How to invite people to your team

Adding team members to your MailVideo account allows for better collaboration, shared video libraries, and streamlined video messaging across your organization. Here’s how to invite people to your team.

Prerequisites

Before inviting team members, ensure you have:

• Admin permissions on your MailVideo account
• Available seats on your subscription plan
• Team member email addresses ready to send invitations

Step 1: Access Team Management

1. Log into MailVideo: Sign in to your MailVideo account
2. Navigate to Settings: Click on your profile icon and select “Settings”
3. Go to Team Section: Find and click on the “Team” or “Team Management” tab
4. View Current Team: You’ll see a list of current team members and their roles

Step 2: Send Team Invitations

Adding New Team Members

1. Click “Invite Team Member”: Look for the invite button or “Add New Member” option

2. Enter Email Address: Input the email address of the person you want to invite

3. Select Role: Choose the appropriate role for the new team member:

   • Admin: Full access to all features and settings
   • User: Standard access to create and share videos
   • Viewer: Limited access to view shared content only

4. Add Personal Message (Optional): Include a welcome message with the invitation

5. Send Invitation: Click “Send Invite” to deliver the invitation email

Bulk Invitations

For multiple team members:

1. Upload CSV File: Use the bulk invite feature to upload a CSV file
2. Format Requirements: Ensure your CSV includes columns for email and role
3. Review Invitations: Check the list before sending
4. Send All Invitations: Confirm to send invites to all listed email addresses

Step 3: Managing Invitations

Pending Invitations

• View Status: See which invitations are pending acceptance
• Resend Invitations: Resend invites that may have been missed
• Cancel Invitations: Remove pending invitations if needed

Accepted Invitations

• Welcome New Members: Provide onboarding materials and training
• Set Up Permissions: Configure specific permissions for different team members
• Create Team Guidelines: Establish best practices for video creation and sharing

Step 4: Team Member Roles and Permissions

Admin Role

• Full Account Access: Can modify all settings and configurations
• User Management: Can invite, remove, and manage team members
• Billing Access: Can view and modify subscription details
• Integration Setup: Can configure CRM and other integrations

User Role

• Video Creation: Can record, edit, and share videos
• Library Access: Can access shared team libraries
• Personal Library: Can manage their own video library
• Basic Analytics: Can view their own video performance data

Viewer Role

• View Only Access: Can view shared videos and content
• Limited Library: Can access designated shared content
• No Creation Rights: Cannot create or edit videos
• Basic Profile: Can update their own profile information

Step 5: Team Onboarding Best Practices

Welcome Process

1. Send Welcome Email: Include getting started resources
2. Schedule Training: Provide training sessions for new features
3. Share Guidelines: Distribute team video creation guidelines
4. Assign Mentors: Pair new members with experienced users

Resource Sharing

• Template Library: Share company video templates
• Brand Guidelines: Provide brand and messaging guidelines
• Best Practices: Share successful video examples
• Training Materials: Provide access to tutorials and guides

Managing Team Settings

Team Permissions

• Library Sharing: Configure who can access shared libraries
• Video Approval: Set up approval workflows if needed
• Branding Controls: Manage consistent branding across videos
• Export Permissions: Control who can download videos

Security Settings

• Two-Factor Authentication: Require 2FA for all team members
• Access Restrictions: Set IP restrictions if needed
• Session Management: Configure session timeout settings
• Audit Logs: Monitor team member activities

Troubleshooting Common Issues

Invitation Not Received

• Check Spam Folder: Invitations may end up in spam/junk mail
• Verify Email Address: Ensure the email address is correct
• Resend Invitation: Try sending the invitation again
• Alternative Email: Use a different email address if available

Can’t Accept Invitation

• Link Expiration: Invitations may expire after a certain time
• Browser Issues: Try using a different browser or clearing cache
• Account Conflicts: Check if the email is already associated with another account
• Contact Support: Reach out if technical issues persist

Role Assignment Issues

• Permission Levels: Verify the correct role was assigned
• Feature Access: Check if specific features require higher permissions
• Update Roles: Modify roles if initial assignment was incorrect

Subscription Considerations

Seat Management

• Available Seats: Check how many seats are available on your plan
• Upgrade Plan: Add more seats if needed before inviting
• Cost Implications: Understand billing for additional team members
• Usage Tracking: Monitor team usage to optimize seat allocation

Billing Impact

• Pro-rated Billing: New members may be charged pro-rated for the current billing period
• Automatic Billing: Additional seats are typically billed automatically
• Plan Upgrades: Consider upgrading to team-friendly plans
• Cost Optimization: Regularly review team size and usage

Best Practices for Team Collaboration

Communication

• Regular Check-ins: Schedule team meetings to discuss video strategies
• Feedback Loops: Establish systems for sharing feedback on videos
• Success Sharing: Celebrate successful video campaigns
• Knowledge Sharing: Encourage team members to share tips and tricks

Organization

• Naming Conventions: Establish consistent naming for videos and folders
• Content Categories: Organize content by department, campaign, or purpose
• Archive System: Set up systems for archiving old content
• Version Control: Manage different versions of video content

Removing Team Members

When team members leave:

1. Deactivate Access: Remove access immediately
2. Transfer Content: Move important videos to other team members
3. Update Permissions: Review and update shared content permissions
4. Billing Adjustment: Understand how seat removal affects billing

Successfully managing your MailVideo team ensures everyone can contribute effectively to your video messaging efforts while maintaining security and organization standards.