Users and Permissions

Users are the people you invite to access your account. Learn about how to add them, and what permissions you can grant them, here.

Permissions in Wistia

Each contact in your Wistia account has a set of permissions. These permissions set out the rules for how they can interact with the files in your account.

In general, the permissions users can have are

  • Create Projects
  • Upload & Download Media
  • Share Media/Projects
  • Track Stats and Account Usage Levels
  • Create New Users
  • Embed Videos

There are four different kinds of users: Account Owner, Managers, Collaborators, and Viewers. Every account has an Account Owner, but everyone’s needs will be different in terms of how many Managers, Collaborators, and Viewers they have, or whether they add any at all. Let’s take a look at how each of these user types can interact with your Wistia account.

Account Owner Permissions

The Account Owner has the highest permissions of any user. There is only one Owner on each Account, which can be set from the “Account” tab of the Account Settings. Owners have access to anything a Manager or user does, but in addition, they can:

  • Monitor the usage of the account (bandwidth & videos)
  • Add or remove managers
  • Change the account logo, name, or URL
  • Connect/disconnect integrations
  • Create API keys
  • Purchase, upgrade, or downgrade a subscription
  • Change billing information
  • Cancel the Wistia account

Additionally, the Account Owner has the final say over who can access the videos hosted on Wistia. In context of the Wistia application, the “Owner” maintains the rights over all hosted content.

Alert
The Account Owner is the only user who can assign a new Account Owner, by transferring ownership to an existing Manager. If you are leaving your organization or handing over your Wistia account to a different person, we strongly recommend transferring ownership before you go.

Manager Permissions

Managers in Wistia are the controllers of the content in accounts. Managers can do things like add Projects, upload medias, and share those Projects and videos with new viewers. They can also control users, and create new groups. Managers can:

Viewers and Collaborators

Viewers and Collaborators are two types of users on your account who have limited permissions. Viewers have the most limits; they are able to watch videos in the Projects to which they have been granted access. They won’t have other account-related permissions and won’t be able to visit any Projects other than the ones to which they have been invited.

Collaborators are users who have at least one additional permission in a given project. To learn more about the different permissions and what they entail, skip ahead to the section of this help page on adding Collaborators.

Something to note as you get into the wide world of Permissions & Wistia - Channels work a bit differently. Only Account Owners and Managers can create and customize channels. You can then add individual Users to each Channel you create. You can read about this in more detail in our Channels documentation here.

Add Viewers

From within the Privacy & Sharing modal you’re able to add users as either a Viewer or Collaborator. Adding Viewers is a simple way to keep your project Locked, but still allow a select group of people access to view your content. From the Project page, select Privacy & Sharing from the sidebar menu. You can also click on the padlock icon next to the title of the project. Enter the email addresses of Viewers you’d like to add to your project. You can even write your own message by clicking Personalize email notification. Make sure to click the Save button to add your Viewers, and you’re all set! Here’s an example of how your video pages will appear for your Viewers: https://private-sharing.wistia.com/medias/0itg67ypxh

Note
While there isn’t a limit to the amount of Viewers you can add to a project, we recommend adding no more than 300 at a time, as that is the limit to the number of emails that can be sent at a time. If you anticipate adding more, you should use our groups (https://wistia.com/support/embed-and-share/private-sharing#using-groups) functionality so that all of your viewers receive their invitation email.

To learn more about the first-time login process, check out our How Wistia Appears For Your Viewers and Collaborators section after the Add Collaborators walk-through.

Alternatively, users can be created from the Users & Permissions page rather than from a specific Project. To do this, choose Users & Permissions from the Account menu on any page in your Wistia account.

From here, click Add User. A dialog will appear that will let you either create a single new user (the “Single User” tab) or create many new users simultaneously (the “Multiple Users” tab). Choose whichever method is appropriate based on the number of users you want to create. Then, fill out the fields and hit Save.

Note
Users created in this manner will NOT have access to any content by default and must be explicitly shared on projects in your account.

