues who use Vidyard for Free 
• 👉  delete users from the account

Adding new users

1. Select Admin > Users from the main menu
2. Select Add Users
3. Enter 1 or more email addresses to invite users to join your account
   • You can also upload a CSV file or copy and paste a comma-separated list to add multiple users at once
4. Select a Team for the users to join
5. Click on Add to finish

Adding new users in bulk with a CSV file

If you have a large number of users to add to Vidyard, upload a .csv file to send invitations in bulk.

The CSV file should contain a single column with only email addresses. Download our CSV template as an example to get started. 

1. Click Upload CSV to invite a list of users
2. Select the .csv file from your computer
3. Select a Team for users to join, then click on Add to finish

Resending user invitations

If a user is having trouble either receiving or accepting their invitation, you can resend the email invitation from the users page in Vidyard.

Anyone who has not yet accepted their invitation to join will have a status of Invitation Sent under the Last Active column.

1. From the main menu, select Admin > Users to open your list of users
2. Select 1 or more with a pending invitation
3. Open the menu in the top, right-hand corner, then click on Resend invitation
4. Select Send to confirm

Managing requests to join your account

Any person who signs up for Vidyard Free with a business email address that matches your company's domain (for example @vidyard.com) can request to join your Starter, Teams, or Enterprise shared account.

Members of the Admin Team can then choose to allow or deny a request to join.

When you accept a request to join, the new user is given one of your available user seats. You can select Buy Seats at the top of the Users Page in your workspace (Admin > Users) if you need more seats.

1. Select Admin > Users from the main menu
2. Select Manage Requests  
3. To accept a request, use the dropdown menu to assign the person to a team. Select the trash icon to reject a request.
   

Each requester will receive an email notification indicating whether their request to join was accepted or denied. If accepted, the email includes a link with steps to join your account as a new user.

Deleting users

When you delete a user, they will no longer be able to access your team's shared Vidyard account.

• In Vidyard Starter, videos in a deleted user's personal folder leave the account with them
• In Teams and Enterprise accounts, all assets that the user authored (videos, hubs, reports, actions, rooms) remain in the shared account for your team to continue to use, including videos in the user's personal folder.

Learn more about retaining videos when users are deleted.

1. Select Admin > Users from the main menu
2. Select 1 or more users from the list
3. Click on Delete 🗑️ and then confirm

Retaining deleted users' videos and other assets

When you delete a user, they are removed from your team's shared account.

Any assets that the deleted user authored stay with the shared account, except in Vidyard Starter accounts where the user may retain videos from their personal folder. Refer to the table below for details.

Frequently asked questions

How do I add more users if I've reached my seats limit?

You can purchase additional seats for your Vidyard Starter Plan or Vidyard Teams or Enterprise plan if you reach the current limit included in your account.

You can purchase seats directly from your Vidyard account (dependent on your payment method) or by contacting a member of our team.

What does the "Last Active" column on the Users page mean?

On the Users page (Admin > Users) you'll find a Last Active column next to each user in your account.

Last Active refers to the last date (mmm/dd/yyyy) a user performed an action using Vidyard. This includes actions taken when signed into Vidyard in a browser, the browser extension, desktop app, mobile app, or other channels like Vidyard in Gmail or Outlook.

An "action" might include signing into your account, as well as any signed-in interactions taken by the user (for example, opening the browser extension).