Users

Overview

The Users section is where you control access to your Yodeck account, meaning who gets in, what they can see, and what they can do. Whether you run a single-screen storefront or a global network with hundreds of displays, Yodeck’s user management scales with you. Each user is identified by their email address and the permissions assigned to them.

📍You’ll find the Users module in the top-right menu of the Yodeck Portal within your Profile icon button.

Before You Begin

Which user-management features you can access depends on your Yodeck plan. Here’s a quick reference:

Component	Availability
Invite and manage users	All plans
Standard roles	All plans
One role per user	Basic and Premium plans
One role per Workspace	Enterprise plan
Custom Roles	Premium and Enterprise plans
Primary Workspace	Enterprise plan
Groups	Enterprise plan
SAML / SSO group access	Enterprise plan
Security Policies	Enterprise plan

How User Access Works

User access in Yodeck is built on three core concepts:

Concept	What it means
Users	The people who can access your Yodeck account
Roles	What users can do
Workspaces	Where those permissions apply

On Basic and Premium plans, each user has one role. On the Enterprise plan, each user can have a different role in each Workspace, and you can use Groups to apply roles to many users at once — with optional SSO integration to automate the whole thing at sign-in. We’ll cover each of those further down.

The Account Owner

Every Yodeck account has one designated Account Owner, usually the person who originally created the account. The Owner has special privileges that no other role can match:

• The Account Owner cannot be deleted.
• The Owner is automatically included in the Global Admins group and cannot be removed from it.
• Only the Account Owner can transfer ownership to another user.

Transfer Account Ownership

Only the current Account Owner can do this, not Administrators, not Workspace Admins, not anyone else.

1. Log in as the current Account Owner.
2. Click the top-right menu and select My Profile.
3. Change the email address to the new owner’s email and click Save.

If the new owner’s email is already registered as a user on your account, delete that user first, then change the email. The new owner can then reset their password and sign in as the Account Owner.

Inviting New Users

To bring someone new onto your account, click the “Invite User” button. Enter their email address, assign a role, and Yodeck handles the rest.

Troubleshoot User Invitations

You can find the answers to all the issues listed below by clicking them to expand.

Email already in use

If you can’t invite someone because their email is already in use, the email is most likely tied to another Yodeck account, usually a standalone account they signed up for separately. Each email can only belong to one Yodeck account.

To resolve the conflict:

• Reinvite them. Once the old account is gone, send the invitation again.

• Confirm the conflict. Have the user check whether they have a separate Yodeck login under that email.

• Delete the standalone account. The user deletes the existing account from their own profile settings. Heads up: deleting the account also removes any media uploaded to it, so make sure that content is no longer needed.

Invitation email not received

If the invited user doesn’t see the email in their inbox:

• Resend the invitation if needed.

• Ask them to check their spam or junk folder.

• Confirm the email address is spelled correctly.

User signed up individually

Sometimes a user creates their own Yodeck account instead of accepting your invitation, for instance, by signing up directly on the website rather than through your team’s SSO flow. In that case, their email is locked to that standalone account. To bring them onto your account, they need to delete the standalone account first; then you can reinvite them.

Standard User Roles

Roles & Permissions define a user’s access rights to specific parts of your Yodeck account. To make life easier, Yodeck ships with a set of standard roles that cover the vast majority of use cases.

On the “Basic” and “Premium” plans, each user gets one role. On the “Enterprise” plan, you can assign one role per Workspace. Please also check the “User Roles in Workspaces” article section.

Role	Best for	What they can do
Global Admins	Trusted users who need full account control	Full, unrestricted access to the entire account
Billing Access	Finance, purchasing, or accounting teams	Access to billing, invoices, and subscription management only
Workspace Admin	Local or regional admins managing one Workspace	Full access to a Workspace’s content, screens, and users
Content & Device Manager	Users handling both content and screens	Full access to content and screens; can push to players and broadcast emergencies
Content Manager	Day-to-day content creators and publishers	Full access to content; can push to players
Restricted Content Manager	Creators who need approval before publishing	Full access to content, but cannot publish to screens
Content Viewer	Stakeholders who need visibility but shouldn’t edit	Read-only access to media, playlists, layouts, and schedules
Template Managers	Managing Layout Templates	Full access to Branded templates in Layouts

Click through the tabs below for the full permission breakdown of each role:

How Permissions Cascade

Yodeck permissions follow a logical hierarchy: Schedules contain Layouts, Layouts contain Playlists, and Playlists contain Media. When you grant access to a higher-level item, view access to everything inside it follows automatically. This keeps your permission model consistent and prevents users from being locked out of items they need to see to do their jobs.

