Collaboration

Kolibri Studio supports multi-user collaboration, allowing teams to work together on creating and curating educational content. You can invite collaborators with different permission levels to suit their roles.

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Permission levels

Studio has three permission levels for channel collaborators:

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View access

Can do:

• Browse channel content
• Preview resources
• View channel metadata
• See version history
• Export channel info

Cannot do:

• Add or edit content
• Delete resources
• Change channel settings
• Invite other users
• Publish the channel

Use cases:

• Reviewers who need to see content without editing
• Stakeholders monitoring progress
• Quality assurance team members

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Edit access

Can do:

• Everything view access can do, plus:
• Add new topics and resources
• Edit metadata (titles, descriptions, tags)
• Upload and replace files
• Move and reorganize content
• Delete content (moves to trash)
• Import content from other channels
• Create exercises and questions

Cannot do:

• Change channel settings (name, license, visibility)
• Manage collaborators
• Publish the channel
• Delete the channel

Use cases:

• Content creators and curators
• Subject matter experts
• Instructional designers
• Most team members

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Admin access (channel creator)

Can do:

• Everything edit access can do, plus:
• Modify channel settings
• Invite and remove collaborators
• Change collaborator permissions
• Publish the channel
• Delete the channel
• Transfer ownership

Cannot do:

• Nothing — admins have full control

Use cases:

• Project managers
• Team leads
• Channel creators
• Trusted senior team members

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Inviting collaborators

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What happens next

1. The invitee receives an email invitation
2. If they don’t have a Studio account, they’ll be prompted to create one
3. After accepting, the channel appears in their channel dashboard
4. They can start viewing or editing based on their permission level

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Managing collaborators

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Viewing current collaborators

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Changing permissions

To change a collaborator’s permission level:

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Removing collaborators

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Resending invitations

If a collaborator hasn’t accepted their invitation:

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Transferring ownership

You can transfer admin rights to another collaborator:

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Collaboration workflows

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Workflow 1: Content creation team

Roles:

• Project manager: Admin access
• Content creators: Edit access
• Reviewers: View access

Process:

1. Project manager creates channel and invites team
2. Content creators add and organize materials
3. Reviewers check content for accuracy and quality
4. Feedback is shared via comments or external tools
5. Content creators make revisions
6. Project manager publishes when ready

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Workflow 2: Curriculum alignment

Roles:

• Curriculum specialist: Admin access
• Subject matter experts: Edit access
• Teachers: View access (for feedback)

Process:

1. Curriculum specialist creates channel structure (topics aligned to standards)
2. Subject matter experts fill in content for their domains
3. Teachers review and provide feedback on relevance and appropriateness
4. Specialists adjust based on feedback
5. Curriculum specialist publishes

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Workflow 3: Remix and localization

Roles:

• Lead editor: Admin access
• Translators: Edit access
• Reviewers: View access

Process:

1. Lead editor imports content from public library
2. Translators add subtitles, translated documents, or localized descriptions
3. Reviewers check translations for accuracy
4. Lead editor adjusts channel metadata for local context
5. Publish for regional use

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Best practices

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Clear roles and responsibilities

• Define what each team member is responsible for
• Assign appropriate permission levels
• Document the workflow and decision-making process

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Communication

• Use external tools for detailed feedback (Google Docs, Slack, email)
• Studio doesn’t have built-in comments, so establish a communication channel
• Schedule regular check-ins for larger projects

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Version control

• Avoid multiple people editing the same content simultaneously
• Use the staging tree for review before publishing
• Publish frequently to create clear checkpoints

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Onboarding new collaborators

• Provide an overview of the channel’s purpose and structure
• Share guidelines for metadata, licensing, and quality standards
• Start with view access and upgrade to edit after training

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Security

• Only invite people you trust
• Remove collaborators who no longer need access
• Don’t share channel tokens publicly if the channel is private
• Regularly review the collaborator list

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Troubleshooting

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Collaborator didn’t receive invitation

Possible causes:

• Email in spam folder
• Incorrect email address
• Email delivery issues

Solutions:

• Ask them to check spam/junk folders
• Verify the email address is correct
• Resend the invitation
• Use an alternative communication method to share the invite link

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Collaborator can’t edit content

Check:

• Do they have edit access (not just view access)?
• Is the channel deleted or archived?
• Are they logged into the correct Studio account?

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Changes not syncing

• Studio syncs changes periodically (every few seconds)
• Refresh the page to see others’ changes
• Check for a “Sync error” message (may indicate connectivity issues)

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Collaborator removed by mistake

• Re-invite them using the same process
• They’ll regain access but won’t see the history of when they were removed

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Collaboration with external tools

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Google Sheets for content tracking

Use a shared spreadsheet to track:

• Content production status
• Reviewer assignments
• Feedback and revision notes
• Metadata checklists

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Project management tools

Use Trello, Asana, or similar tools to:

• Assign tasks to team members
• Track progress on content creation
• Manage deadlines and milestones

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Communication platforms

Use Slack, Microsoft Teams, or email for:

• Quick questions and updates
• Sharing feedback on specific content
• Coordinating publishing schedules

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Next steps