How do I invite more admins?
Overview
Adding an administrator is two jobs that people usually discover in the wrong order: making sure you have a seat available, then sending the invitation.
If you are on a paid plan and every seat is taken, sort the seat out first. It is a subscription change, not something you can do from the users screen.
1. How do I invite an admin?
- Go to Users & Access in the left-hand navigation.
- Click + Invite Admin.
- Choose how to invite them:
- Single admin. You enter their basic profile details and login email, and Vome sends the invitation directly.
- Generate a link. You get a shareable link, or a QR code, that lets people create their own admin profile from scratch. Useful when you are onboarding several people at once and do not want to type in each one.
2. What if I have no seats left?
Each administrator takes an admin seat on your subscription, so you need a free one before an invitation will land.
Adding seats happens in the Subscription module, and only the Account Holder can get there. If that is not you, the person who holds the account has to make the change.
Your current usage is shown on the Users & Access screen as the number of seats used out of the number you have, so check there before you plan who to invite.
3. Does adding admins cost more?
On a paid plan, yes. Seats are part of what you pay for, and the seat count also affects which plan suits you:
- 3 admin seats is where Enterprise territory starts, which is also where multi-site segmentation and admin roles arrive.
- 5 or more seats is where Ultimate makes sense, adding SAML-based SSO and integrations on top.
4. Who should be an admin, rather than a profile?
Somebody who needs to get into the back of your account to see or manage things.
This distinction trips people up, so it is worth stating plainly. Profiles in your Database are the people you manage. Admins are the people doing the managing. Somebody helping at events is a profile. Somebody approving applications is an admin.
5. What do admins actually get assigned to?
Responsibility for specific things, as a coordinator or a watcher. This is how a notification reaches a particular person instead of landing on you.
- Forms: so submissions reach whoever has to act on them.
- Sequences: for notifications about how people are moving through the steps.
- Opportunities: the coordinator is the primary contact for that opportunity.
- Shifts: the coordinator is the primary contact for that shift.
- Courses: for progress through chapters.
The coordinator is the point of contact. Watchers are kept informed without owning it. What each of them actually receives also depends on that admin's own notification settings, so a coordinator who has turned notifications off will not be alerted by being named.
6. What does managing admin roles do?
It restricts what an admin can reach inside the portal, rather than giving everybody the run of the account.
This is what multi-location organizations and anyone with a real hierarchy needs: a site coordinator who can run their own site and nothing else. You create a role, then assign it to as many admins as you like, and each admin can hold one role at a time.
Summary
- Invite from Users & Access, then + Invite Admin, as a single admin or by generating a link.
- A single admin has to sign up with the exact email address you invited.
- Every admin uses a seat. Adding seats is a Subscription change and only the Account Holder can make it.
- Admins manage the account. Profiles in your Database are the people being managed.
- Coordinators and watchers are how notifications reach the right person on forms, sequences, opportunities, shifts and courses.
- Custom admin roles restrict access and require Enterprise.