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Team Seats and Collaboration FAQ: Roles, Permissions, Reviews and Client Access

How teams work in Klip Kanvas — seats and roles, permissions, shared assets, review and approval, client access, billing, and the collaboration limits agencies should plan around.

Updated 2026-05-1913 min read
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Ads at volume are a team sport, and most of the pain is access, not avatars. This FAQ covers seats and roles, permissions, shared assets, review and approval, client access, billing for teams, and the collaboration limits we will not pretend to have shipped.

01

Seats & Roles

1.What is a seat?

A Klip Kanvas seat is a login that can work inside a workspace: generate, comment, or admin, depending on role. It is not a credit and it is not a video. If three people share one password, you do not have a team, you have an audit problem. Seat counts are plan-gated — see /pricing for how many you get and how extras are sold. Free evaluation with 50 credits is a poor place to run a six-person agency. When someone leaves, remove the seat; do not wait for the next quarterly clean-up. Credits they queued still belong to the workspace, not to their laptop.

#Seats & Roles

2.What roles can I assign?

The practical split is admin, editor and reviewer (or equivalent names in the UI): people who can change billing and seats, people who can create and render, and people who can comment without spending. Not every plan exposes every role. Start with least privilege. A media buyer who only needs to download winners does not need to change the brand kit. A junior editor does not need to delete the workspace. If a role is missing for your org chart, do not invent access with a shared admin login. That workaround is how client assets leak.

#Seats & Roles

3.Can one person sit in multiple workspaces?

Yes. Agency staff usually belong to a house workspace plus several client workspaces. That is the correct pattern: isolation for brand kits, footage and custom avatars, one human across them. Do not clone a client’s founder avatar into the house workspace “for convenience.” When the contract ends, remove the person from that client workspace. Sitting in many workspaces does not multiply credits; each workspace spends its own. If your plan bills seats globally, check /pricing so you are not surprised by one person counting twice — billing rules are plan-specific.

#Seats & Roles

4.What happens to work if I remove a seat?

Projects, renders and shared assets stay in the workspace. The person loses login. Reassign anything they owned conceptually — saved templates, brand-kit stewardship — so the next editor is not guessing. If they were the only admin, promote someone before you remove them or you can lock yourselves out. Downloaded MP4s on their machine are already out in the world; removing a seat does not remote-wipe a laptop. For custom clones they recorded, review consent and whether that avatar should remain. Offboarding is a checklist, not a single delete.

#Seats & Roles
02

Permissions

5.Who can spend credits?

Anyone with render permission in that workspace. If juniors can edit, they can usually spend unless you put them on a reviewer role. There is no per-user credit wallet on typical plans — the workspace spends a shared bucket. That is a real ops limit: a panicked intern can queue 40 4K jobs. Mitigate with role choice, a written “preview first” rule, and a naming convention so waste is visible. Admins should watch usage, not assume the tool will refuse a foolish batch. Credits roll over one cycle on paid plans; they will not un-spend a mistake.

#Permissions

6.Who can change the brand kit and saved templates?

Editors and admins, unless you lock those objects down. Treat the kit and the master template as production-critical: duplicate-then-edit for experiments, do not tidy the master during a live test. If a client brand manager needs veto without the ability to break the kit, give them reviewer access and a still or sample render, not kit edit. Permissions are coarse compared with a full DAM. We will not pretend there is a per-layer approval matrix. Process has to finish what the product starts.

#Permissions#Shared Assets

7.Can I stop someone from exporting or downloading?

You can keep them in a comment-only style role if your plan has one; you cannot make the workspace a fortress once someone has a successful MP4. If they can render, they can usually download. If they can view a preview, they can still screenshot. For sensitive founder clones and unreleased products, limit who is in the workspace at all. Download control in a browser tool is always incomplete. The honest permission is membership, not a DRM wrapper. Put secret work in a smaller workspace.

#Permissions

8.Who can invite people and change billing?

Admins. Editors should not be able to add a surprise seat to a client invoice or change the plan under a live campaign. If your “producer” also runs billing, they need admin and they should know that. Failed payments can freeze the workspace for everyone, including the people who never saw the card. Keep at least two admins so a holiday does not lock the account. Billing emails should go to a group inbox. Permissions here are boring and they save accounts.

#Permissions
03

Shared Assets

9.What counts as a shared asset?

