Workspace & Team Policy

This policy covers sharing a workspace on Video Planner: the owner who invites people, the channel managers who look after the team, the members who join, and guests who are shared chosen videos without an account. It sits alongside our Terms of use and Privacy policy. Owners agree to it before sending their first invite, members agree to it when they join, and guests agree to section 7 by using a guest link.

1. Who's who

• Owner: the account the workspace belongs to. Everything in it (videos, scripts, ideas, streams, sponsors, files and links) is the owner's, and the owner's plan sets the limits, including how many people can be in the team.
• Channel manager: a member the owner trusts to run the team (see section 4).
• Member: anyone else invited in, with a built-in role (such as Editor, Script writer or Viewer) or a custom role the owner has made.
• Guest: someone without a Video Planner account who has been sent a private guest link and PIN for chosen videos. Guests can only suggest changes (see section 7).
• Video Planner staff: the people who run the service. They aren't part of your team and don't manage it (see section 8).

2. Owners: rights and responsibilities

What owners can do

• Invite anyone by email, pick their role and decide whether they see all videos or only the videos assigned to them.
• Change anyone's role or video access, assign videos, and remove any member, including channel managers, at any time. Changes apply straight away.
• Make, change and delete custom roles. Deleting a custom role turns its members into Viewers.
• Make someone a channel manager, or take that role away.
• Share chosen videos with guests through guest links, and remove those links at any time.
• Cancel invites that haven't been accepted yet.
• See who is in the team: their names, email addresses, roles, video access and when they last signed in.

What stays with the owner

• The owner's content stays the owner's. Members work on it; they don't take a copy with them when they leave.
• The owner can't be removed, demoted or have their access changed by anyone in the team, including channel managers.
• Only the owner's plan decides which features the workspace has. If a feature isn't on the owner's plan, nobody in the workspace can use it.

Owners are responsible for

• Who has access to their workspace, including people their channel managers invite and guests they or their channel managers share videos with.
• Giving each person only the access they need, and removing people who no longer need it.
• Making sure they're allowed to share what they put in the workspace (for example sponsor terms that limit who can see a deal).

3. Roles, areas and permissions

Areas

A workspace is split into areas: Scripts (including talking points and the prompter on phones and watches), Shot lists (and the shooting plan), Titles & thumbnails, Descriptions, Ideas, Docs, Library (equipment, locations and video types), Music, Streams, Twitch, Sponsors and YouTube channels.

For each area a role is one of:

• Denied: the area is blocked. It doesn't show in menus, video tabs, the phone or watch apps or the calendar, and its pages refuse to open, even if someone types the address.
• View: they can see it but not change it.
• Edit: they can see and change it.

The board (the list of videos) is always visible, because it's the workspace itself. Separate permissions cover Videos & board (adding videos and changing their details, dates and status), Delete (deleting videos and ideas) and Team (managing the team).

Deny first

Access starts closed. A new custom role starts with every area Denied, and the owner opens up only what that role needs. The specialist built-in roles only see their own areas.

Built-in roles

• Editor: sees and changes everything, apart from managing the team.
• Script writer: scripts, talking points, descriptions, ideas and docs. Everything else is denied.
• Shot planner: shot lists, the shooting plan, equipment and locations, with scripts view-only (the shooting plan is built from the script). Everything else is denied.
• Thumbnail designer: titles, thumbnail concepts and mock-ups. Everything else is denied.
• Stream producer: the stream schedule, stream plans, run of show, checklists, stream music and Twitch. Everything else is denied.
• Channel manager: everything an Editor can do, and managing the team.
• Viewer: can see everything and change nothing.

Which videos

Each member sees either all videos or only the videos assigned to them. Members limited to assigned videos only see those videos everywhere: lists, the board, the calendar, the phone and watch apps and calendar links. The owner and channel managers choose who is assigned to each video. Videos a member creates are assigned to them automatically.

Things everyone in the team can do

Whatever their role, every member can use the workspace's team chat, message other people in the team directly, see their own role and access, and leave the workspace.

4. Channel managers

Channel managers look after the team for the owner. They can:

• Invite people and cancel invites.
• Remove members, and change members' roles and video access.
• Make and change custom roles, and assign videos.
• Make and remove guest links, and add or take videos off them.

Channel managers can't:

• Change or remove the owner, other channel managers or themselves.
• Make anyone a channel manager, or give a role the Team permission.
• Give anyone more access than they have themselves: nothing they can't change, and nothing denied to them. A channel manager limited to assigned videos can only give assigned videos.

The owner can change or undo anything a channel manager does in the team.

5. Inviting and joining

• Only invite people you know and trust with what you share. You can invite any email address; people without an account can create one from the invite.
• Invite links sent by email run out after 14 days and work once. Cancelled invites stop working straight away.
• Joining a workspace doesn't change your own account or your own workspace. You can switch between workspaces in the sidebar.

