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How do I manage user access to Media Hub?

Control who can view and download assets in your Media Hub by reviewing access requests, assigning user groups, and managing approved users, all from the Users section in your Media Hub settings.

Written by Carm Ang

Where do I manage users and access?

There are two ways to get to Media Hub Users, and both take you to the same place:

  • Go to Settings > Media Hub Users, or

  • Go to Media Hub > Users.

Once you're in Media Hub Users, you can view:

  • All approved users

  • User groups

  • Pending access requests

Where can I view approved users?

In the All Users tab, you can:

  • See all approved users at a glance

  • Search by name, company, or email address

  • Update a user's assigned groups

  • Set an expiry date to schedule when a user's access ends

  • Delete a user to immediately revoke their access

How do I set an expiry date on a user's access?

Set an expiry date on any Media Hub user to automatically revoke their login access on a specific date. This is useful when you need to grant temporary access for a specific campaign or event.

To set an expiry date:

  1. In All Users tab.

  2. Click the three dots for the user.

  3. Select Manage user.

  4. Select the expiry date.

  5. Click Save.

When access expires, the user still appears in your user list and user groups, so you can restore access anytime by updating or removing the expiry date.

Can I require users to request access?

Yes. In Media Hub Settings, you can choose one of two access modes:

  • Anyone can browse your Media Hub without an account: Users can select Skip for now and access the portal immediately, without creating an account or submitting a request.

  • Users must create an account and request approval to browse your Media Hub: Users must create an account and submit an access request before they can view any albums or assets.

How do users request access?

  1. Create a profile with their name, company name, email address, and password.

  2. Verify their email address.

  3. Submit an access request, including details about why they want access.

How do I review access requests?

When a new request is submitted, you'll receive an email notification. A blue dot also appears in the CrowdRiff navigation next to Media Hub and Users.

To review a request:

  1. On the Media Hub Users page, open the Access Requests tab.

  2. Click Approve or Deny for each request.

💡Pro Tip

  • The Access Requests page keeps a full history of all approvals and denials for reference.

  • When approving, you can assign the user to one or more user groups at the same time.

  • Approved users receive an email confirmation automatically.

  • Denied users do not receive a notification.

What are user groups and how do I manage them?

User groups are collections of users with similar access needs - such as Marketing, Partners, or Press. They help you control which users can access specific albums in Media Hub.

On the Media Hub Users page, open the User Groups tab to:

  • View all existing groups

  • Create new groups

  • Rename or delete groups

How do I see which users belong to a group?

  1. Go to the All Users tab.

  2. Click the filter icon.

  3. Filter by a specific group to see its members, or filter for users not assigned to any group.

How do I add or remove a user from a group?

  1. In the All Users tab, locate the user.

  2. Click the three dots.

  3. Select Manage user.

  4. Add them to a group or remove them from one.

Need more help?

If you have any other questions, feel free to send us a message!

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