Brand kit, saved templates, uploaded footage, product URLs already scraped, custom avatars and voices, and the project files themselves. Anyone with access to the workspace can generally use those to generate, which is the point of a team. Shared does not mean public to all of Klip Kanvas. Custom clones stay in the workspace that made them. Do not use the house workspace as a junk drawer for every client’s footage. Isolation is cheaper than a cleanup after a wrong-logo incident. Name assets with the client and the date.

#Shared Assets

10.Can two editors work in the same project at once?

They can both open it; it is not a full multiplayer NLE with perfect live cursors. Last write can win on some fields, and two people rendering the same timeline is how you get two bills and two slightly different files. Split by project: one editor per active project, comments from everyone else. If you need a handoff, leave a note in the name or a comment with what is locked. Real-time co-editing like Figma is a limit we do not claim. Sequential editing plus comments is the working model.

#Shared Assets

11.Where should product footage live so the team can find it?

In the workspace library, named like you will search in a hurry: brand_sku_shottype_date. Folders in someone’s camera roll are not a library. Deduplicate. A template that points at a replaced file will confuse the next editor. We are not a full DAM — no automatic rights-expiry calendar, no 4K original vault with 47 versions — and you should keep masters in your real asset manager if you have one. Upload what you will edit with. Link out for the archive. That hybrid is adult collaboration.

#Shared Assets

12.Do shared custom avatars appear in every workspace I belong to?

No. They are scoped to the workspace that created them. That is what lets you clone a founder without donating them to another client. Team seats in that workspace can generate with the clone; outsiders cannot see it exists. If you need the same face on two legal entities, that is a consent and contract question, not a checkbox. Copying a clone across workspaces is not a casual share. When a project ends, request deletion if the consent window ends with it.

#Shared Assets
04

Review & Approval

13.How do reviews and approvals work?

Comment on the project or send a sample render. There is not a deep legal-workflow product with SLAs, e-sign and forced gates on every render — that is a limit, not a hidden mode. Many teams use reviewer roles plus a Slack or email “approved: filename.” Put the rule in ops: nothing uploads to ads manager without a named approver on claims. Klip Kanvas will not refuse to render an unapproved script. Tooling helps; it does not replace a brand or legal sign-off. Advertiser still owns compliance.

#Review & Approval

14.Can I require approval before credits are spent?

Not as a hard spend lock on typical plans. Use roles so reviewers cannot render, and keep editors to a written batch list. If you need purchase-order behaviour, approve the batch offline, then render. Pretending the product is SAP will disappoint you. The closest pattern is: reviewer comments, editor renders a small sample, reviewer okays, editor batches. Sample first is also how you avoid a 40-file credit burn on a wrong claim. That is approval as a habit. It works.

#Review & Approval

15.How should we QA at volume without watching every second?

Watch the first two seconds, the proof beat, the CTA, captions and logo on every winner, and sample the rest. Use a checklist: banned words, disclosure, ratio, watermark, safe zones. Name files so a reviewer can sort. A 3–5 minute render time is not an excuse to skip mute playback on a phone for the ads you will actually buy. For the first 6-creative test, watch all six. For a 40-SKU batch, watch all hooks and one full cut per SKU. Sampling is not laziness; it is how teams stay fast without going blind.

#Review & Approval

16.Can legal leave comments on a specific caption or claim?

They can comment on the project and you should timestamp the line in the note. Frame-accurate legal markup like a finishing tool is not the core product. For regulated verticals, export a still of the claim frame into your existing legal process, then bring the redline back as a script edit. That extra step is annoying and cheaper than a rejected ad account. We provide the video and a place to talk. We do not certify that a comment thread equals compliance. The advertiser owns that.

#Review & Approval
05

Client Access

17.Can I give a client a login?

Yes, if you want them in their workspace on a reviewer-style role. Many agencies should, for transparency, and many should not, for chaos. A client with editor access will “just tweak the hook” and spend credits, or ship an off-claim line. Default to reviewer plus scheduled sample renders. If the client is the founder being cloned, they may need to complete consent inside the workspace — that is a narrow exception. Never put two rival clients in one workspace. Never use your personal login as the client portal.

#Client Access

18.Can I share a link without a seat?

A download or a recorded preview can leave the building without a seat; a live editor session generally cannot. Link sharing is not a full white-label review portal. If you need the client to comment without a seat, you are in workaround territory: unlisted video, Loom, or your existing review tool. That gap is real. Do not paste a logged-in editor URL into an email and hope it is public. Assume links that work for you because you are logged in will 404 for them. Test with a logged-out window.

