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Overview

ClypAI’s team collaboration features, powered by Better Auth, enable seamless collaboration across your organization. Manage team members, control access permissions, organize work across projects, and maintain brand consistency at scale.
Team collaboration features are available on Team and Enterprise plans. View pricing at https://clypai.com/pricing to upgrade.

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Organizations

Organizations are the top-level structure for team collaboration in ClypAI.

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Understanding Organizations

When you create a ClypAI account:
  • A personal organization is automatically created
  • You become the organization owner
  • The organization slug is generated from your username
  • All your projects belong to this organization

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Creating Additional Organizations

Team and Enterprise users can create multiple organizations:
1

Open Organization Switcher

Click the organization name in the sidebar header to open the organization switcher.
2

Create New Organization

Click Create Organization at the bottom of the switcher.
3

Configure Organization

Fill in the organization details:Basic Information
  • Organization name: Your team or company name
  • Slug: URL-friendly identifier (auto-generated, can customize)
  • Logo: Upload organization logo (optional)
  • Description: Brief description of the organization
Settings
  • Visibility: Private (invite-only) or Public (discoverable)
  • Default role: Default role for new members
  • Domain verification: Restrict to email domain (enterprise)
4

Invite Team Members

Add initial team members:
  • Enter email addresses
  • Assign roles (Admin, Editor, Viewer)
  • Send invitations

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Organization Switcher

Quickly switch between organizations:
Click the organization name in the sidebar to see all organizations you’re a member of:
  • Personal organizations
  • Team organizations
  • Client organizations
Organizations show:
  • Organization name and logo
  • Your role in the organization
  • Number of active projects

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Team Roles and Permissions

ClypAI uses role-based access control (RBAC) to manage permissions.

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Available Roles

Full control over the organization.Permissions:
  • All admin permissions
  • Delete organization
  • Transfer ownership
  • Manage billing and subscriptions
  • Configure integrations and API access
Restrictions:
  • Only one owner per organization
  • Cannot be removed (must transfer ownership first)
Administrative access to manage team and settings.Permissions:
  • Invite and remove team members
  • Manage roles (except Owner)
  • Create and delete projects
  • Configure organization settings
  • View usage and billing information
  • Manage Brand Kits and Connections
Restrictions:
  • Cannot delete organization
  • Cannot change Owner role
  • Cannot modify billing details
Content creation and editing capabilities.Permissions:
  • Create and edit clips
  • Upload source videos
  • Publish to connected platforms
  • Create projects (if enabled)
  • Apply Brand Kits
  • View analytics
Restrictions:
  • Cannot invite team members
  • Cannot delete projects (unless project admin)
  • Cannot access organization settings
  • Cannot view billing information
Read-only access to organization content.Permissions:
  • View projects and clips
  • View analytics and metrics
  • Download clips
  • Comment on clips
  • View Brand Kits
Restrictions:
  • Cannot create or edit content
  • Cannot upload videos
  • Cannot publish clips
  • Cannot modify settings
  • Cannot invite users

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Custom Roles (Enterprise)

Enterprise plans can create custom roles with granular permissions:
  • Define specific permission sets
  • Create role templates for different workflows
  • Apply roles at organization or project level
  • Audit role assignments and changes
Contact sales for custom role configuration assistance.

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Managing Team Members

Invite, manage, and remove team members from your organization.

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Inviting Team Members

1

Navigate to Organization Settings

Click Settings in the sidebar, then Organization tab.
2

Go to Members Section

Click the Members tab to view all team members.
3

Invite New Members

Click Invite Members and enter:
  • Email address(es) - comma-separated for multiple
  • Role assignment (Admin, Editor, or Viewer)
  • Optional personal message
  • Project access (if applicable)
4

Send Invitations

Click Send Invites. Invited members receive:
  • Email invitation with join link
  • Organization details and role assignment
  • Instructions for account creation (if new to ClypAI)
Invitation links expire after 7 days. Admins can resend expired invitations.

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Managing Existing Members

From the Members page, you can:
  • View member list: See all active members and pending invitations
  • Change roles: Update member permissions (Admins only)
  • Revoke access: Remove members from organization
  • View activity: See recent member actions and contributions
  • Resend invitations: Resend to pending members

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Member Activity Tracking

Monitor team member activity:
View organization-wide activity:
  • Clips created and edited
  • Videos uploaded
  • Projects created or modified
  • Publishing activity
  • Settings changes
Filter by:
  • Team member
  • Date range
  • Activity type
  • Project

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Project-Level Permissions

Control access at the project level for granular permission management.