If you give this permission	Yodeck also allows
View Schedules	View the related Media, Playlists, and Layouts
Change Layouts	View Layouts, plus the related Playlists and Media

Custom Roles (Premium & Enterprise)

If the standard roles don’t fit your needs precisely, Custom Roles let you define exactly what a user can view, change, or delete. They’re ideal when:

• A specific job function doesn’t map to a standard role (think: an IT technician who manages screen configuration but never touches content)
• You need to limit access for security or compliance reasons
• You want roles that scale as your organization grows

To create one, go to Account Settings > Custom Roles, click Add Custom Role, and check the boxes for the actions you want to allow.

Primary Workspace (Enterprise Plan)

Primary Workspace is an optional field that declares which Workspace a user belongs to. Once set, two things become possible:

• Workspace Admins can manage their users. A Workspace Admin can edit or delete any user whose Primary Workspace matches their own.
• Groups can dynamically assign roles based on each user’s Primary Workspace.

Explicit Workspace Access (Enterprise Plan)

A user can have explicit access to specific Workspaces, with a different role in each one. This is how you build flexible, layered permission structures. For instance, granting full content management in one Workspace and read-only access in another.

To assign explicit access:

1. Open the User Details section.
2. Click + Add New Role.
3. Pick the Workspace and the role for that Workspace.

💡Best practice: Use explicit Workspace access for exceptions. For access patterns that apply to many users, use Groups instead.

Groups (Enterprise Plan)

Groups apply roles to many users at once. Instead of editing each user manually whenever something changes, you add them to the right Group, and the Group handles role assignment.

Yodeck includes System Managed Groups. All Users, Global Admins, Billing Access, Template Managers, and a set of Predefined Groups matching the standard roles. You can also create your own.

Group Permission Modes

Groups can apply roles in two ways. Pick the mode that fits how your team is organized:

Mode	Use it when…	Example
On Primary Workspace (recommended)	Users need the same role in their own Workspace	A cross-regional marketing team that all need access to a shared “Global Campaigns” Workspace
On Other Workspace	Users need shared access to one specific Workspace	A cross-regional marketing team that all needs access to a shared “Global Campaigns” Workspace

The cleanest pattern: create one Group per common responsibility, set it to apply to each member’s Primary Workspace, and let it scale as you onboard new users.

Groups and SSO (SAML 2.0)

Groups also work with SSO (SAML 2.0). By enabling Use SAML Group Access, you can map your identity provider’s groups to Yodeck Groups, so permissions are assigned automatically when users sign in.

Supported identity providers include:

• Microsoft Azure Active Directory / Microsoft Entra
• ADFS (Active Directory Federation Services)
• Okta
• Salesforce
• OneLogin
• Google Workspace

⚠️One important caveat: you can use SAML for automatic role assignment or assign roles manually but not both at the same time.

My User Profile

Every user can manage their own settings under My User Profile (top-right menu). The profile is split into four tabs: Basic Info, Notifications, Password, and Two Factor (2FA).

Security Policies (Enterprise Plan)

Administrators can enforce account-wide security policies under Account Settings > Security Policies. Available controls include:

• Disable Email Password Reset: Block password resets via email
• Enforce Password Change Every: Require password changes every 1, 3, 6, or 12 months
• Enforce Two Factor Authentication: Make 2FA mandatory for all users
• Enforce Password Reset on First Login: Require new users to change their password on first login
• Password Policy Templates: Apply ready-made password rules
• Regular Expression Check: Define your own custom password pattern
• IP Address Whitelist: Restrict portal access to specific IP addresses
• Social Login Toggle: Disable Google sign-in account-wide
• Session Policies: Set session timeout and duration

User Management via API

You can now manage Users, Groups, and Roles via the Yodeck API:

• /v2/users
• /v2/groups
• /v2/roles

These endpoints make it straightforward to automate onboarding, role assignment, and group management, particularly useful when integrating Yodeck with HR systems or identity providers.

Best Practices

Keep your setup simple and scalable by following these principles:

• Build your Workspace structure to mirror your organization (one Workspace per branch, region, or team).
• Give users only the access they need and nothing more.
• Use standard roles whenever possible. Reach for Custom Roles only when standard roles aren’t specific enough.
• Set a Primary Workspace for each Enterprise user so Groups can do their work.
• Use Groups for recurring access patterns; reserve explicit Workspace access for genuine exceptions.
• Review user access regularly and delete users who no longer need access.
• Enable two-factor authentication for stronger account security.

For large Enterprise accounts, the recommended pattern is:

1. Create one Group per role or responsibility.
2. Assign each user a Primary Workspace.
3. Add each user to the Group that matches their role.
4. Let the Group apply the right role to the right Workspace automatically.
5. Reserve explicit Workspace access for the exceptions.

F.A.Q.s

Got questions? We’ve got answers! This section addresses common questions about Yodeck Users.

Need Help?

The Yodeck Support Team can help you out! Log in to your Yodeck account and send us a message from the bottom right corner!