What is WeVideo Admin Plus?

What is WeVideo Admin Plus?

WeVideo Admin Plus allows the account owner to create buildings in their account. Each building can have its own administrators to monitor their buildings, and the account owner and building administrators can adjust the permissions and apply different settings to buildings based on different needs. These features give the account owner and administrator flexibility to adopt WeVideo for different user categories and help organize users in the account.

For more information on implementing Admin Plus for your district or for training for your building admins on the admin panel, please contact success@wevideo.com.

Access the Admin Plus panel

The account owner can access the Admin Plus panel to view, create, and edit buildings and members in the account. To access the Admin Plus panel, click the dropdown menu at the top and select Admin Plus.

Buildings page

You can find the following information on the Buildings page:

1. Buildings: The Buildings’ names, how many licenses are allocated and used in each building, and how many storage spaces are allocated and consumed in each building.
2. Usage overview: The license and storage usage of the account is detailed as follows: the Total reflects the available licenses and storage, the Used shows the amount consumed by users, and the Allocated represents what is distributed to buildings. Licenses and storage must be assigned to the buildings for user access. Please see the section below to allocate resources to each building.

Create buildings

Click the Create Building button on the top right and select one of the following options:

• Create new buildings: Create a building by entering the building name and the licenses you want to allocate to it.
   

• Bulk upload buildings: Add buildings to your account by uploading a CSV with the necessary data. You can download the CSV template from the hyperlink.
   

Edit buildings

Please note that if the building is removed, all users in the building will also be deleted. You can select to permanently delete those users with the building or convert their accounts to free.

If you want to keep the users in your account but remove the building, please follow the steps here to move users to a different building before deleting the building.

Click the triple dots button behind the school to rename or delete the buildings. 

Allocated licenses

Hover over the number under the Allocated Licenses section and enter the licenses you want to assign to the building. The admin for each building will not be able to add new users (teachers and students) if they exceed the allocated licenses.

Allocate storage

Enter the storage in the Allocated Storage section to distribute the available storage space to each building. If a building reaches the allocated storage limit, its users will not be able to upload new media to their accounts. They can follow the steps in this article to remove uploaded files that are no longer in use to free up storage space.

Access each building’s Admin page

The account owner can also access each building’s Admin page to add members, adjust settings, create groups, view reports, or set up integrations for the building. The settings are independent between buildings, so you can have different settings and permissions for buildings based on their needs. Click the Building name from the list to launch the admin page for that building. Please see these articles for more information about the Admin page and settings.

Members page

You can find the following information on the Members page:

1. Members: The names, emails, roles, and buildings of the users in your account.
2. Usage overview: The license and storage usage of the account is detailed as follows: the Total reflects the available licenses and storage, the Used shows the amount consumed by users, and the Allocated represents what is distributed to buildings. Licenses and storage must be assigned to the buildings for user access. Please see the section on allocating resources to each building.

Change buildings

Please note that once the teachers and students are moved to a different building, they will lose access to their groups and to collaborative/shared projects from their original building. 

Click the triple dots button behind the user and select Change Building.

Enter the target building name and click Continue to move the user to the new building.

To move multiple users to the same building at once, use the checkbox to select the users and click Change building at the top.

Enter the target building name and click Continue to move these users to the new building.

View user details

You can click on the user name to view their details. 

On the details page, you can find information on the user's usage and activity. You can also assign users to groups, change roles, or remove users by clicking the related button on the lower left of the page.

Add members to the license

There are three methods to add users to the Admin Plus license:

Bulk update members with CSV upload

This method is suitable for the following scenarios:

• Create and add multiple new users to various buildings in the license
• Move multiple users to different buildings

Select the Members tab in the sidebar to open the Members page in Admin Plus.

Click the Bulk Update Members button at the top of the page.

Download the CSV template here or from the pop-up window and fill out the required fields. Please note that the passwords must meet the following requirements:

• At least 8 characters
• At least one uppercase letter
• At least one lowercase letter
• At least one number
• At least one special character

Click the Upload CSV button to upload the completed CSV roster from your device.

The members in the CSV file will be listed for preview. If all the information is correct, click Import and Update Members.

The users are now in the license and will be added to the buildings according to the information in the CSV file.