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Project Access Control

1

Open Project Settings

Navigate to the project and click Settings in the project header.
2

Configure Access

In the Access tab:Default Access
  • Inherit from organization: All organization members get access
  • Restricted: Only specified members get access
  • Private: Only project creator and admins
Member-Specific Permissions
  • Add individual members with specific roles
  • Override organization-level permissions
  • Set project-specific capabilities
3

Set Project Roles

Assign project-specific roles:
  • Project Admin: Full project control
  • Editor: Create and edit clips in project
  • Viewer: Read-only access to project

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Use Cases for Project Permissions

Restrict access to client-specific projects:
  • Only assigned team members see client work
  • Prevent cross-contamination of client assets
  • Share read-only access with clients for approval
Organize by department or team:
  • Marketing team only accesses marketing projects
  • Sales team has separate project space
  • Executive team has viewer access to all
Protect confidential or unreleased content:
  • Restrict access to product launches
  • Control access to earnings calls or announcements
  • Limit preview of unpublished content

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Collaboration Workflows

Streamline teamwork with built-in collaboration features.

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Review and Approval

Implement approval workflows for quality control:
1

Enable Approval Workflow

In project settings, enable Approval Required for clips before publishing.
2

Assign Reviewers

Designate team members who can approve clips:
  • Project admins
  • Specific editors
  • External stakeholders (Enterprise)
3

Submit for Review

Editors create clips and mark them Ready for Review.
4

Review Process

Reviewers:
  • Receive notification of pending reviews
  • Preview clips and leave feedback
  • Request changes or approve for publishing
  • Track review status in dashboard
5

Publish Approved Clips

Once approved:
  • Clips can be published to platforms
  • Approval history is logged
  • Original editor is notified

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Comments and Feedback

Collaborate directly on clips:
Leave feedback on specific clips:
  • Click Comment on any clip
  • Add text feedback
  • @mention team members for notifications
  • Attach timestamp for specific moments
  • Resolve comments when addressed

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Task Assignment (Enterprise)

Assign and track tasks within ClypAI:
  • Create tasks for team members
  • Set due dates and priorities
  • Link tasks to specific clips or projects
  • Track completion status
  • Receive notifications for assigned tasks

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Brand Kit Management

Maintain brand consistency across your team.

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Organization Brand Kits

1

Create Organization Brand Kits

Navigate to Brand Kits and create organization-wide templates:
  • Color palettes
  • Font styles
  • Logo placements
  • Subtitle styling
  • Intro/outro templates
2

Set Default Brand Kits

Configure default Brand Kits:
  • Organization-wide default
  • Project-specific defaults
  • Platform-specific variants
3

Enforce Brand Guidelines

Admins can:
  • Lock certain Brand Kit elements
  • Require approval for Brand Kit changes
  • Prevent editors from modifying brand elements
  • Audit Brand Kit usage across organization
Create Brand Kit templates for different content types: podcasts, tutorials, testimonials, etc.

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Brand Kit Permissions

ActionOwnerAdminEditorViewer
View Brand Kits✅✅✅✅
Apply Brand Kits✅✅✅❌
Create Brand Kits✅✅⚠️*❌
Edit Brand Kits✅✅⚠️*❌
Delete Brand Kits✅✅❌❌
Set as Default✅✅❌❌
*Can be restricted in organization settings

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Platform Connections

Manage social media connections at the organization level.

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Organization Connections

1

Connect Platforms

Navigate to Connections and link organization social accounts:
  • TikTok Business accounts
  • Instagram Business accounts
  • YouTube channels
  • X (Twitter) accounts
2

Configure Publishing Permissions

Control who can publish to connected accounts:
  • All editors: Any editor can publish
  • Admins only: Restrict publishing to admins
  • Approval required: Require admin approval before publishing
3

Monitor Publishing Activity

Track all publishing activity:
  • Who published what and when
  • Which platform and account
  • Publishing success/failure status
  • Engagement metrics from published clips

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Personal vs Organization Connections

Best for:
  • Brand accounts
  • Company social media
  • Shared client accounts
Features:
  • All team members can publish (with permissions)
  • Centralized analytics
  • Audit trail of all activity
  • Admin control over access

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Usage and Billing

Manage organization usage and Polar credits.

