System Settings: User Account Management

System Settings: User Account Management

Keeping user accounts up to date helps ensure people have the right access to Vibe throughout their time with your organisation. Vibe's User Account Management allows Administrators to control who can access the Vibe platform and what they can do once logged in.
  1. Create new users,
  2. Assign roles,
  3. Manage group access,
  4. and maintain account security through password and 2FA.
Alert
  1. Portal users can access the Vibe Portal to work with the content and screens permitted by their user groups.
  2. Admin users can access both the Vibe Portal and System Settings. Their available admin role depends on your organisation’s subscription plan.
Info
To manage user accounts, you must have an Administrator account. Contact your Administrator, or the Vibe Support Team support@vibe.fyi if you require help to managing your users.

Accessing User Account Management

  1. In the Vibe portal, navigate to Users from the System Settings dashboard.
  2. You will see a list of Users, their Assigned Groups and Status.

Adding a New User

Alert
Before you get started, ensure a relevant user group has been set up for the new user. 
Find out more » User Groups & Permissions.
  1. Open Vibe Web Portal → Go to System Settings → Users
  2. Click + New User



  3. Complete the user’s details:
    1. First Name (required)
    2. Last Name (required)
    3. Job Title
    4. Email Address (required)
    5. Phone Number
    6. Status (Active/Inactive — required)



  4. Assign User Groups, so they have the correct access
  5. Select Save. An activation email will be sent automatically. The user must follow the instructions in the email to finish setting up their account.
Idea
Double-check the email address before saving to avoid delivery issues.

Editing an Existing User 

Update user details or group assignments when roles or information change.
  1. Go to Vibe Web Portal → System Settings → Users
  2. Select (or search for) the user you want to update.
  3. Edit any of the following:
    1. Full name
    2. Email address
    3. Change User groups (Admin group/Portal group)
  4. Click Save to confirm changes

Deactivate a User 

Use this when someone temporarily leaves the organisation.
  1. Open the User you want to deactivate
  2. Change Status to Inactive
  3. Click Save


Idea
We suggest deactivating accounts first, if there is a chance that the user might return. Rather than deleting their account entirely.

Reactivate a User

Enable access when someone rejoins the organisation.
  1. Open the User you want to re-activate
  2. Change Status to Make Active
  3. Or click on the overflow menu ( ⋮ )  and select Make Active


Deleting a User

Remove access when someone permanently leaves or no longer needs the account.
  1. Open the User you want to delete
  2. Change Status to Deleted
  3. Or click on the overflow menu ( ⋮ )  and select Delete


Info
Deleted users can be reactivated within 3 months of their account being deleted.

Reset User’s Password

  1. Click on the overflow menu ( ⋮ ) of the user
  2. Select Reset Password
  3. You will see a green notification confirming "A reset email has been sent. Please check inbox"


Unlock Account & Password Reset

  1. Locate the account that is currently locked
  2. Click the overflow menu ( ⋮ )  next to their name
  3. Select an Unlock Option:
    1. Select Unlock to restore access without changing credentials
    2. Select Unlock & Reset Password if the user also needs a new password

Managing Admin Roles

Vibe.fyi includes predefined Admin Roles (managed by Vibe), which differ depending on whether your organisation is on the Enterprise Plan, Pro Plan or the Free Plan. The plan your organisation has subscribed to determines which Admin Role is available to you.

These roles are not editable and cannot be customised by administrators. Each Admin Role includes a predefined set of permissions that determine access to key functionality, such as:
  1. System and organisation‑wide settings
  2. Editing and publishing controls
  3. Device and channel management
  4. Proof‑of‑play reporting
  5. Access to advanced admin tools (Enterprise only)
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These permissions are set by Vibe and are consistent across all customers on the same plan.

Administrators cannot modify, add, or remove permissions within an Admin Role. All admin role permissions are controlled by the Vibe platform to ensure:
  1. Consistent security
  2. Predictable access levels
  3. Simplified user management
  4. Clear separation between Free, Pro and Enterprise capabilities
If your organisation requires additional capabilities, this is handled through your subscription plan, not through manual role editing.

FAQ

Why hasn’t the new user received their activation email?
  1. Check that the email address entered in Vibe is correct and ask the user to check their spam or junk folder.
  2. If the email address is incorrect, update the user account. Contact Vibe Support at support@vibe.fyi if the activation email still does not arrive.
Why can a user sign in but not access the content or screens they need?
  1. Signing in gives the user access to Vibe, but their user groups determine which content and screens they can work with.
  2. Check that the user belongs to the correct groups, then review the permissions assigned to the relevant slides, playlists and licences.
Can a user belong to more than one group?
  1. Yes. A user can belong to multiple groups when they work across different teams, locations or responsibilities.
  2. Their access will reflect the permissions assigned to those groups.
Should I deactivate or delete a user?
  1. Deactivate the account if the user may return or their access is being suspended temporarily. Their account can be made active again later.
  2. Delete the account when the user has permanently left or no longer requires access. Deleted users can be reactivated within three months of deletion.
What is the difference between Unlock and Unlock & Reset Password?
  1. Select Unlock when the user knows their password and only needs the account unlocked.
  2. Select Unlock & Reset Password when the account needs to be unlocked and the user also needs to create a new password.
Can I customise an Admin Role?
  1. No. Admin Roles and their permissions are predefined by Vibe and depend on your organisation’s subscription plan.
  2. If your organisation needs capabilities that are not included in its current role, contact Vibe Support to discuss the available plan options.