Adding Users and Workspaces in VWO – VWO

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In this article, you’ll learn:

How to add users to your Workspace in VWO?
How to edit/delete users?
Key points to remember while managing users in your workspace
How to add workspaces to your VWO account?

To facilitate collaboration between members of a team, you can add multiple users to your main and other workspaces. While adding users, you can assign them to multiple workspaces as required, along with the corresponding access permission for them. The access level for an account indicates the actions that users can perform in VWO under that account.

When you set access permissions, you specify which users have access to what part of the application. This enables you to define distinct roles for each user and to facilitate smooth collaboration between different members of a project. To learn about the VWO hierarchy, refer to Understanding VWO Account Hierarchy.

NOTE:

The procedures explained in this article can be performed only by the Owner and Admin(s).
If you’re an agency, you will not be able to add another workspace of your own. You will rather be able to manage your clients’ workspaces by adding them to yours as Linked Workspaces.

How to Add Users to Your Workspaces in VWO?

As a workspace owner or administrator, you can add multiple users to your workspace. Each user can be assigned to multiple workspaces with different permissions, as required.

INFO: You can add a maximum of 25 users within a rolling 24-hour period. Once you reach this limit, you must wait 24 hours from when the first user was added (within that 24-hour period) before adding more users. VWO implements this limit so it can prevent users from misusing the feature through the creation of multiple accounts. This helps reduce excessive email notifications and ensures smoother account management.

Perform the following steps to add a user:

Procedure

Log in to your VWO account.
Click the gear icon ⚙ on the top right, and go to Accounts > Users.
Click Add User. This displays the Add User popup.
In the Add User popup that appears, enter the email address of the user in the Email field.
From the Workspace dropdown, select the workspace to which you want to add the user.
From the Permission drop-down, assign access permission for the user.

7. Click Invite. On doing this, the added user will be displayed under the Users tab. The newly added user will receive an invite link in their corresponding email inbox with the instructions to set up their password for login.

The invitation sent to a user will be valid for 24 hours, within which the user is expected to log in to the respective workspace. In case of failing this, the invite can be sent again from the Users tab. Click the vertical ellipsis (⋮) and select Resend Invitation.
NOTE:
1. You can also add an existing user to a different workspace if necessary. To do this, you must first log in to the workspace to which the user should be assigned.
2. Every newly added user will be marked as “(invited)” under the Users tab until they log into their respective workspaces.
3. Adding users to an SSO-enabled workspace is not permitted for those that are already existing in a different workspace. However, you can add a user existing in an SSO-enabled workspace to one that is not enabled with SSO.

How to Edit / Delete Users?

In order to modify any detail for an existing user or to delete the user account, click on the user and perform the following actions:

To Edit: Click (⋮) > Edit.
!!INFO: Using the Edit operation, you can also assign a new workspace to a user who is already assigned a different workspace.!!
To Delete: Click (⋮) > Delete > OK.

Criteria for Editing or Deleting a User:

If you are the Owner or an Admin of the main workspace, you will be able to Edit or Delete all the other users but for yourself.
If you are an Admin of a workspace (other than the main), you can Edit or Delete all the other users corresponding to that workspace only.
If you are editing a user detail as the Owner or an Admin, all the details (Name, Workspace, and Permission), except the email address, can be edited for all the other users. The email address of a user can be modified only by the respective user.

NOTE: If you want to transfer your VWO account ownership to another user, refer to this article.

Key Points to Remember

Assigning the main workspace to a user will provide them access to all the other workspaces with the same permission as in the main workspace.
The workspace that is first assigned to a user will be their corresponding default workspace that appears upon signing in to VWO.
If a workspace is disabled,
- It will not be populated in the Workspace dropdown when creating a new user.
- It will appear grayed out for an existing user.

How to Add Workspaces in VWO?

Additional workspaces can be used by a large Enterprise setup where different teams need to run their own tests on varying domain names.

NOTE: Each additional workspace has a unique workspace ID and a unique VWO SmartCode. Hence, you cannot use the same SmartCode snippet to run tests across different workspaces.