To invite a user to one or more projects from the Users page, click the name of the user you’d like to edit, then click the Add Projects button on their user page. That will let you select one or more projects and, if needed, set permissions. Be sure to click Save!

Add Collaborators

If you’d like to give your users more control around your project, you’ll want to invite them as Collaborators. The steps will look similar to adding a Viewer, but this time you’ll select which permissions you want those Collaborators to have. The moment you select any permission, the user’s status will turn to Collaborator! The permissions available are

  • Admin - This Collaborator has access to all other permissions listed below, as well as Move & Copy, full access to Privacy & Sharing, and the ability to Delete the project. Basically, they can do anything you can do.
  • Upload - This Collaborator has the opportunity to upload new content to the project. They’ll also be able to Customize any content they upload.
  • Download - This Collaborator will be able to download any content from the project. They’ll also be able to Export all media from the project.
  • Share - This Collaborator will be able to share the project by embedding it and/or inviting additional users to the project. A Collaborator with the Share permission will only be able to extend their own permissions to new Collaborators they add. So if a Collaborator has both the Share and Upload permissions, they’ll be able to add users with either or both of those two permissions (or neither), but no other permissions.
  • Stats - This Collaborator will have access to any stats collected from the videos within the project. This user will only be able to access stats for public views to the videos in the project. (Stats of Viewers invited to projects are housed in Private User Sessions, and are only available to the Account Owner and Managers.)

To add a Collaborator to your project, select Privacy & Sharing from the sidebar menu (or click the padlock next to the project title). Enter the email address of the Collaborator you’d like to add, and set their permissions. You can add multiple Collaborators with the same permissions by entering a comma between the email addresses. Make sure to click the Save button to save your settings! Below is a full list of Collaborator permissions we’ve given to specific projects. These are live examples of Unlocked projects. Some of the menus might look a little different to your Collaborators, but this should give you the gist.

How Wistia Appears For Your Viewers and Collaborators

When you invite new Viewers and Collaborators to your projects, they will only have access to parts of the account that they have been given access to.

Let’s walk through an example of how this will look from your Viewer’s perspective. The emails will look identical regardless of whether a user is added as a Viewer or a Collaborator. Any permissions granted won’t be mentioned in the email (unless you choose to write a custom message) — the user will need to login in order to see their accesses.

The Invitation Email

After clicking the Add User button, your Viewer or Collaborator will receive an email at the address you have entered for them. This email will include an invitation to view the project you are sharing, along with a link for their access.

Note
This activation link is specifically designed for their email, and is only good for one use (the email cannot be forwarded).

The Credential Creation Screen

After clicking the activation link, users who have never interacted with a Wistia account before will land on a page where they can create Wistia credentials.

The Viewer’s Perspective

When your user logs in, they will have access to the specific project you have shared with them, but they will only see the functionality you have enabled for them. They will not be able to access any other projects in the account or the Account Settings area.

A sample menu for an invited user with Upload and Share permissions:

Some example scenarios:

  • Users who have been given Admin permissions for the project will be able to see every option in the sidebar menu on the left, and will also be able to see all other shared users on the project in the Privacy & Sharing screen.
  • Users with the Stats permission will see the Stats option in the sidebar menu.
  • Users with Upload permissions will see the Upload button in the upper right corner of the Project page, next to the project title.

Users who have been given the Share permission (but not the Admin permission) will see a slightly different Privacy & Sharing screen. They will be able to add email addresses into the Share with field, and will only be able to give out the permissions that they currently have for that project. They can also customize the email message that is sent out as well. Here is what that Share screen looks like for a user with Upload, Download, and Share permissions:

Collaborator Permission Examples

Upload Permission Example

This project has Upload permissions turned on for Everyone with the link: https://private-sharing.wistia.com/projects/wgy0gdpfjpAnd here’s a video within that project: https://private-sharing.wistia.com/medias/5a1g9k9wplKeep in mind, this example is an Unlocked project, so it isn’t the exact same. But this should give a solid example of what a project in your Wistia account would look like for Collaborators you’ve invited with this permission.

