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Account Setup Checklist

Use this checklist when setting up Vū Studio for a new organization. It covers everything from the first account to a fully configured team, in the order you'll do it. Each step links to the detailed guide.

Who should do this

The person who will administer the system — usually the IT or AV lead — should complete these steps. They become the account Admin.

Step 1 — Create the Admin Account​

  1. Go to https://one.vu.studio and click Sign up — or scan the QR code on a freshly started Vū Media Server display.
  2. Enter your email and create a password, then verify your email address.
  3. Complete your profile (name, organization).

If your organization uses single sign-on, choose Sign in with SSO on the login page. Contact support@vustudio.com to have SSO set up first.

See Creating an Account →.

Step 2 — Confirm Your Plan​

  1. Open the Account page: https://one.vu.studio/profile — click the Vū Studio icon to go Home → open the profile menu (your avatar, top right) → Account.
  2. In Plan & Resources, check the Team Plan tile shows the plan you purchased.
  3. Check the license tiles show the number of licenses you expect:
    • Media Server Licenses — one per Windows machine running the Vū Media Server software
    • Web Player Licenses — one per browser-based player
    • SceneForge Licenses — one per SceneForge installation
  4. To change your plan or update billing details, click Manage on the plan tile.

See Plans & Billing → and The Account Page →.

Step 3 — Switch to Your Team Profile​

On a Team plan, shared storage, AI tokens, libraries, and player groups belong to the Team profile, not your Personal profile.

  1. Open the profile menu (your avatar, top right).
  2. Use the Profile switcher to select your team.
  3. Confirm the Plan & Resources tiles on the Account page now show the team's totals.
warning

If your storage or token totals look too small, you're probably still on your Personal profile. Content you upload while on your Personal profile is not shared with the team. See Team Plan Troubleshooting →.

Optional: rename the team from the Account page — click the pencil icon next to the team name.

Step 4 — Invite Your Users​

  1. On the Account page, go to Team Members and click Invite Users.

  2. Enter each person's email address.

  3. Choose a role:

    RoleUse it for
    AdminPeople who manage users, licenses, wall settings, and all team resources
    MemberOperators and content creators who use shared content and players

  4. Click Send Invite. Each invitee gets an email with a join link, and each one uses a seat.

  5. Ask each invitee to accept, then switch to the Team profile (Step 3).

Pending invites appear under Pending Invites, where admins can resend or cancel them.

See Setting Up a Team →.

Step 5 — Allocate Shared Resources (Optional)​

By default, members draw on the team's pooled storage and AI tokens. To cap an individual's share, open their actions menu (⋯) in the Team Members table and choose Storage Usage or Token Usage.

See Team Resource Usage →.

Step 6 — Set Team Security Options​

In Team Settings on the Account page (admins only):

  • Auto sign-out on browser close — turn on for shared or kiosk machines, so the next person doesn't land in a signed-in session.

In Admin Options (admins only):

  • Show Custom In Remote — turn off to hide custom and admin-only controls from the remote, for a simpler operator view.

Step 7 — Register Your Players​

Each display needs a player connected to the account:

After registering, give each player a clear name (for example, Lobby Wall or Studio A) so operators can tell them apart. Admins can do this from the Fleet view of the Display Dashboard — open the player's actions and choose Rename…. See Renaming a Player →.

You can review every player on the account, its mode, and its license in Settings → Manage Media Players. See Settings →.

Step 8 — Choose Who Can Control Each Player​

For each player, decide between:

  • Demo Mode — anyone with the system ID can connect, no approval needed. Good for supervised demo spaces.
  • Session Mode — an admin must approve each user. Recommended for public, unattended, or shared spaces.

See Demo & Session Mode →.

Step 9 — Set Up Shared Content​

  1. Make sure you're on the Team profile.
  2. In the Asset Library, create a top-level folder structure your team will use (for example, by department, event, or wall).
  3. Upload your organization's core content — logos, brand backgrounds, standard videos.
  4. Share folders with View or Edit permission as needed.

See Organizing Folders → and Sharing Folders →.

Step 10 — Connect Cloud Services (Optional)​

On the Account page, under Integrations, click Connect next to any service you use — such as Frame.io, Box, Vimeo, Google Drive, OneDrive, or Shutterstock — to browse and play that content directly in Vū Studio.

See Cloud Integrations →.

Setup Complete Checklist​

  • Admin account created and email verified
  • Plan and license counts confirmed on the Account page
  • Working on the Team profile
  • All users invited with the right role, and invites accepted
  • Team security options set
  • Every player registered and given a clear name
  • Demo or Session Mode chosen for each player
  • Shared folder structure created and core content uploaded
  • Integrations connected (if used)

Next Steps​