In this article we cover:
- The background for account admins
- How to add/invite a new user
- How to sort & filter the user list
- How to edit/remove a user
- How to track the invitations
Vevox allocates different user roles within a Pro, Enterprise or Institution plan.
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 firstname.lastname@example.org.
Once you have your licenses, growing or managing users within your Vevox account is easy. Both the Account Admin & User Manager can do it all from within the dashboard. These two roles will automatically be allocated to the person who signed up for the initial Vevox account.
Managing users can include inviting new users in your business/institution to join Vevox, assigning roles and departments to them, tracking invitations, and deleting users.
Your Plan will indicate what Vevox package you currently have. To see your Plan, click on the profile icon, a dropdown will appear indicating your Plan.
If you are already a User Manager or Account Admin, you will also see the Users button on the left side of the main menu. From here you can see:
- The total number of licenses you currently have in this account
- How many licenses have been used so far
- Your users list and details
- The number of invitations that have been sent out but not yet accepted.
In this example, this account has 35 licenses in total. 32 licenses have been allocated to 31 active users in the account and 1 user with a pending invitation to join.
If you do not see any number of licenses allocated and used, it means that you have an unlimited users plan.
Adding a new user to the Vevox account
There are 4 phases when inviting users:
- Enter the user's email address
- Add the user's role
- Allocate a department to the user (optional)
- Check the details and send the email out.
Log into your Vevox dashboard.
Navigate to the Users button on the left in the main menu, then press the +Invite Users button.
Enter the email address of the person you want to add to the Vevox account and press the + button. The name will move below the entry bar if it is a valid email address not yet on the user list.
To add multiple users simultaneously, copy the list of email addresses from Word, Excel, or even your email. If you have a duplicate/invalid email address, the platform will not add them to the list.
Click on the 'Add Roles' button and decide what type of access you would like to give the person i.e. Account Admin, Session Admin or User Manager. (The Session host will always be on by default). Select 'Assign'.
Allocating a department to the new user is optional, but it does enhance the reporting as you can compare stats like account usage by department etc. Create a new department name if you have none set up, or use the drop-down arrow the see the list of departments and click on the pencil icon to make changes. Finally, press the 'Assign' button.
If you add multiple users, the same department will be added to all the users in the new invitation list. Should you need to add users from different departments, create a separate invitation list for each department.
Check all the details of your invitation list. Once satisfied with the details, press the 'Send' button. A confirmation message will appear after the invitation has been sent successfully.
The person you have invited will receive an invitation to set up a Vevox account. (If you received this invitation, follow these instructions on ‘What to do when you have received a Vevox invitation’.)
Both the user and invitation lists can be sorted & filtered from the users tab. Use the arrow next to the name column to list according to the alphabet to filter your list. The filter options for the users list include:
- By user status
- By department
- By role
- Time stamp when Vevox dashboard was accessed.
Remember to reset the filters to see the complete list again.
Use the search bar at the top to search the list by names or email addresses.
If you need to amend user details, click the three dots in the user list (actions column). You can also delete a current user (like an employee who has left the company) from the account. They will instantly be removed from the user list and denied Vevox account access. Your number of available licenses will also adjust accordingly.
For ease of use, you can also see a summary of everyone invited to join the Vevox account. The list highlights the invitation status (pending or expired) and when the invite was sent.
Should you wish to resend or retract an invitation, click on the three dots and choose your option. Your number of available licenses will adjust accordingly unless you have reached your user limit. In this case, you cannot resend the invite unless you purchase additional licenses.
An invitation is only valid for 1 use and will expire in 28 days.
For any questions related to the users of the Vevox account, please email us at email@example.com