Managing Your Multi-Seat Account's Users
This article covers how admins manage users, seats, teams, and billing in a multi-user VipeCloud account. For sharing content and filters with your users, see Multi-User Admin: Managing Users & Sharing Content.
How to Access User, Team, and Billing Settings
All account-level management happens in Settings.
Click the gear icon in the bottom-left corner of the sidebar.
In the left panel, locate the Account section.
You will work primarily in three areas: Users, Teams, and Billing.
How to View Your Seats and Active Users
The Users page shows your current plan, how many users are active, and how many total seats you are paying for. Use this page to determine whether you need to add seats before adding a new user.
Click the gear icon to open Settings.
Select Users from the left panel.
Review the seat and user counts displayed at the top of the page.
How to Add Seats to Your Account
If all seats are full, you must add a seat before you can add a new user. The system shows prorated charges before processing anything.
Click the gear icon in the lower left to go to Settings
Click Billing in the left sidebar.
Under account access you will see a summary of your total seats vs your seats in use. Click "Add Seats" to increase your account's capacity.
Review the prorated charge for today and your updated subscription amount going forward.
Confirm the change.
How to Add a New User
New users are always created at the Member level. Admin access can be granted after the fact if needed.
On the Users page, click Assign User.
Enter the user's email address. The system may pre-fill your company domain by default.
Click Check Email.
Fill in the required fields:
First name
Last name
Phone number
Time zone - defaults to Pacific Time; update this if the user is in a different time zone, as it controls when scheduled sends fire
Fill in optional fields if applicable:
LinkedIn
Job title
Other profile details
Set team assignments and texting subscription if applicable (these can also be updated later).
Set the Office Address for mass email compliance (see note below).
Choose whether to send the activation email now or delay it.
Click OK to create the user.
Key Notes
Time zone - The system defaults to Pacific Time. Set the correct time zone for each user or scheduled sends may fire at the wrong time.
Optional profile fields - Fields like LinkedIn and job title become available as user merge fields in email templates. Filling these in during setup saves time later.
Domain pre-fill - The system may assume all users share your account's email domain. If your team uses different domains, contact support to turn this off.
Office address - Required for mass email sending per FCC rules. You can use the admin's existing address or enter a specific address for the user.
Activation email - Delaying the activation email lets you set up content and share templates before the user logs in for the first time.
How to Manage Existing Users
From the Users table, you can edit user info, see team assignments, and take actions like resending activation emails, pausing, or deleting users.
Go to Settings > Users.
Hover over a user row to reveal management options.
Select the action you need:
Edit User Info - Update name, phone, time zone, and other profile fields.
Resend Activation Email - Use this to invite a user who was created without an activation email.
Pause User - Reduces the user to a small monthly maintenance fee. The user record stays intact but the user cannot send emails or texts. Use this for temporary inactivity.
Delete User - Fully deactivates the account. The system shows a summary of the user's stored data before you confirm. Deleted users appear under Inactive Users and can be reinstated later.
How to Reinstate a Deleted User
Go to Settings > Users.
Scroll down to the Inactive Users section.
Locate the user and click Reinstate.
Confirm team assignments if prompted, then complete the reinstatement.
How to Create and Configure Teams
Teams control how content is shared and what members can see across the account. Use teams to share templates, files, and other content with groups of users at scale.
Go to Settings > Teams.
Click Add Team.
Enter a team name.
Optionally assign a category to organize teams by type.
Configure visibility permissions (see field breakdown below).
Click OK to save.
Team Visibility Options
Allow members to see other members - Members can see other users on the team. Useful when team members need to route notifications to each other (for example, form submission notifications).
Allow members to see other members' data - Members can apply filter views across other team members' contacts. Leave unchecked if you want data to remain siloed.
Allow members to share with the team - Members can share content like email templates with the full team. If unchecked, only admins can share content with the team.
How to Add Users to Teams
Users can be added to teams from multiple places. Users can belong to more than one team.
From the Teams Page
Go to Settings > Teams.
Click into the team you want to manage.
Use the search field or scroll to find the user.
Click Add and confirm.
From the Users Page (Bulk)
Go to Settings > Users.
Check the boxes next to the users you want to add.
Click the Selected button above the table.
Choose Add to Teams or Remove from Teams.
From an Individual User's Edit Screen
Hover over the user row and click Edit User Info.
Scroll down to the Teams section.
Add or remove teams as needed.
Click OK to save.
How to Manage Billing and Add-Ons
The Billing page shows your seat and user summary, account enhancements, marketing contacts, and social network login limits. Some changes require contacting support directly.
Go to Settings > Billing.
Review the sections described below.
Billing Page Sections
Seat and user summary - Mirrors what you see on the Users page.
Enhancements and add-ons - Additional features like Community licenses that can be added to the account and assigned to users.
Marketing contacts - Contacts that exist in lists and are used for mass email and text sends. To add or adjust your marketing contact limit, contact support via chat or email.
Social network logins - Relevant for agencies managing social media for multiple clients. If your social login count exceeds your user count, you can add additional logins here.
Change Payment Method - Update the card on file. Visible on live accounts.
Billing history - View prorated charges and past subscription payments.
Key Notes
To increase marketing contacts or remove add-ons, contact support through the in-app chat or by email.
Social network logins are only relevant if you are managing social media for multiple clients beyond your user seat count.
Video Walkthrough
Use the timestamps below to jump to specific sections:
1:12 - How to access User, Team, and Billing settings
1:42 - How to view seats and active users
2:22 - How to add seats to your account
3:21 - How to add a new user
5:37 - User roles and default permissions
6:11 - How to assign teams and texting access during setup
6:30 - Office address requirement for mass emails
7:08 - How to send or delay the activation email
8:22 - How to manage existing users
9:31 - How to resend an activation email
9:57 - How to pause a user
10:34 - How to delete and reinstate users
12:00 - How to create teams
13:39 - Team visibility and permission settings
16:16 - How to add users to teams
18:12 - How to manage billing and add-ons
19:05 - Marketing contacts overview
20:32 - Payment method and billing history