Atlassian Loom User Management Guide

• Model type: role-based
• Description: Loom uses a fixed set of workspace-scoped roles (Admin, Creator/Member, Creator Lite, Viewer). Permissions are tied to the assigned role and the workspace plan. There are no custom roles or granular permission sets. On Atlassian-integrated workspaces, Atlassian Administration introduces additional admin-tier roles (Org Admin, Site Admin, Billing Admin, App Admin) that layer on top of Loom workspace roles. Billing and user management permissions on integrated accounts require Atlassian-level admin roles, not just Loom workspace Admin.
• Custom roles: No
• Custom roles plan: Not documented
• Granularity: Role-level only. No per-resource or per-space permission overrides within a role. Space-level access (Open vs. Closed Spaces) controls content visibility but is not a user permission setting.

1. Navigate to Loom Library sidebar > Settings > Workspace Settings > Members tab (legacy) or Atlassian Administration > Directory (Atlassian-integrated).
2. Select 'Invite Members' in the top right of the Manage Workspace Members page.
3. Enter the team member's email address.
4. Select the desired role from the drop-down (Admin, Creator, Creator Lite, or Viewer - options vary by plan).
5. Click 'Invite'. An invitation email is sent to the user.
6. User accepts the invite to gain workspace access.
7. To check invite status, filter the Members list to 'Invited'. Resend or remove pending invites from the same panel.

Required fields: Email address, Role selection

Watch out for:

• Bulk invite is supported by pasting multiple email addresses at once on the invite screen.
• On Business/Business+AI plans, admins can set new Creator joins to require Admin approval or allow Instant access. Creator Lite is always Instant access and cannot be changed.
• Domain-based join suggestions are shown to new Loom signups based on email domain, but only for non-public domains (Gmail, Yahoo, Outlook, etc. are excluded).
• If SSO is enabled (Enterprise), users with domains outside the authorized domain list will be blocked from logging in once SSO is enforced.
• On Atlassian-integrated accounts, user management must be performed in Atlassian Administration, not the Loom workspace settings panel.
• New signups after February 2026 only have Admin and Creator roles available; Creator Lite cannot be assigned.

• Can delete users: Yes
• Delete/deactivate behavior: Loom supports both deactivation and permanent deletion. Deactivation is the first required step; it immediately removes workspace access. After deactivation, an admin can then permanently delete the profile. Permanent deletion requires typing the member's email to confirm. Deactivation is reversible (account can be reactivated); permanent deletion is not.

1. Navigate to the Users page under 'Manage' in the left-hand navigation (legacy: Members tab in Workspace Settings).
2. Check the checkbox next to the target user's name to reveal the editing panel.
3. Select 'Deactivate'. The user immediately loses workspace access.
4. To permanently delete: filter the Members list to 'Deactivated' users.
5. Check the deactivated user and select 'Permanently delete profile'.
6. In the confirmation flow, choose whether to keep or delete content the user shared to an Open Space.
7. Type the member's email address to confirm, then select 'Permanently delete profile'.

Watch out for:

• Permanent deletion is irreversible; videos not shared to an Open Space are permanently lost unless an Enterprise admin opts to transfer them first.
• Deactivation is immediate and forfeits all unused paid time for that seat on non-contracted plans; no prorated refund is issued.
• On Atlassian-integrated accounts, user removal must be performed via Atlassian Administration, not the Loom workspace settings.
• An admin cannot leave a workspace if they are the only admin; another admin must be assigned first.
• Without SCIM (Enterprise only), deprovisioning when an employee leaves the company is entirely manual; SSO alone does not trigger deprovisioning.

• Where to check usage: Loom Library sidebar > Settings > Workspace Settings > Members tab (filter by role/status to audit active paid seats). For usage data: Settings > Data tab > Admin Insights dashboard (full dashboard is Enterprise-only; Starter and Business see 'At a Glance' panel only). Enterprise admins can also download a Workspace Membership Report CSV from Settings > Data tab > User Reports.
• How to identify unused seats: Enterprise admins can download a Workspace Membership Report (CSV) from Settings > Data tab > User Reports, which lists all workspace members and their plan status. The Admin Insights dashboard (Enterprise-only) shows top users, total hours recorded, and video views, which can be used to identify inactive seats. Starter and Business admins can only view high-level 'At a Glance' data; granular per-user activity is not available without Enterprise.
• Billing notes: Annual Business plans use user-tier billing (fixed tiers such as 50, 100, 250 users) rather than exact per-seat billing; teams between tiers pay for the next tier up. Monthly Business plans bill per exact Creator/Admin seat and recalculate automatically as seats are added or removed. Downgraded Creators retain access for the remainder of the billing period with no prorated refund. Deactivated users lose access immediately with no refund on non-contracted plans. Enterprise is custom-priced per Member/Admin at volume-based rates; Atlassian Guard Standard is included free with Enterprise. Business plans purchased from Atlassian.com do not include Guard and must purchase it separately for SSO/SCIM.

