Admins – Add users

There are a number of ways to add users to the Vidyo System. There are also a number of different access levels that you can assign to users depending on their roles.

These procedures are covered in detail in the VidyoConferencing Admin Guide produced by Vidyo

  1. Add users manually – one at a time
  2. Add via CSV file  – bulk registration
  3. Add an H.323/SIP Endpoint
  4. Use LDAP
  5. Use SAML

1. Adding users manually

This is the default way of adding users to Vidyo. This is covered in huge detail in the VidyoConferencing Admin Guide. (Chapter 11). See below for the points to bear in mind about what needs to go in each field. The simple steps are:

  1. Login to the /admin interface for your portal – i.e., where xxx is the short name for your institution (see the list of VidyoPortals if you are unsure);
  2. The initial page shows your list of users – scroll down to the bottom and click on “Create New User”;
  3. Fill in the boxes on the dialog box that appears, noting the following:
    1. Most users are Normal users;
    2. We have adopted a naming convention so that the username is the first letter of the first name, followed by the second name – no spaces, all lower case. So Fred Smith becomes fsmith;
    3. Password is set to 12345 to start with;
    4. Display name is set to the First and Last name followed by the short name of the institution in brackets. So for our user that would be Fred Smith (UoH);
    5. Email address – self-explanatory;
    6. Extension – number sequentially from the last use created;
    7. Place in appropriate Group or leave that at Default if there are no extra Groups;
    8. Set the Proxy and Location Tag according to the values in this list;
    9. Leave the Language option as it is.
  4. Click Save and you are done.
  5. See below in the section on adding via a CSV file for more information on what goes where.

When done, use this boiler plate (replace the xxxx placeholders with the relevant information) to send notification to the users that the account has been created:

Your account has been created. 

Please go to and download and install VidyoDesktop.
When that launches enter the login information:
username: xxxxx
Password: 12345
Please see for instructions on changing your password.
Please refer to for help in getting started with Vidyo.

Please see our Quick Start Guide:

2. Add via CSV file

This method allows you to create many users at once. It may be a good way of getting started, or if you are not ready to use the LDAP or SAML approaches. See the VidyoConferencing Admin Guide, page 225 for the details,, but these are some points to bear in mind when adding users. You need to create a CSV file with the following columns:

  • UserType
  • Username
  • Password
  • Fullname
  • Email
  • Extension
  • Group
  • Language
  • Description
  • Proxy
  • LocationTag
  1. UserType
    1. Admin – rights to add users, and control all aspects of the Tenant admin
    2. Operator – All the privileges of the Admin, but can’t change system setting. Can manage users
    3. Normal – The standard user
    4. VidyoRoom – used if you have either Vidyo badged room systems or have purchased the VidyoRoom SE licence
    5. Executive – No Executive licences have been made available
  2. Username. This is what the user uses to log into the system. You may want to use the same username as your institutional systems uses. The Username must be alphanumeric and it cannot contain any spaces or punctuation except for the @ sign, periods, underscores, or dashes. The maximum length is 40 characters.
  3. Password. Give the user a password. You may want to set a default password and then direct the user to this help page to change their password. Note that anyone you set up as an Admin will be prompted to change their password on access thing /admin interface for the first time. The password has a maximum length of 40 characters, and there is no limitation regarding which characters you can use.
  4. Display Name. This is the name that will be shown on screen when your users are in a conference. Please use the format: <Title (if required)> <First Name> <Last Name> <(Organisation name or abbreviation)>. This will help people see who is who in meetings.
  5. Email. Enter a valid email address of the user. This is the address that the notification of account creation will be sent if this is enabled in the Tenant settings.
  6. Extension. This is a numeric extension that the user will use in certain situations. We have allocated two digit prefixes for each Tenant – see the list of Tenants for details. If adding by a CSV file in bulk, running a sequence of numbers. The VidyoPortal will not allow duplicate extensions.
  7. Group. Use “Default Group” for now. Groups are useful for setting different access and quality of service levels for, say, students and staff, for example. So, for example, you could put students into a “Students” group, and restrict them to three people in a call that they initiate, or not give them access to the Recording and Replay Server.
  8. Language. Sets the default language for the user. We suggest that this is left to “English”
  9. Description. This filed can be used for additional information about the user (department, or Campus location, for example).
  10. Proxy. Vidyo offers its own Proxy for use when firewall issues prevent connection. Users can opt to use the Proxy from their own VidyoDesktop settings, but they need to be allocated to one of the three Proxy servers available. Choose the one that makes most sense for your geographic location. See the list of VidyoPortals for the appropriate Proxy to use if you are uncertain.
  11. Location Tag. Location tags are used to direct a user’s connection in the most efficient way to the Vidyo infrastructure. Please check the list of VidyoPortals to see which location you should specify by default for your users. You can override this for individual users.

To help you we have a blank csv file available.

Adding an H.323/SIP Endpoint

You can also add what Vidyo call “Legacy” (Polycom, Lifesize, Cisco, etc.)  endpoints to your Tenant area to make them easy to find when setting up calls.

To do this navigate to the “Users” tab on your Tenant Admin screen and from the options on the left select “Add Legacy Device”. In the boxes that appear put a meaningful name for the device, and in the other box the string to call it. This may be an IP number or an IP number and a suffix, etc.

Save the result and you will then see Legacy device in the search results when you are using VidyoDesktop. You can the make the Legacy device one four Favourites if you will be using it regularly.

3. Use LDAP to auto provision users

You can use your institutional Directory Service via LDAP. See this guide that explains how UCT integrated their Vidyo Tenant with their Active Directory Service.

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