Summary and recommendation
Vidyard user management can be run manually, but complexity usually increases with role models, licensing gates, and offboarding dependencies. This guide gives the exact mechanics and where automation has the biggest impact.
Vidyard's admin console gives organization Admins a single path for user management: Settings > Organization > Users.
From there, you can invite users by email, assign them an Admin or Member role, and remove them when they leave.
There is no custom role builder;
the permission model is role-based with three predefined tiers (Admin, Member, Viewer).
Seat limits are enforced at the plan level, so inviting beyond your contracted count may require a plan upgrade.
SCIM provisioning is gated to the Enterprise plan, meaning automated lifecycle management is not available on Starter or Pro/Teams tiers
and unlike every app that supports SCIM, Vidyard below Enterprise requires fully manual provisioning.
Quick facts
| Admin console path | Settings > Organization > Users |
| Admin console URL | Official docs |
| SCIM available | No |
| SCIM tier required | Enterprise |
| SSO prerequisite | No |
User types and roles
| Role | Permissions | Cannot do | Plan required | Seat cost | Watch out for |
|---|---|---|---|---|---|
| Admin | Full organization management: invite and remove users, manage roles, configure SSO/SCIM, access all content and analytics across the organization, manage billing and integrations. | Only Admins can access organization-level settings and manage other users. | |||
| Member | Create, record, and share videos; access personal library and shared folders; view analytics for own content. | Cannot manage other users, configure organization settings, or access org-wide analytics. | |||
| Viewer | View videos shared with them; limited or no content creation depending on plan. | Cannot create or upload videos; cannot manage users or settings. | Viewer access details vary by plan; not all plans expose a distinct Viewer role. |
Permission model
- Model type: role-based
- Description: Vidyard uses a role-based access model with predefined roles (Admin, Member, and limited Viewer access). Roles are assigned per user within an organization. No custom role builder is documented in official help content.
- Custom roles: No
- Custom roles plan: Not documented
- Granularity: Role-level only; no documented per-feature or per-folder permission overrides for individual users outside of folder sharing controls.
How to add users
- Log in to Vidyard and navigate to Settings > Organization > Users.
- Click 'Invite Users' or 'Add User'.
- Enter the invitee's email address.
- Select the role to assign (Admin or Member).
- Click 'Send Invite'. The invitee receives an email to accept and set up their account.
Required fields: Email address, Role (Admin or Member)
Watch out for:
- Invitations are sent via email; the user must accept before they appear as active in the organization.
- Seat limits apply based on the subscribed plan; inviting beyond the seat limit may require a plan upgrade.
- Only Admins can send invitations.
| Bulk option | Availability | Notes |
|---|---|---|
| CSV import | No | Not documented |
| Domain whitelisting | No | Automatic domain-based user add |
| IdP provisioning | Yes | Enterprise |
How to remove or deactivate users
- Can delete users: Yes
- Delete/deactivate behavior: Vidyard's official help documentation describes removing users from an organization. Removed users lose access to the organization. The official docs use 'remove' terminology; whether this constitutes a hard delete of the user account or a deactivation/revocation of org membership is not explicitly distinguished in publicly available help content.
- Navigate to Settings > Organization > Users.
- Locate the user to remove.
- Click the options menu (ellipsis or action button) next to the user.
- Select 'Remove' or 'Remove from Organization'.
- Confirm the action when prompted.
| Data impact | Behavior |
|---|---|
| Owned records | Videos and content created by the removed user remain in the organization's library and are not automatically deleted. |
| Shared content | Shared video links created by the removed user continue to function unless explicitly disabled. |
| Integrations | Not documented |
| License freed | Removing a user frees up the seat, making it available for reassignment. |
Watch out for:
- Content owned by a removed user is retained in the org library but may require an Admin to reassign or manage it.
- If SSO/SCIM is enabled, deprovisioning via the IdP is the recommended method to revoke access; manual removal may also be required if SCIM is not fully configured.
- Removing a user does not automatically delete their videos or revoke existing shared video links.
License and seat management
| Seat type | Includes | Cost |
|---|---|---|
| Paid seat (Starter) | Video recording, sharing, basic analytics; limited videos per month | $59/user/month billed annually (as of February 2025 pricing) |
| Paid seat (Pro/Teams) | Expanded video creation, advanced analytics, team features | $99/user/month billed annually (as of February 2025 pricing) |
| Enterprise seat | SSO, SCIM provisioning, custom AI avatars, advanced security, priority support | Custom pricing (~$1,316/user/year for 100+ users based on available estimates) |
| Free seat | Limited video creation per month, basic sharing | $0 |
- Where to check usage: Settings > Organization > Users (shows active user count and seat usage)
- How to identify unused seats: Review the Users list in Settings > Organization > Users for users who have not logged in recently; Vidyard does not document an automated inactive-user report in publicly available help content.
- Billing notes: Seats are billed per user on an annual basis. Enterprise contracts may offer discounts for multi-year terms (8–16% for 3-year contracts per available pricing notes). Adding users mid-cycle may result in prorated charges; confirm with Vidyard sales or billing for exact terms.
The cost of manual management
Without SCIM, every app in your stack that requires a provisioning or deprovisioning action must be handled individually through the admin console.
For Vidyard specifically, offboarding is a multi-step manual process: locate the user, remove them from the org, and then separately audit shared video links - because removing a user does not automatically revoke links they have already distributed.
Content ownership is a second exposure point. Videos owned by a removed user remain in the org library but are not automatically reassigned, leaving an Admin to track down and remediate orphaned assets after the fact.
What IT admins are saying
Community evidence is not specific enough to quote or summarize yet for this app.
The decision
Manual management is workable for small, stable teams where user turnover is low and the seat count is modest. The console workflow is straightforward, and role assignment is limited to two meaningful options (Admin or Member), which keeps decisions simple.
That simplicity comes at a cost: unlike every app that exposes SCIM or event-driven deprovisioning, Vidyard below Enterprise puts the full lifecycle burden on Admins.
For organizations with frequent onboarding and offboarding, or those running Vidyard alongside a broader identity stack, the manual approach creates compounding overhead - especially given the absence of inactive-user automation and the shared-link cleanup requirement on removal.
Enterprise plan with SSO (Okta, Entra ID, Google Workspace) is the practical threshold where lifecycle management becomes more tractable.
Bottom line
Vidyard's manual user management is functional but deliberately minimal: role-based only, no custom permissions, no automated inactive-user detection, and no shared-link revocation on removal. Teams below Enterprise tier carry the full operational cost of provisioning and deprovisioning by hand.
The workflow is low-friction for small orgs, but the gap between a user being removed and their shared content becoming inaccessible is a real governance risk that requires a separate manual step every time.
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