HeyGen makes it easy to work together on videos with Workspaces and simple user management tools. This guide will show you how to add, manage, and work with your team in HeyGen Workspaces to get the best results.
How to Invite Team Members to Join Your Workspace
Inviting your team members to join your workspace is quick and easy. On your home screen, click your name at the bottom left and then Manage Workspace. Then under the Members & Workspace tab. You can click on Review & Invite to invite team members in three ways:
1. Use Workspace discovery- we automatically identify users on HeyGen with your team's domain so you can invite them just by clicking on their name! these users will be offered to you on the top bar to send one-click-invites.
🛎️ Please note that domain-based invitations only work with non-public domains. Public domains such as Gmail, Outlook, or Yahoo are not supported.
2. You can enter each email you'd like to invite, and send an invitation email
3. You can click on "Create Invite Link" option and copy-paste the link to be sent to them via slack, Teams, or any way you like!
For both options, you can select the Role you want to assign to your team members when sending their email invite or sharing the link.
🛎️ Note: If you or your teammate is stuck at a paywall after being invited, you just need to select “Free” and complete the setup process—this should only take a moment and only needs to be done once. Once that’s completed, you should be able to access the workspace without any issues.
If you run into trouble, please contact [email protected] for assistance.
Users Roles
As a Super Admin, you can assign roles to users either before sending an invite or after they've joined. To manage roles, use the 'Members' tab in Workspace Settings.
Viewer Role: Can view content in the workspace but cannot create anything new.
Creator Role: Can create avatars, videos, voices, and other content on the platform.
Developer Role: Can create content and access APIs for features like Interactive Avatars and other API-based tools.
Super Admin Role: Includes all the above capabilities, plus the ability to remove content, purchase tiers/features, and invite users to the workspace.
Access Control
You can manage access to your folders or projects by clicking the three dots on the side and selecting the appropriate sharing option for your team.
On the first level, you can choose the overall access level to this project for the entire space. On the second level below it, you can choose specific access for specific teammates. Sharing options work the same way for both projects and folders.
The available permissions are:
Private: Only you (and the Workspace Super Admin, if applicable) can access the project. Best for drafts or sensitive content.
Specific Collaborators: Access is limited to selected users you invite. You can assign roles like Editor, Viewer, or Proofreader.
All Collaborators: Grants access to everyone in your Workspace or Sub-Workspace, following their existing role permissions. Ideal for shared or finalized projects.
🛎️ If you're looking to invite professionals only for proofreading, you don't have to utilize a full seat for them! Follow the steps here to invite Proofreaders-only to help with your projects.
Sub-Workspaces: Manage Multiple Teams or Projects
Managing multiple teams or projects within HeyGen can get complicated, especially when different teams need different levels of access. That’s where Sub-Workspaces come in! With this feature, you can create separate environments, assign members, and control billing or API settings effortlessly.
Sub-Workspaces are separate environments within a HeyGen account that allow for better team and project management. Each Sub-Workspace has its own members, permissions, and settings.
Sub-Workspaces help agencies and enterprises control access, billing, and API usage across different teams or clients. Sub-Workspaces can be configured to share or separate resources such as billing, avatars, API keys and templates.
🛎️ Note: This feature is currently only available for Enterprise users.
Interested? Learn more about Sub-Workspaces here.
Frequently Asked Questions (FAQs)
Why am I getting asked to upgrade / getting a paywall if I'm already on a Team plan?
If you are stuck on a paywall, you just need to select “Free” and complete the setup process—this should only take a moment and only needs to be done once. Once that’s completed, you should be able to access the workspace without any issues. If you run into trouble, please contact [email protected] for assistance.
Does this setting work on all domains?
No, domain settings only work with non-public domains. Public domains like Gmail, Outlook, Yahoo, etc., do not support this feature.
Can I make my workspace available to other domains?
Currently, only the domain associated with your account is supported for Team Workspace Discovery. If you need support for additional domains, please provide that feedback to us.