Without an Enterprise plan, every app in your stack that relies on Loom access must be managed by hand - there is no automated provisioning or deprovisioning on Business or Business+AI plans.

Offboarding is the sharpest risk: without SCIM, a departed employee's account is only deactivated when they next attempt to log in, leaving recorded video content exposed in the interim. SSO alone does not close this gap.

License visibility is also limited below Enterprise. Starter and Business admins see only a high-level 'At a Glance' panel; granular per-user activity data and the Workspace Membership Report CSV require Enterprise.

Annual Business plans bill in fixed user tiers (e.g., 50, 100, 250 seats) rather than exact per-seat counts, so teams between tiers pay for the next tier up regardless of actual headcount.

The Creator Lite deprecation adds unexpected cost pressure: existing Business customers who relied on free Creator Lite seats are having those users converted to paid Creator seats during Atlassian migration, with billing beginning after a grace period.

The most consistent friction point reported by admins is the Enterprise-only gate on SSO and SCIM.

Business plan teams paying $15–$20/user/month have no automated provisioning path without upgrading to custom-priced Enterprise or purchasing Atlassian Guard separately - a cost that catches teams off guard, particularly those who bought Loom Business through Atlassian.com, where Guard is not included.

Post-Atlassian integration, the split between Loom workspace settings and Atlassian Administration (admin.atlassian.com) creates operational confusion. Admins accustomed to managing everything inside Loom's settings panel find that user management and billing have moved to a separate console.

Legacy Enterprise users also cannot join Atlassian Loom workspaces during the migration period, which Atlassian estimates will complete by mid-2026.

Common complaints:

• Enterprise-only SSO/SCIM: SCIM provisioning and SSO are gated behind the Enterprise plan (custom pricing); Business plan teams ($15–$20/user/month) have no automated provisioning or deprovisioning.
• Domain verification required before SSO or SCIM can be configured.
• Atlassian Guard requirement: For non-Enterprise accounts, SSO requires purchasing Atlassian Guard separately on top of existing Loom Business plan costs.
• Creator Lite deprecation: Existing Business plan customers who relied on free Creator Lite seats are having those users converted to paid Creator seats during Atlassian migration, increasing costs unexpectedly.
• Atlassian-integrated account management split: Post-integration, user and billing management moves to Atlassian Administration (admin.atlassian.com), creating confusion for admins accustomed to managing everything inside Loom's workspace settings.
• Legacy Enterprise users cannot join Atlassian Loom workspaces during the migration period (Atlassian estimates completion by mid-2026).
• No prorated refund on deactivation: Deactivating a user on a non-contracted plan forfeits all unused paid time for that seat with no credit issued.
• Performance issues (lag, audio sync, failed uploads, login difficulties) reported consistently across review platforms since Atlassian infrastructure migration began in 2025.
• Annual plans use fixed user-tier billing (e.g., 50, 100, 250 users), meaning small teams just above a tier boundary overpay for unused seats.
• SCIM API keys expire after one year (as of January 2025), requiring annual manual rotation.

Loom's manual administration is manageable for small, stable teams on Business plans where headcount churn is low. The role model is simple, the invite flow is straightforward, and bulk invites are supported by pasting multiple email addresses at once.

The calculus shifts for any team with regular onboarding and offboarding volume. Every app that touches sensitive recorded content - and Loom video libraries frequently do - carries real access-hygiene risk when deprovisioning is manual and delayed until next login.

Teams that need audit-grade access control, per-user activity reporting, or automated lifecycle management should treat Enterprise (with SCIM) as a functional requirement, not an upgrade.

If your organization is mid-Atlassian migration, factor in the admin console split and the Creator Lite conversion costs before committing to a plan tier.

Bottom line

Loom's manual user management is straightforward at small scale but becomes a liability as headcount grows.

The absence of automated provisioning below Enterprise means offboarding gaps are structural, not configurable - a departed employee retains access until their next login attempt unless an admin manually deactivates them.

The Atlassian integration adds a second admin console to the workflow, and the Creator Lite deprecation is quietly increasing per-seat costs for existing Business customers.

Teams with active hiring and offboarding cycles, or with sensitive video content, should evaluate whether the Enterprise plan's SCIM and audit tooling justify the step up from Business pricing.