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Usage Tracking

Monitor organization resource consumption:
View Polar credits usage:
  • Available credits: Remaining balance
  • Used this month: Current billing period consumption
  • Projected usage: Estimated end-of-month usage
  • Usage by project: Credit allocation across projects
  • Usage by member: Credit consumption per team member

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Budget Management

1

Set Organization Budget

Admins and Owners can set monthly credit budgets:
  • Total organization budget
  • Per-project budgets
  • Per-member quotas (Enterprise)
2

Configure Alerts

Get notified when:
  • 50% of budget consumed
  • 80% of budget consumed
  • 100% of budget reached
  • Unusual usage spikes detected
3

Manage Overages

When budget is exceeded:
  • Continue with overages: Pay for additional usage
  • Pause processing: Stop new jobs until next billing cycle
  • Upgrade plan: Increase credit allocation

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Billing and Subscriptions

Manage subscriptions through Polar integration:
  • View current plan: See plan details and features
  • Upgrade/downgrade: Change subscription tier
  • Add team members: Adjust seat count
  • Payment methods: Update billing information
  • Invoices: Download past invoices
  • Usage reports: Export usage for accounting
See pricing at https://clypai.com/pricing for plan details.

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Organization Settings

Configure organization-wide preferences and policies.

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General Settings

Update organization information:
  • Organization name
  • Slug (URL identifier)
  • Logo and branding
  • Description
  • Website and social links
Configure organization notifications:
  • Email notifications for team activity
  • Slack integration for updates
  • Webhook notifications for automation
  • Digest frequency (daily, weekly)
Security settings:
  • Two-factor authentication: Require for all members
  • Session management: Auto-logout settings
  • IP allowlisting: Restrict access by IP (Enterprise)
  • SSO integration: SAML/OAuth providers (Enterprise)
Data management:
  • Data retention policies
  • GDPR compliance settings
  • Data export and portability
  • Deletion requests

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Advanced Settings (Enterprise)

Restrict organization to specific email domains:
  • Verify ownership of company domain
  • Auto-add users from verified domains
  • Prevent external email addresses

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Best Practices

Start restrictive, expand as needed:
  • New members start as Viewers
  • Promote to Editor after training
  • Admin role for team leads only
  • Regularly review role assignments
Principle of least privilege:
  • Grant minimum necessary permissions
  • Use project-level permissions for granular control
  • Revoke access when team members change roles
Maintain clear project structure:
  • One project per client or content series
  • Use consistent naming conventions
  • Tag projects with relevant metadata
  • Archive completed projects regularly
Separate production and testing:
  • Create dedicated testing projects
  • Use different Brand Kits for tests
  • Prevent accidental publishing from test projects
Enforce brand guidelines:
  • Create locked Brand Kit templates
  • Require approval for Brand Kit modifications
  • Regular brand audits across projects
  • Train team on brand guidelines
Document your standards:
  • Create internal brand guide
  • Share examples of on-brand clips
  • Provide feedback on brand adherence
Keep team aligned:
  • Regular check-ins on project status
  • Use project notes for updates
  • Leverage comments for specific feedback
  • Celebrate wins and share top-performing clips
Set clear expectations:
  • Define turnaround times
  • Establish approval processes
  • Document workflows
  • Provide training resources

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Troubleshooting

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Common Issues

Member can’t access project
  • Check organization membership status
  • Verify project-specific permissions
  • Confirm invitation was accepted
  • Check if project is set to “Private”
Publishing permissions not working
  • Verify platform connection ownership
  • Check organization vs personal connection
  • Confirm publishing permissions in settings
  • Re-authenticate platform connection
Usage credits depleted
  • Check current usage in billing dashboard
  • Review budget settings and alerts
  • Consider upgrading plan
  • Optimize clip processing settings
Brand Kit not applying
  • Verify Brand Kit is set as default
  • Check project-level Brand Kit override
  • Confirm user has permission to apply Brand Kits
  • Clear cache and try again

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Next Steps

Installation Guide

Complete guide to account setup

Managing Projects

Learn project management best practices

Brand Kits

Create and manage Brand Kits

API Reference

Automate workflows with the API

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