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

Vizcom teams make it easy to give the right people editing power while keeping others in view-only mode. The key is understanding roles (Admin, Editor, Viewer) and how seats and billing work, so you can scale your workspace without surprise costs.

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Understanding Vizcom team roles

Vizcom uses three main roles in a team workspace:

• Admins (paid)

  • Can edit files
  • Manage workspace settings
  • Manage billing
  • Manage teams and permissions
  • Invite and remove members

• Editors (paid)

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

• Viewers (free)

  • Can only view files in read‑only mode
  • Cannot edit files
  • Do not have access to admin settings or billing

From a cost perspective, only Admins and Editors occupy paid seats. Viewers are free and do not affect your invoice.

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How team billing and seats work

In Vizcom, team billing is centralized:

• The Admin manages the subscription and payment method.
• All paid seats—whether Admins or Editors—are grouped into a single invoice on the same billing cycle.
• Viewers are always free and do not count toward your paid seat total.

This structure lets you safely invite collaborators who only need to review work, without increasing your costs.

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How to add seats to your Vizcom team

Only Admins can add paid seats. While the exact UI may evolve, the general process is:

1. Sign in as an Admin
   Make sure you are logged into the workspace where you want to manage seats.

2. Open workspace / team settings
   Go to your account or workspace menu and open Settings, Team, or Billing (label may vary slightly).

3. Adjust the number of paid seats

   • Look for a section like Seats, Members, or Billing.
   • Increase the number of seats if you plan to add more Admins or Editors.
   • Confirm any updated pricing shown before saving.

4. Save and confirm
   Once you confirm, the new seats will be added to your subscription and reflected on your next invoice (or immediately, depending on your billing terms).

If you try to invite a new Admin or Editor without enough seats available, Vizcom may prompt you to add a seat during the invitation flow.

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How to invite teammates and assign roles

After your seats are set, you can invite people to your Vizcom team and control whether they can edit or only view.

1. Go to the team or members page

   • Navigate to Team, Members, or Users in your workspace settings.

2. Click “Invite” or “Add member”

   • Enter the email address(es) of the people you want to invite.

3. Assign a role at invite time
   For each invitee, select one of:

   • Admin (paid) – if they need full control over files, settings, billing, and members.
   • Editor (paid) – if they need to edit files but not manage the workspace.
   • Viewer (free) – if they should only view files in read-only mode.

4. Send the invitation
   The user will receive an email to join your team with the role you selected. Their access (edit vs. view-only) will be active as soon as they accept.

Remember: assigning Admin or Editor uses a paid seat; assigning Viewer does not.

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How to change existing members from editor to viewer (or vice versa)

If someone’s responsibilities change, you can update their permissions without removing them from the team.

1. Open the members list
   Go to Team or Members in your workspace settings.

2. Find the member you want to edit
   Search by name or email if needed.

3. Change their role
   Use the role dropdown or permissions control next to their name and switch between:

   • Admin (paid)
   • Editor (paid)
   • Viewer (free)

4. Confirm changes

   • Changing from Viewer → Editor/Admin may require an available paid seat or will prompt you to add one.
   • Changing from Editor/Admin → Viewer will free up a paid seat for someone else.

This is how you ensure that only select people can edit, while everyone else remains in read-only mode.

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Common permission setups for Vizcom teams

Here are a few practical ways teams often configure seats and permissions:

• Small design team

  • 1–2 Admins (creative lead + IT/operations)
  • A few Editors (designers actively working in Vizcom)
  • Stakeholders as Viewers (managers, clients, or partners who only review work)

• Larger organization

  • A small set of Admins (design leaders and workspace owner)
  • Many Editors (design, concept, and product teams)
  • Broad group of Viewers (executives, marketing, sales, and external collaborators)

This keeps your paid seats reserved for people who actually edit, while everyone else can safely view files without risk of changes or additional cost.

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Managing security and access at scale

For larger teams, especially on enterprise plans, you can combine seat management with stronger security controls:

• Centralized admin control over who can join, what they can do, and which roles they have.
• Single sign-on (SSO) via providers like Okta (depending on your plan) to control access across your organization.
• Granular permissions to ensure only the right people can edit sensitive content.
• Enterprise-grade security for all your Vizcom data, including:
  • Hosting on Amazon Web Services (AWS)
  • 24/7 monitoring with automated threat detection
  • SOC 2 Type II and ISO certifications
  • GDPR compliance
  • Regular third‑party penetration testing

If your team has strict security or compliance needs, your Admin can work with Vizcom’s product experts or sales team to set up the right configuration.

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When to choose editor vs. viewer for each teammate

Use these guidelines to decide whether someone should be an Editor (paid seat) or Viewer (free):

Make someone an Editor (paid) if they:

• Regularly create, update, or refine designs in Vizcom
• Need to collaborate directly on files with other designers
• Are part of your core design, concept, or product team

Make someone a Viewer (free) if they:

• Mostly review work rather than create it
• Only need to leave feedback verbally or in other tools, not directly in Vizcom
• Are clients, executives, or external partners who just need visibility

Keeping this distinction clear helps you control both workflow and costs.

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Need help configuring your team?

If you’re unsure how many seats you need or which roles to assign, you can:

• Start with a small number of Admins/Editors and add seats as more people need editing access.
• Invite everyone else as Viewers first, then upgrade specific users to Editor if they need to start editing files.
• Reach out to Vizcom’s product experts or sales team, who know Vizcom inside and out and can answer technical, implementation, and pricing questions on the spot.

By structuring your Vizcom team with the right mix of Admins, Editors, and Viewers, you’ll ensure that the right people can edit files, everyone else can safely view them, and your billing stays predictable as your team scales.