Understanding User Roles in Vancast Cloud Video

Modified on Fri, 14 Apr 2023 at 05:18 PM

Summary: VancastVideo is an organization-focused platform with a comprehensive user structure to manage permissions and roles. Understanding the roles requires familiarity with the three main entities: account, workspace, and event.

VancastVideo entities


In VancastVideo, an account can contain multiple workspaces, and each workspace can have multiple events. All invoicing is tied to the account level.


A workspace in VancastVideo is a self-contained area designed for departments or teams to manage and control live and on-demand events. Companies often use workspaces to organize departments, teams or projects, while agencies use a single VancastVideo account with separate workspaces for each of their clients.


An event in VancastVideo refers to any project or session that involves live or on-demand video content. This can include a simple video, a webinar, a training session, or a complete course or conference with multiple sessions. 

VancastVideo allows users to organize, manage, and share their events from within their designated workspace, with the ability to control administrative access and permissions for each event.

Please note that this article specifically covers administrative user roles in VancastVideo. Access and permissions for end users who participate in events or view video and other web pages are managed through the event's link management settings, and are not covered in this article. 

Let's now describe how users relate to these entities.

Account Users

When a new account is created in VancastVideo, it will have only one user who has "Owner" permissions. This primary user can invite new users to the account and assign them "Owner" or "Administrator" permissions. It's important to note that only account "Owners" have the ability to invite new users at the account level.

Account users in VancastVideo have a variety of capabilities, including the ability to create workspaces, view aggregated consumption data on the account dashboard, and configure account-level settings such as API keys or SSO keys.

Workspace Users

In VancastVideo, when an account user creates a new workspace, they become the first workspace user with "Owner" permissions, the highest level of access. They can then invite new users to the workspace, with the ability to assign "Owner," "Administrator," or "Event Producer" permissions. It's important to note that only workspace "Owners" have the ability to add new workspace admins of any kind.

Event Users

For Event Users, they must first be workspace users before they can be added as collaborators for an event. The event creator in VancastVideo can invite any workspace user as an event production collaborator, with the ability to manage the event's production details. These collaborator settings can be found on the  "Event management" page, then on the left-hand menu click on "Collaborators," and finally "Production."

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