#Client Access

19.Should each client have their own workspace?

Yes. Brand kits, footage, clones, credits and permissions all isolate cleanly that way. Sharing one workspace with folders-by-client is how logos leak and how a departed contractor keeps seeing next quarter’s launches. Seat math is worse with many workspaces only if your plan counts poorly — check /pricing — but the risk math is not close. One client, one workspace, one kit. Your house templates can be copied in. They should not live as the only copy inside the client’s account if you want to reuse them after the contract.

#Client Access

20.What does the client own when the engagement ends?

The rendered videos you delivered, as specified in your contract. They do not automatically own your house templates, your other clients’ assets, or a perpetual right to a cloned face if consent was time-bounded. Remove their seats, export their masters, discuss deletion of custom avatars, and stop spending their workspace credits. We are the platform, not the agency-client contract. Write the handoff before you need it. If you promised white-label access and your plan does not include it, that is on the proposal, not on a hidden toggle.

#Client Access
06

Billing for Teams

21.How does billing work for a team?

One billing owner per Klip Kanvas workspace or account, seats on the plan, credits on the plan or packs. Exact seat prices and bundles are on /pricing; we will not freeze them here. Decide whether the agency or the client is the billing owner before you generate. Changing that mid-flight is messy. Invoices go to the billing email, not to every seat. If a client will need their own invoice for procurement, they should be their own billing customer. Do not run six clients through one card and then invent invoices by screenshot.

#Billing for Teams

22.Who pays if a junior burns the credit bucket?

The billing owner of that workspace. There is no “undo spend because we are a team.” Permissions were the control. This is why reviewer roles exist and why 4K is not the default on a first test. If you need chargeback-style discipline, approve batches offline. Paid unused credits roll over one cycle, which does not restore a completed 4K batch you did not want. Train the team on the 6-creative first test and on preview-before-render. Culture is cheaper than a bigger plan.

#Billing for Teams

23.Can I put different clients on different plans?

Yes, if they are different billing accounts. A single agency plan with many isolated workspaces is the other pattern. Mixing “this client is on premium 4K, this one is not” inside one billing entity depends on what the current plan actually allows — again, /pricing, not folklore. Do not promise a client a feature your seat of the product does not include. Mid-cycle seat adds may prorate; mid-cycle feature fantasies do not. Keep a spreadsheet of who is entitled to what so sales and production stop arguing in the render queue.

#Billing for Teams

24.Do extra seats include extra credits?

Not automatically. Seats are people; credits are renders. Adding a producer does not gift them a new video budget unless the plan bundle says so. Read the bundle. Teams often add seats and then wonder why the farm still bills the same allotment — because five editors share one bucket. If production volume rises with headcount, raise credits separately. /pricing is where those two axes are listed. This FAQ will not invent a seat-to-credit conversion chart that will be wrong next quarter.

#Billing for Teams
07

Limits

25.What collaboration features do you not have?

We are not a full DAM, not Frame.io, not a legal e-sign desk, not SSO on every plan, and not a white-label client portal on every plan. Live multiplayer editing is limited. Per-render spend locks are limited. Cross-workspace template graphs do not update every client when you tweak a master. If a procurement questionnaire assumes all of those, answer honestly and point at enterprise conversations rather than stretching this FAQ. The product is fast AI UGC production with workspace isolation. It is not your whole operating system.

#Limits

26.Is there a guest or unlimited-viewer tier?

Not as a magic infinite free viewer on typical plans. Reviewer seats, if included, are still seats. Unlimited silent stakeholders watching a live editor is how you get surprise feedback from someone who was never in the brief. Export a file into the review tool you already pay for. We would rather you use the right tool than pretend we replaced it. If an enterprise contract adds different viewer terms, that contract wins. Until then, budget seats for humans who actually have to click.

#Limits

27.Can you guarantee a client’s assets stay isolated if we mis-invite someone?

We isolate workspaces. We cannot undo a human inviting the wrong email, a shared password, or an MP4 forwarded to the wrong Slack. Security is roles plus behaviour. Remove ex-staff quickly, do not reuse logins, keep clones in the client workspace, and treat downloads as gone. If you need SSO, DPA language and a procurement packet, that is the enterprise path, not a toggle hiding in this FAQ. We will not certify your agency’s hygiene. We will give you seats and walls. You still have to use them.

#Limits

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