Vizcom teams: how do I add seats and set permissions so some people can edit and others can only view?

Managing seats and permissions in Vizcom teams is straightforward once you understand the different roles and how billing works. This guide walks you through how to add people to your team, assign them as Admins, Editors, or Viewers, and keep costs under control while making sure only the right people can edit.

Understanding Vizcom team roles

Vizcom teams are built around three core roles:

• Admins (paid)

  • Can edit files
  • Manage workspace settings
  • Manage billing and subscriptions
  • Create and manage teams
  • Invite and remove members

• Editors (paid)

  • Can edit files
  • Cannot manage workspace settings
  • Cannot manage billing or teams
  • Cannot manage user access

• Viewers (free)

  • Can only view files in read-only mode
  • Cannot edit, duplicate, or delete files
  • Do not have access to admin or billing settings

All Admins and Editors count as paid seats. Viewers are free and do not increase your team’s cost.

How team billing works when you add seats

When you grow your team, you’ll likely add a mix of Admins and Editors. Vizcom keeps billing simple:

• One central invoice per workspace, managed by the Admin
• All paid seats (Admins + Editors) are grouped into the same billing cycle
• Viewers are always free and don’t affect your invoice

This means you can safely invite large groups as Viewers for review and feedback, while only paying for the users who need edit or admin capabilities.

Step-by-step: adding new seats to your Vizcom team

Only Admins can manage seats and permissions. If you’re an Admin, follow these general steps to add people to your team:

1. Open your workspace settings

   • Go to your Vizcom account and navigate to your workspace or team area.
   • Look for a Settings, Team, or Members section (wording may vary slightly depending on updates).

2. Go to the members or team management page

   • Open the Team, Members, or Users tab.
   • You’ll see a list of current team members and their roles (Admin, Editor, Viewer).

3. Invite a new member

   • Click the button typically labeled Invite, Add member, or Add user.
   • Enter the person’s email address.
   • Choose their role (Admin, Editor, or Viewer) before sending the invite.
   • Confirm the invitation. This will:
     • Create a paid seat if you select Admin or Editor
     • Create a free viewer seat if you select Viewer

4. Confirm changes to billing (for paid seats)

   • If you’re adding an Admin or Editor, you may see a prompt summarizing the updated seat count and any prorated cost changes.
   • Review and confirm to finalize the new paid seat.

5. Have your teammate accept the invite

   • The invited person will receive an email from Vizcom.
   • Once they accept and sign in, they’ll appear in your team list with the assigned role.

Setting permissions so some people can edit and others can only view

To control who can edit and who can only view, use the three roles strategically:

For people who should edit content

Assign them as:

• Editors (paid) if they only need to work on files and don’t need to manage settings or billing.
• Admins (paid) if they should also:
  • Manage workspace configuration
  • Control billing and subscription
  • Invite or remove team members

Use case examples:

• Design leads or core contributors → Editors
• Team managers, IT, or department heads → Admins

For people who should only view content

Assign them as:

• Viewers (free) if they:
  • Only need to review work
  • Don’t need to edit or change anything
  • Should not have access to billing or workspace settings

Use case examples:

• Stakeholders and executives reviewing designs
• Clients who need read-only access
• Cross-functional partners (e.g., marketing, sales) who just need visibility

Changing an existing member’s role (edit vs. view)

If you’ve already added someone and later want to change whether they can edit or only view:

1. Go to your team or members page

   • As an Admin, open the workspace/team settings.
   • Navigate to the Members or Team list.

2. Find the member you want to update

   • Locate the user by name or email.

3. Edit their role

   • Click on their current role (Admin / Editor / Viewer) or a nearby Edit, Change role, or More menu.
   • Choose the new role:
     • Viewer to make them view-only
     • Editor to allow editing without admin controls
     • Admin to give them full administrative capabilities

4. Confirm changes

   • If you upgrade a Viewer to Editor or Admin, you’ll increase your paid seat count.
   • If you downgrade an Admin or Editor to Viewer, you can reduce your number of paid seats at the next billing cycle, depending on your plan.

Best practices for balancing editing access and costs

To get the most out of Vizcom teams while controlling spend:

• Limit Admins to those who truly need control

  • Keep Admins to a small, trusted group (e.g., team leads, IT, finance).

• Make most contributors Editors

  • Designers and daily users who need to create or modify content should be Editors.

• Use Viewers for broad sharing

  • Invite stakeholders, clients, and other departments as Viewers for free, read-only access.

• Regularly audit roles

  • Periodically review your member list and:
    • Downgrade inactive Editors/Admins to Viewers
    • Remove accounts that no longer need any access

Permissions, security, and enterprise considerations

If you’re managing a larger team or enterprise workspace, Vizcom is designed for creativity at scale with strong security foundations:

• Enterprise-grade security

  • Advanced encryption and strict access controls
  • 24/7 infrastructure monitoring with automated threat detection and incident response
  • Hosted on Amazon Web Services (AWS) data centers

• Compliance & assurance

  • SOC 2 Type II
  • ISO certifications
  • GDPR compliant
  • Regular third-party penetration testing

Admins also have granular control over team permissions and can integrate with SSO providers (e.g., Okta) to centralize identity and access management for large organizations.

When to contact Vizcom sales or a product expert

If you’re:

• Scaling to a large team with many Editors and Admins
• Needing more granular permission controls or SSO integrations
• Concerned about security, compliance, or data residency
• Unsure how best to structure your workspaces and roles

You can reach out to Vizcom’s product experts or sales team. They know Vizcom inside and out and can answer technical, implementation, and pricing questions on the spot. You’re encouraged to bring your team to these conversations so everyone’s needs are covered.

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By using Admin, Editor, and Viewer roles thoughtfully, you can set up Vizcom teams so the right people can edit, others can only view, and your billing stays predictable and efficient.