How to Set Up HeyGen for Your Team

By the end of this guide your team will share a HeyGen workspace with assigned roles, two-factor sign-in, and a first avatar video made together. HeyGen makes talking-presenter videos from a script, so the first goal is one clean video your team can reuse.

Before you start

Choose a single owner who will buy the plan and become the Super Admin. This person invites users and handles billing. Gather your logo, a short script and the work emails of everyone who will create videos.

HeyGen’s pricing page lists individual plans and business plans separately.

Plan	What it adds for a team	Price as listed
Free	Watermarked videos up to 1 minute	$0 per month
Creator	600 credits, 1080p export, no HeyGen branding	$29 per month
Pro	1,000 credits, 4K export, videos up to 30 minutes	$49 per month
Business	Shared workspace, centralized billing, SAML/SSO, brand kit	$149 per month, plus $20 per seat per month
Enterprise	Multi-workspace control, SCIM, dedicated manager	Contact sales

These figures come from the HeyGen pricing page, which also offers a yearly option. Check the page for the current price. Also decide which of your staff need to create videos and which only need to review them, since proofreaders can be invited without a full seat.

Create the account and workspace

1. Go to the pricing page and choose For Businesses.
2. Select Get started on the Business plan.
3. Sign up with the owner’s work email and complete payment.

HeyGen says you can change the account email later. Click the box with your initial in the lower-left corner, select Settings, then Change Email under the Account tab. The new email must not already be registered in HeyGen.

Invite your team

Use HeyGen’s workspace guide.

1. On the home screen, click your name at the bottom left, then Manage Workspace.
2. Open the Members & Workspace tab and click Review & Invite.
3. Invite by one of three ways. Use workspace discovery to send one-click invites to people on your domain, enter each email, or click Create Invite Link.
4. Pick the role when you send the invite or share the link.

Domain discovery works only with non-public domains, so Gmail, Outlook and Yahoo addresses are not supported. If an invited teammate hits a paywall, HeyGen says they should select Free and finish setup once.

Set the admin and data settings

Check these items after the first invites.

• Roles. Creator can make avatars, videos and voices. Developer can also use APIs. Super Admin can also remove content, purchase tiers and invite users. Change roles in the Members tab of Workspace Settings.
• Folder and project access. Use the three-dot menu on a folder or project. The options are Private, Specific Collaborators with Editor, Viewer or Proofreader roles, and All Collaborators.
• Two-factor sign-in. Under Settings, then the Account tab, turn on the 2-factor authentication toggle. HeyGen’s security guide says to click Send code, confirm the email code, scan the QR code with an authenticator app and enter the code.
• SAML SSO. HeyGen lists this for Business and Enterprise, with guides for Okta and Microsoft Entra ID.
• Usage. Settings, then Usage & History shows credit use and your video history.

On data, HeyGen’s FAQ page says user data is not used for model training. It does not say whether avatars, voices or footage are covered separately, so ask HeyGen before you upload a customer’s likeness.

Connect your other apps

HeyGen’s pricing page lists integrations with n8n, Make, HubSpot and Zapier on the Business plan, along with SCORM export and LMS integrations. It does not give setup steps, so follow the instructions inside each integration when you connect it.

Tasks to try first

Make a short product walkthrough

This helps when customers ask the same question repeatedly. Write the script in plain words and keep it under a minute.

Hi, this is [name] from [business].
In this video I'll show you how to [task] in three steps.
Step one, [action]. Step two, [action]. Step three, [action].
If you have questions, email us at [address].

Share a draft for proofreading

This helps when a colleague should check wording without using a full seat. HeyGen says proofreaders can be invited without a full seat.

1. Folder or project > three-dot menu > sharing options
2. Choose Specific Collaborators
3. Invite the reviewer as Proofreader
4. Update the script based on their notes

Lock down a draft folder

This helps when a video holds private pricing or customer names.

1. Open the folder > three-dot menu
2. Choose Private for drafts
3. When approved, switch to All Collaborators

Common problems

HeyGen’s workspace guide describes one: if a teammate lands on a paywall after being invited, they select Free, finish setup once, and then reach the workspace.