How to add a new user to your Pro/Enterprise/Institution account

In this article we cover:

1. The Account Admin role
2. Checking your plan and licenses
3. Adding a new user to the Vevox account
4. Managing users
5. Editing or removing a user
6. Tracking & managing user invitations

 1. The Account Admin role

For Pro plan users, additional licenses can be purchased online. If you have an Enterprise or Institution account, additional licenses can be purchased through your Vevox account exec or by emailing support@vevox.com. 

Managing users in your Pro, Enterprise, or Institution Vevox account is easy. As an Account Admin or User Manager, you can invite new users, assign roles, allocate departments, track invitations, and remove users—all from the Vevox dashboard. 

The person who signed up for the account will automatically be assigned an Account Admin & User Manager role.

2. Checking your plan & licenses

Your Vevox Plan determines how many user licenses you have available. To check your plan details:

 Click on the profile icon in the top-right corner of the dashboard.

When you select the Users option from the main menu, you will see your license information including:

• The total number of licenses in your account.
• How many licenses have been used so far.
• A list of all active users and their roles.
• A tab for pending invitations and deactivated users.

In this example, this account has 35 licenses in total. 32 licenses have been allocated and have accepted the invitation to join Vevox. 

If your account does not display license numbers, your plan allows unlimited users.

3. Adding a new user to the Vevox account

There are four steps to invite a new user:

1. Enter the User’s Email Address

• Click on the Users button in the left-side menu.
• Press + Invite Users.
• Enter the email address of the person you want to add.
• Press the + button. The name will appear below if the email is valid and not already on the list.

Adding multiple users?

• Copy and paste a list of email addresses from Word, Excel, or an email.
• Duplicate or invalid emails will not be added.

2. Assign a Role

Click 'Next' to Add Roles and choose an access level:

• • Account Admin – Full control over account settings and users.
  • Session Admin – Manages sessions but not account settings.
  • User Manager – Can add/remove users but not manage sessions.
  • Session Host – Assigned by default for all users.
• Click Assign.

3. Allocate a Department (Optional)

• Departments help with reporting by showing usage stats per group.
• Create a new department or select from the dropdown menu.
• Click the pencil icon to edit department details.
• Press Assign.

When you add multiple users at once,  they will all be assigned to the same department. If they belong to different departments, send separate invitations.

4. Review and Send the Invitation

• Double-check all the details in your invitation list.
• Once ready, press 'Send'.
• A confirmation message will appear, and the user will receive an email invitation to set up their Vevox account.
• New users can follow these instructions on ‘What to do when you have received a Vevox invitation’.