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When fewer active classes occur at the end of the year, it is a good time for administrators to examine and clean up their WeVideo account to ensure there are enough licenses and storage space. Please see the instructions and best practices for administrators to examine and clean up the account in this article.
Remove users who are no longer in the account
Remove users who are no longer part of the account to free up licenses for new users, recover the storage space consumed by those users, and ensure they cannot access the content in the account after they leave the school or district.
Select Members from the Admin dashboard.
View the license usage in the lower left corner and browse the users' list.
You can also apply filters to find a certain group of users.
Select the users you want to remove by clicking the checkbox next to their name. After selecting all the required users, click Delete at the top.
There are two options to remove the selected users:
- Permanently delete users: Selected users’ accounts, data, and content will be deleted and can not be recovered in the future. Users will lose access to their WeVideo accounts, projects, and exports.
- Convert to free accounts: All selected users will be removed from the school plan and converted to the WeVideo free account. With the free account, they can still access their projects and exports, but they will lose access to all classes, assignments, and groups.
After selecting the removing option, you can decide whether to keep copies of the projects and exports from the removed users. The copied projects and exports can be found on the admin’s Projects page and Exports page from the Multimedia Creation space. Please note that the copied projects and exports will consume the license storage space. If you want to remove them in the future, please follow the steps in this article.
Examine license report
Select Reports from the Admin dashboard.
Adjust the timeframe for the showing data if needed.
You can see how many licenses are taken, how much storage space is available, and how many export times are left.
If you are running low on the available licenses, you can follow the steps in the previous section to remove users who are no longer part of the school or contact us at success@wevideo.com to discuss purchasing more licenses for your account.
If you are reaching the storage limit, please ask users to follow the steps in this article to delete uploaded media files and exports in their accounts to free up storage space.
The Used Time will reset monthly, so there is no need to take any actions if it exceeds its limit.
Examine integrations
Select Integrations from the Admin dashboard.
Click Manage on the connected integration.
Add new OUs/Groups by clicking the checkbox or remove the existing OUs/Groups by unselecting the checkbox. Click Save on the top right to save the change.
If the OUs/Groups are removed, please select what to do with the members in the removed OUs. There are five options:
- Keep user accounts
- Permanently delete user accounts and their exports
- Permanently delete user accounts and keep a copy of their exports for admins
- Convert users to individual free accounts
- Convert users to individual free accounts and keep a copy of their exports for admins
If you want to disconnect the entire integration, unselect all OUs/groups and click Save.
Select what to do with the members in the removed OUs. There are five options:
- Keep user accounts
- Permanently delete user accounts and their exports
- Permanently delete user accounts and keep a copy of their exports for admins
- Convert users to individual free accounts
- Convert users to individual free accounts and keep a copy of their exports for admins
Click Disconnect to confirm and disconnect the OUs.