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How to add members and manage permissions in my Workspace

This feature requires an Enterprise plan with the Workspaces feature added.

Workspace Administrators, along with Organization Owners and Administrators, can invite new team members to a Workspace, assign their roles, and remove users directly through the Workspace settings. This article outlines how to add and manage members within your Workspace.

In this article:

What to know before you add Workspace members

  • Administrator Permissions: You must be a Workspace Administrator, Organization Owner, or Organization Administrator to add, manage, or remove members from a Workspace.
    • Organization Owners and Admins can learn how to add team members to their Organization and Workspaces at How to add and manage team members in my Organization
    • Organization Owners and Admins will become Workspace admins for all workspaces and cannot be removed at the Workspace level.
  • Workspace Roles: There are several roles you can assign to members within a Workspace:
    • Workspace Administrator: Can view and manage all videos, folders, people, analytics, and live events on the account.
    • Contributor Plus: Can do everything Contributor members can do, plus use advanced creation tools, and create and manage live events (if the Organization also has Live Events).
    • Contributor: Can view, comment, upload, edit, share videos, and view clip analytics inside folders that have been shared with them.
    • Viewer: Can view and comment on videos that have been shared with them.

How to invite team members to a Workspace

You can invite new people to your Workspace, which will also add them to your Organization if they are not already members. To invite a member:

  1. Ensure that you are in the workspace you want to manage. Learn how to switch Workspaces at How to switch between multiple Workspaces.
  2. Select the name of your active Workspace from the top-right corner of the Vimeo homepage.
  3. Select Settings.
  4. On the Workspace settings page, select Members.
  5. On the Members page, select the "Invite" button located on the right side of the page.
    e "Members" management screen for a workspace. The "Members" tab in the side navigation is highlighted. The main panel displays a list of current members with their assigned roles, such as "Admin" and "Contributor." At the top-right of this panel, the "Invite" button is also highlighted.
  6. In the Invite members window that appears, enter the email address of the person you wish to invite. You can add multiple emails at once (up to 10 in each batch).
  7. Select their role for the Workspace from the dropdown menu:
    The "Invite members" dialog box, with the user role dropdown menu open. It lists four available roles with descriptions of their permissions. The "Viewer" role is currently selected, and other options include Contributor, Contributor Plus, and Admin
  8. Select Invite. The team member will receive an email prompting them to join your Workspace.
  9. Finally, you’ll have the optional chance to share Workspace-specific folders with the newly invited team members.

Until the team member accepts the invitation, they will appear as 'Pending' on the team member's list. To manage their invitation, select the vertical ellipses (⋮) to the right of their name. Here, you can resend the invite, copy the invite link, share Workspace folders with the team member, manage which groups they’re part of, or remove them from the Workspace.

The "more options" menu for a "Pending" member invitation is open. It contains a list of actions including "Resend invite," "Copy invite link," "Share folders," "Manage groups," and "Remove from workspace."

How to manage an existing Workspace member's role

You can change a member's role and permissions at any time from the Workspace Members list. To change a member's role:

  1. Navigate to the Members tab in your Workspace Settings.
  2. Find the user in the member list.
  3. To the right of the user's name, select the dropdown menu under their current role.
  4. Select the new role you want to assign to that user. The change is saved automatically.

    A dropdown menu for changing a user's role is open, showing four options. The currently selected role is "Admin," which allows full management. Other roles are "Viewer" (can view and comment), "Contributor" (can upload and edit), and "Contributor Plus" (adds advanced tools)

How to remove a team member from a Workspace

Removing a member from a Workspace will revoke their access to the content within it, but they will remain a member of your Organization. Additionally, any content added by this member will still be accessible to other Workspace members after they are removed from the Workspace.

To remove a member:

  1. Navigate to the Members tab in your Workspace Settings.
  2. Find the user in the member list and select the vertical ellipses (⋮) button to the right of their name.
  3. Select Remove from Workspace.
  4. A confirmation window will appear. Select the final confirmation button to remove the member from the Workspace.

How to export your Workspace member roster as a CSV

Workspace Administrators (as well as Organization Owners and Organization Admins) can export the full Workspace member roster as a CSV file. The file is generated asynchronously and delivered to you when ready — you can download it directly or receive it by email.

  1. Navigate to the Members tab in your Workspace Settings.
  2. Select Export as CSV.
  3. Choose how you want to receive the file when it's ready: Download or Email.

The exported CSV includes the following information for each member:

  • Email address
  • Name
  • Workspace role
  • Date added
  • Status (accepted or pending invitation)
  • SSO status

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