Managing Your Team and Permissions

Introduction

playout.video supports team collaboration so you can work with others to manage your streams, content, and settings. Whether you're a content team at a media company, a church with multiple staff members, or a creator with a virtual assistant, team features let you share access without sharing your login credentials.

How Teams Work

Your playout.video account is organized around an organization. When you sign up, an organization is automatically created for you. You can then invite other people to join your organization with specific roles and permissions.

All team members within an organization share:

• Media library: everyone can access uploaded videos, audio, and images

• Live streams: team members can view and manage streams based on their role

• Compositions: overlay designs are shared across the team

• Settings: organization-level settings are managed by admins

Inviting Team Members

Step 1: Navigate to Team Settings

1. Go to Settings from the main navigation

2. Click Team or Members

Step 2: Send an Invitation

1. Click Invite Member

2. Enter the person's email address

3. Select their role (see roles below)

4. Click Send Invitation

The invited person will receive an email with a link to join your organization. They'll need to create a playout.video account (or sign in if they already have one) to accept the invitation.

Step 3: Manage Pending Invitations

After sending an invitation, you can:

• View pending invitations: see who hasn't accepted yet

• Resend invitation: send the email again if they didn't receive it

• Revoke invitation: cancel the invitation before it's accepted

Roles and Permissions

Owner

The account creator is automatically the Owner. This role has full control:

• Manage billing and subscription

• Invite and remove team members

• Change member roles

• Access all streams, media, and settings

• Delete the organization

There can only be one Owner per organization.

Admin

Admins have broad access to manage the organization:

• Invite and remove team members (except the Owner)

• Create and manage all streams

• Upload and manage all media

• Configure stream settings, destinations, and schedules

• Access compositions and overlays

Admins cannot manage billing or delete the organization.

Member

Members have standard access for day-to-day operations:

• View and manage streams they have access to

• Upload media to the shared library

• Create and edit playlists

• View compositions and overlays

• Cannot invite or remove team members

• Cannot access billing settings

Viewer (Read-Only)

Viewers have limited, read-only access:

• View streams and their status

• Browse the media library

• View playlists and schedules

• Cannot make changes to streams, media, or settings

This role is useful for stakeholders who need visibility without editing capabilities.

Common Team Setups

Small Creator with an Assistant

• Owner (you): full control over everything

• Admin (assistant): manages streams, uploads content, and handles day-to-day operations while you focus on creating content

Media Company

• Owner (company lead): billing and high-level management

• Admin (content manager): oversees all streams and team members

• Member (content creators): upload media, build playlists, manage assigned streams

• Viewer (executives/stakeholders): monitor stream performance without making changes

Church or Nonprofit

• Owner (pastor or tech lead): full control

• Admin (media director): manages streams and team

• Member (volunteers): upload sermons, manage playlists for specific streams

• Viewer (church leadership): view stream status and content

Agency Managing Multiple Clients

• Owner (agency lead): billing and account management

• Admin (account managers): manage streams for their assigned clients

• Member (content team): upload and organize media, build playlists

Managing Existing Members

Changing a Member's Role

1. Go to Settings > Team

2. Find the member in the list

3. Click on their role to open the role selector

4. Choose the new role

5. Changes take effect immediately

Removing a Member

1. Go to Settings > Team

2. Find the member you want to remove

3. Click Remove or the remove icon

4. Confirm the removal

Removed members immediately lose access to the organization. Their personal playout.video account remains active, but they can no longer see your organization's streams, media, or settings.

Accepting an Invitation

If you've been invited to join an organization:

1. Check your email for the invitation

2. Click the Accept Invitation link

3. Sign in to your playout.video account (or create one)

4. You'll be added to the organization with the assigned role

If you're already a member of another organization, you may need to switch between organizations in your account settings.

Security Best Practices

Use Appropriate Roles

Assign the minimum role needed for each person's responsibilities:

• Don't make everyone an Admin if they only need Member access

• Use the Viewer role for people who just need to monitor

• Reserve Owner and Admin roles for trusted team members

Review Access Regularly

Periodically review your team members:

• Remove people who no longer need access

• Downgrade roles if responsibilities have changed

• Check for any pending invitations that should be revoked

Protect the Owner Account

The Owner account has the most power, including billing access:

• Use a strong, unique password

• Enable two-factor authentication if available

• Don't share Owner credentials with anyone (invite them as Admin instead)

Troubleshooting

Invitation email not received?

• Check the spam/junk folder

• Verify the email address is correct

• Try resending the invitation

• Ask the invitee to check if they already have a playout.video account with a different email

Team member can't access a stream?

• Check their role and permissions

• Verify they've accepted the invitation and are logged in

• Make sure they're viewing the correct organization

Can't change a member's role?

• Only Owners and Admins can change roles

• You cannot change the Owner's role (ownership must be transferred)

• You cannot assign a role higher than your own

Next Steps

• Understanding Plans and Pricing: your plan covers all team members

• How to Create Your First 24/7 Live Stream: get your team started

• Uploading Videos and Managing Your Media Library: shared media library for your team