CSV upload for a selected building

This method is suitable for moving users who are already in the license to a selected building.

Switch to the Buildings page and click on the building where learners should be added.

Select Members from the building’s admin page.

Select Add Members.

Select the first option to move users already part of the license to the building.

Download the CSV template, enter the users’ information, and upload the CSV to add these users to the building. Please note that the passwords must meet the following requirements:

• At least 8 characters
• At least one uppercase letter
• At least one lowercase letter
• At least one number
• At least one special character

Add new users to the building

This method is suitable for the following scenarios:

• Create new users for the selected building in the license.
• Add users with existing free accounts to join the license.

Switch to the Buildings page and click on the building where learners should be added.

Select Members from the building’s admin page.

Select Add Members.

Select the second option to add new users to the building.

There are four options to add new users to the building:

• Invite Code: Generate an invite code for users to enter and join the license. Users must first sign up for a free WeVideo account and then enter the invite code to join the license.
• Registration Link: Create a registration link for users to sign up or log in. Users who sign up or log in via the link will be added to the associated buildings. If the users are already part of the license but in a different building, they will be moved to the associated building after logging in through the link.
• Integrations: Enable SSO integrations for the building. Users who log in via the connected SSO option will automatically be added to the building. Please see these articles for more information about WeVideo’s SSO integration options.
• Import from CSV: Download the CSV template, enter the users’ information, and upload the CSV to create accounts for these users and add them to the building. If the emails are already linked to existing accounts, they cannot join the class through the CSV upload. Please share the invite code or registration link with them so they can join the building.

Global settings

Admin Plus license owner can adjust global settings from the Settings page in the Admin Plus panel. The settings adjusted here will apply to all buildings in the Admin Plus license. Currently, there is one global setting available, with more to come!

• Allow cross-building collaboration: 
  • For Multimedia space: If this option is enabled, users can add collaborators from other buildings to their projects. If this option is disabled, only users from the same building can be added as collaborators.
  • For interactivity space: If this option is enabled, teachers can add collaborators from other buildings to interactive videos and classes. If this option is disabled, only users from the same building can be added as collaborators. However, this option will not affect the visibility of content in the Premade Content Library. If the content is set to be visible only to users in the same school or building, this option will not override that setting, and the content will remain visible only to users in the same school or building, even if this option is enabled. If instructors wish to make the content visible across buildings, please set the privacy settings to the "Visible to members of your district/institution" option.

Why am I receiving the “you have more licenses/storage allocated than you are eligible for" error message?

When downgrading your license or switching to a different license type, the available seats and storage space in the new license may differ from your original license. If the available seats or storage space in the new license is fewer than the number of your currently used seats or storage space, you will receive an error message to indicate that you have exceeded the available seats/storage and need to remove some media/users from your license to continue using some features in your license.

While you can continue using most WeVideo features, the ability to upload files to WeVideo and add new users to the license will be blocked, and the error message will keep appearing on the admin page in your account until the issue is resolved.

Below are the options you can take to resolve this issue. If you are an Admin Plus user, please follow the steps in the Admin Plus guide to clean up your accounts.

Remove users from the license

If the number of users exceeds the number of available seats on your license, please remove some users from your account. Once the number of users is below your available seats, you will be able to add new users again.

Switch to the Admin Plus page with the drop-down menu.
 

Select a building from the list by clicking on it from the Buildings page.
 

Select the Members option from the admin page.

Select the members that can be removed from the license by clicking the check box next to their names, then click the Delete button.
 

Select to permanently delete the users or convert them to expired trial accounts. Repeat the steps with other buildings in the Admin Plus if needed.

Remove files from the license

Navigate to the Multimedia Creation space and switch to the Uploads or Exports page.
 

Select the files to delete by clicking the check box on them, then click the Delete button.

Confirm deleting the files. You may also ask other users in the license to perform these steps to clean up their accounts to free up more storage in the license.

Contact Sales to purchase more seats and storage

Alternatively, you can contact WeVideo’s sales team to discuss adding more seats and storage to your license or switching to a different license type that better meets your needs. Please contact our sales team if you are interested or have any questions.

For more support and troubleshooting, visit our Help Center. New to WeVideo? Try for free or contact our team to learn more.