User Account Management
The User Account Management area in the Vibe.fyi Admin Portal allows administrators to control who can access the platform and what they can do once logged in. From here, you can create new users, assign roles, manage group access, and maintain account security through password and 2FA resets.
This article is your complete guide to managing user accounts in Vibe.fyi — ideal for onboarding new staff, maintaining secure access, and ensuring users have the correct permissions.
Portal users can access the Vibe.fyi Portal only.
Admin users have full access to thee Vibe.fyi Portal and Admin Console
- A new employee needs access to Vibe.fyi
- Send a reset password email by an admin.
- You need to update a user’s role or group access
- Someone leaves the organisation and must be deactivated
Accessing User Account Management
To manage user accounts, you must have an account with Admin Role permissions. Contact support@vibe.fyi if you require assistance with managing users.
- Log in to the Vibe.fyi Admin Portal
- Select Admin from the left-hand navigation
- Open the Accounts section
- Select Users
- You will now see a list of all users, their roles, groups, and account status.
Adding a New User
Before you get started, check whether the relevant user group and admin role settings are setup for the new user.
- Go to Admin → Accounts → Users
- Select +New User
- Enter the user’s details:
- First Name
- Last Name
- Email address
- Assign the new user to the relevant User Groups
- Select a Primary Group (which controls the user default permission settings if a user belongs to multiple groups).
- Enable the Admin Role, if appropriate.
- Click Save & Send to email a user activation email to the user. From the instructions received in the email, they will be able to complete their user setup.
Editing an Existing User
- Go to Admin → Accounts → Users
- Select (or search for) the user you want to update
- Edit any of the following:
- Full name
- Email address
- Assigned Admin Roles
- Change User groups (This is relevant to Portal users)
- Save changes
Deactivating a User
Use this when someone temporary leaves the organisation.
- Open the user’s profile
- Change Status to Inactive
- Save
Activating a User
Use this when someone rejoins leaves the organisation and needs access again.
- Open the user’s profile
- Change Status to Active
- Save
Deleting a User
Deleted users can be reactivated within 3 months of their account being deleted.
Use this when someone leaves the organisation or no longer needs access.
- Open the user’s profile
- Change Status to Deleted
- Or directly from the List as illustrated
Resetting a User’s Password
- Open the user’s profile
- Select Reset Password
- Click Yes to confirm
- Or No to cancel the reset
Managing Admin Roles
Vibe.fyi includes three predefined Admin Roles, 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.
Admin Roles are fixed and managed by Vibe
All users in your organisation automatically fall under the Admin Role associated with your plan. 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:
- System and organisation‑wide settings
- Editing and publishing controls
- Device and channel management
- Proof‑of‑play reporting
- Access to advanced admin tools (Enterprise only)
These permissions are set by Vibe and are consistent across all customers on the same plan.
No User‑Side Editing Required
Administrators cannot modify, add, or remove permissions within an Admin Role. All admin role permissions are controlled by the Vibe platform to ensure:
- Consistent security
- Predictable access levels
- Simplified user management
- 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
What types of users can I add?
There are two user types:
Portal Users: Access to the Vibe.fyi portal only.
Admin Users: Full access to the portal and admin console.
A user didn’t receive their activation email
- Check spam/junk
- Confirm their email is correct
- Resend the activation email
A user can’t log in after being reactivated
- Reset their password
- Reset their 2FA
- Confirm their role still grants access
A user keeps failing 2FA
- Reset their 2FA
- Ensure their phone time is set to automatic
- Confirm they’re using the correct authenticator app
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