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/Channels
  • Track Analytics and Account Usage Levels
  • Create New Users
  • Embed Media

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 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 can do things like add Projects, Channels, upload medias, and share content 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 limited access: they can only see and play content in the Project and/or Channel they have access to.

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 Viewers to each Channel you create, or Collaborators (with full permissions in the Channel). You can read about this in more detail in our Channels documentation here.

Add Viewers

From within the “Privacy & Sharing Settings” modal, you can add users as either Viewers or Collaborators. 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 “Permissions” from the sidebar menu. You can also click on the padlock icon above the project title. Enter the email addresses of the Viewers you’d like to add. You can also 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

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

Alternatively, users can be created from the Users & Permissions page rather than from a specific project or Channel. To do this, choose “Users & Permissions” from the “Account” dropdown menu.

From here, click “Add User.” A modal will appear that will let you either create a single new user or multiple new users simultaneously. 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 and/or Channels in your account.

To invite a user to one or more projects and/or channels from the users page, click the name of the user you’d like to edit. From here, click the “Add Projects” or “Add Channels” to give them access and set their permissions.

Add Collaborators

From within the “Privacy & Sharing Settings” modal, you can add users as either Viewers or Collaborators.

To add a Collaborator to your project, select “Permissions” from the sidebar menu (or click the padlock above 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.

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 Setting, and the ability to Delete the project. Basically, they can do anything you can do.
  • Upload - this Collaborator can upload new content to the project. They’ll also be able to Customize any content they upload.
  • Download - this Collaborator can download any content from the project. They can also Export all media from the project.
  • Share - this Collaborator can share the project by embedding the content.
  • Stats - this Collaborator has access to any analytics collected from the media within the project. This user can only access analytics for public plays to the media 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.)

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

Let’s walk through some examples of how Wistia appears for Viewers and Collaborators.

Email invitations 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 what they have access to.

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).

Credential Creation

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, and can only see the functionality you have enabled for them.

They will not be able to access any other projects in the account or any part of 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 a project can see every option in the sidebar menu on the left, and can also see all other shared users on the project in the “Privacy & Sharing Settings” modal.
  • Users with the Stats permission will see the Analytics option in the sidebar menu.
  • Users with Upload permissions will see the “Add” button in the upper right corner of the Project page.

Users who have been given the Share permission will be able to embed and share media in that project.

Collaborator Permission Examples

Upload Permission Example

This project has Upload permissions turned on for “Everyone with the link:” https://private-sharing.wistia.com/projects/wgy0gdpfjp

And here’s a video within that project: https://private-sharing.wistia.com/medias/5a1g9k9wpl

Keep 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/9pbtnbf0ow

And here’s a video within that project: https://private-sharing.wistia.com/medias/dh44ci9ck0

Share Permission Example

This project has Share permissions turned on for “Everyone with the link:” https://private-sharing.wistia.com/projects/wtdpf3uc5e

And here’s a video within that project: https://private-sharing.wistia.com/medias/d92fqqza6t

Stats Permission Example

This project has Stats permissions turned on for “Everyone with the link:” https://private-sharing.wistia.com/projects/th5d0sp5xa

And here’s a video within that project: https://private-sharing.wistia.com/medias/h5iqv6yow5(Be sure to check out the Analytics page for the video too!)

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/3jc4jvzn42

And here’s a video within that project: https://private-sharing.wistia.com/medias/cva9g0lo1j

User Page

The Users & Permissions page can be found under the “Account” dropdown menu.

The Account Owner can view all the account users and their permissions. Clicking on the user will show you the specific projects, Channels, user groups and private user sessions that the user has access to.

User Groups

User groups are collections of users that can be managed and treated as a single user for setting and updating permissions on projects.

By sharing a project with a single group, all of the users in the group will be given access to a project. If you add a user to a group, they’ll automatically have the same permissions the rest of the group has.

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.

Choose “Add user,” 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 those users to be part of.

When you’re ready, click “Save” and the users will be created and immediately added to the group.

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 media’s Analytics 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 and/or Channel, or even remove them from your account altogether. To remove access, click into “Permissions” on the Project or Channel page. There, you’ll see an X on each user’s row that you can click to remove them.

To delete a user from your account, visit the Users & Permissions page. There, select the user you need to delete, and click “Delete” 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. Deleting a user will not delete any content that they uploaded - it will continue playing and behave just like content uploaded by other users.