Download Permission Example

This project has Download permissions turned on for Everyone with the link: https://private-sharing.wistia.com/projects/9pbtnbf0owAnd here’s a video within that project: https://private-sharing.wistia.com/medias/dh44ci9ck0Keep in mind, this is an Unlocked project, so it isn’t the exact same. But this should give a solid example of what a project in your Wistia account would look like for Collaborators you’ve invited with this permission.

Share Permission Example

This project has Share permissions turned on for Everyone with the link: https://private-sharing.wistia.com/projects/wtdpf3uc5eAnd here’s a video within that project: https://private-sharing.wistia.com/medias/d92fqqza6tKeep in mind, this is an Unlocked project, so it isn’t the exact same. But this should give a solid example of what a project in your Wistia account would look like for Collaborators you’ve invited with this permission.

Stats Permission Example

This project has Stats permissions turned on for Everyone with the link: https://private-sharing.wistia.com/projects/th5d0sp5xaAnd here’s a video within that project: https://private-sharing.wistia.com/medias/h5iqv6yow5(Be sure to check out the stats page for that video too!) Keep in mind, this is an Unlocked project, so it isn’t the exact same. But this should give a solid example of what a project in your Wistia account would look like for Collaborators you’ve invited with this permission.

All Permissions Example

This project has all permissions turned on (with the exception of Admin, which isn’t an option for the Everyone with the link setting) for Everyone with the link: https://private-sharing.wistia.com/projects/3jc4jvzn42And here’s a video within that project: https://private-sharing.wistia.com/medias/cva9g0lo1jKeep in mind, this is an Unlocked project, so it isn’t the exact same. But this should give a solid example of what a project in your Wistia account would look like for Collaborators you’ve invited with this permission.

User Groups

User groups are collections of users that can be managed and treated as a single user for the purposes of controlling access and permissions on projects.

Hundreds (or even thousands) of users can be added to a user group. Then, by simply sharing a project with that single group, all of the users in the group will be given access to a project. This makes working with large numbers of users with the same content access and permissions much easier.

As an example, let’s say there are three projects that make up new employee training for your company. Furthermore, let’s say that you’ve created a “New Hire” group which had been shared on the projects with certain permissions. Now, when you hire a new employee, they can simply add the new user to the “New Hire” group and the new user will have access to all of the appropriate content!

How to create user groups

You can create user groups from the Users & Permissions page, which can be found under the Account menu.

There are two main ways to add users to a user group. Both methods assume you’ve already created your group, so make sure you do that first by choosing New group from the Actions menu.

If you want to add existing users to an existing group, select the users you wish to add to the group by checking the box next to their name. Once you have selected everyone you’d like to add to the group, choose Add to group from the Actions menu. That will let you select a group; click Submit to save your changes.

You can also create new users and add them to a group as a single action. To do this, choose Add user from the Actions menu. Then, select the Multiple Users tab. That will let you enter a list of email addresses, separated by commas or line breaks, and then choose a group for all those users to be part of. When you’re ready, click the Save button and all of the users will be created and immediately added to the group. Don’t worry if some of the users in your list are already users in your account - they will only be added to the group. No duplicate users will be created.

Viewer stats

You can see viewing session data, including heatmaps, for your users on the Private User Sessions page, which can be found under the Account menu. Bear in mind that signed-in users’ views will only appear there and not on a video’s Stats page. You can learn more about the Private User Sessions page here.

Removing access for a user

Sometimes, you may need to remove a user from one or more Projects, or even remove them from your account altogether. To remove access to a given Project, visit that Project and choose Privacy & Sharing. There, you’ll see an X at the far right of each user’s row; click that to remove them from this Project.

To delete a user from your account, visit the Users & Permissions page. There, select the user you need to delete, and choose Delete User from the Actions menu. This will revoke all permissions to any projects that this person had, and they will only be able to access content that you make available to the general public. However, deleting a user will not delete videos that they uploaded. Those videos will simply continue playing and behave just like videos uploaded by other users.