6. Being a member

• What you see in someone's workspace is theirs. Keep it confidential: don't copy, share, publish, screenshot or reuse scripts, unreleased ideas, sponsor details, fees, contacts or files outside the work you were invited to do, unless the owner says you can.
• Only use your access for the owner's work. Don't try to open areas or videos you haven't been given, or get round your role.
• If you need more access, ask a channel manager or the owner (team chat or a direct message). Don't ask Video Planner staff to change it, and don't share another person's sign-in.
• Changes you make are part of the owner's workspace. If you leave or are removed, what you added stays with them.
• Sponsor deals, codes and fees you see may be under agreements between the owner and the brand. Treat them as private.

7. Guests (sharing without an account)

Guest links let the owner or a channel manager share chosen videos with someone who doesn't have an account, such as a freelance editor, a co-host or a script consultant. Guests can only suggest changes; nothing changes until someone in the team accepts it.

For the owner and channel managers

• Only the owner and channel managers can make guest links. Each link is for one person: you choose their name, the videos, the parts they can work on (Script & talking points, Shot list, Description & notes), how long it works (7 days to 1 year) and a PIN of 4 to 12 digits.
• Send the link and the PIN separately (for example the link by email and the PIN by text message), so someone who sees one can't open it.
• Share only the videos and parts the guest needs, and remove the link (or take a video off it) when the work is done. Removing a link stops it working straight away; suggestions they've already sent are kept.
• You're responsible for who you give a link to, in the same way as for members.
• Anyone in the team whose role can change that part of the video can accept or reject a guest's suggestion. A script writer can accept script changes but not shot changes. When a suggestion is accepted, it becomes part of the owner's workspace like any other change.

For guests: what you should know

• Your link and PIN are for you. Don't forward them, post them or share them with anyone else. Your suggestions show under the name the team gave your link, so everything sent with it counts as yours. If you think someone else has your link or PIN, tell the person who sent it so they can remove it.
• You only see what you've been given: the videos on your link and the parts ticked for you. Don't try to open other videos or areas, or get round the PIN. Five wrong PINs lock the link for 15 minutes. Your browser remembers the PIN for up to 12 hours.
• You suggest; the team decides. You can change a suggestion or take it back while it's waiting. The team can accept it (sometimes merged with their own changes), reject it, or ignore it. Seeing whether it was accepted doesn't mean anything has been published.
• Keep it confidential. Scripts, unreleased ideas, shot lists, descriptions and notes belong to the workspace owner and are often unreleased. Don't copy, screenshot, share, publish or reuse them outside the work you were asked to do, and delete any copies when you're done, unless the owner says otherwise.
• What you suggest becomes theirs. By sending a suggestion you let the owner use, change or ignore it in their content. Any arrangement about payment, credit or ownership of your work is between you and the owner; Video Planner isn't part of it.
• Be fair. Follow our Terms of use and Community Guidelines: no spam, abuse or content that breaks them. Guest links are limited to 60 suggestions an hour.
• Your details. We keep the name you were given, what you suggest (encrypted) and when, as our Privacy policy explains. The workspace's team can see them. Ask the owner to remove your link at any time, or contact us.
• When it ends. A guest link stops working when it runs out, when the team removes it, if the owner's account closes or their plan no longer includes guest collaborators, or if we restrict or close the owner's account.

8. Video Planner staff

• Staff don't manage workspace teams. They won't add or remove members, change roles or video access, assign videos, make guest links or give anyone more access, even if asked. Speak to a channel manager, use the team chat, or contact the owner.
• To fix a problem or keep the platform safe, an admin may open a read-only view of an account, as our Privacy policy explains. This is recorded and shows in that account's recent activity. It can't be used to change the team.
• Staff can act on accounts that break our Terms of use, for example restricting or closing an account. That can end someone's access to a workspace.

9. Privacy

• Members can see each other's names. The owner and channel managers can see members' email addresses, roles, video access and when they last signed in.
• Direct messages between two people are only seen by those two people (apart from the staff access in section 8). The team chat is seen by everyone in the workspace.
• Owners and channel managers mustn't use members' or guests' details for anything other than working together in the workspace.
• Guests see only the videos and parts shared with them, and the owner's name. They don't see the team, team chat or anything else in the workspace. The team sees each guest's name and suggestions.
• Everything in a workspace is stored encrypted, as our Privacy policy explains. Live editing shows who else is on a page while they're there.

10. Ending access

• Members can leave a workspace at any time from Workspaces. The owner and channel managers can remove members at any time, and access stops straight away. Leaving or being removed also clears that person's video assignments.
• If the owner's account closes, the workspace and everything in it are deleted, and members and guests lose access.
• Guest links stop working when they run out or are removed (see section 7).
• Arrangements about payment, ownership of creative work or credit between owners and members (or guests) are between them. Video Planner isn't part of them.

11. Problems

• For access questions, speak to a channel manager or the owner first. Guests should contact whoever sent them their link.
• Report misuse (for example, someone sharing your scripts, a guest link being passed around, or an invite you didn't expect) to us through the contact form or Messages.
• Breaking this policy can lead to warnings, restrictions or the account being closed, as set out in our Terms of use.