Getting Started — First-time setup checklist

When you first set up a Brandkit account, work through these steps in order. Each links to a more detailed article.

1. Configure your account basics

Go to Admin > Settings > General and set your account name, legal name, primary contact email, login wall logo and background image, and more.

2. Set up your portal

Pro and Enterprise editions only.

Go to Admin > CMS > Portal to configure your public-facing brand portal — the site your users will visit to access assets.

Note that typically the Brandkit team will do the initial Portal setup for you, including optional custom design.

3. Define User Roles

Go to Admin > Settings > User roles to review and customise the access levels available on your account. Defaults include Owner, Admin, Staff, Standard and Public.

4. Invite your team

Go to Admin > Users > Invitations to invite Admins and other team members.

5. Upload your first Assets

Go to Admin > Assets > + Upload files (in the left hand sub-menu) or use + Add button in the top right navbar (in Admin), to upload your first files.

6. Organise into Albums / Collections

Go to Admin > Assets > Albums / Collections to group assets into logical collections for easier browsing.

7. Configure downloads

Go to Admin > Settings > Downloads to control how users download assets — including whether a custom form is required.

8. Review notifications

Go to Admin > Settings > Notifications to set up email alerts for key events such as new users, expired assets, etc

9. Set your theme

Pro and Enterprise editions only.

Go to Admin > CMS > Themes to apply your brand colours and fonts, etc (CSS) to your portal design.

10. Launch and share

Once configured, share your portal URL with your team and any other users.

Admin > To Do

Overview

The To do section is your admin action centre. It surfaces items that need your attention and shows a live count badge on the left sidebar so you always know when something is waiting.

To access it, in Admin, click To do in the left sidebar.

What you'll find here:

Pending requests

Users who don't have automatic download access can request assets. Each request shows the user, the asset they want, and any message they included. You can approve or decline from here.

To configure who needs to submit a request, go to Settings > User Roles > select Role > update permissions.

Unapproved assets

Assets uploaded to Brandkit are always set to the Draft state by default and must be Approved before they appear in the Portal. This queue shows all assets waiting for review. Generally you should ensure the Asset is in the right Vault, have the correct Asset name, Metadata and Tags before you approve an Asset.

Pending contributions

If you allow external contributors to submit assets (via the Contribution link/work-flow), those submissions appear here for review and acceptance. You can accept, or reject individual files or all files as a batch. Once accepted we will create an Asset in a draft state for further review and approval.

To configure contribution settings, go to Settings › Contributions.

Tips

• Check To do regularly — the badge count on the sidebar shows the total across all three queues.
• You can action items in bulk for faster processing.
• Approving an Asset makes it immediately visible to users with the appropriate access level in the Portal.

OM3: Admin > Assets

The Assets section is the heart of Brandkit. It's where you manage your entire brand library — uploading, organising, searching, and controlling what users can see and download.

Click Assets in the left sidebar to open it.

The default view is the Grid.

OM3.1: Assets > Grid

Grid

The Grid shows all assets in your library as thumbnails. It is the primary way to browse, search, and manage your content.

Searching and filtering

At the top of the Grid is a search bar that supports both keyword and semantic search. Below it, a row of filter dropdowns lets you narrow results by:

State, Source, Asset type, Licence, Album, Vault, Orientation, Credit, Extension, Added by, Collection, Blog topic, Brand guidelines, Category, Competitors, Help topic, Industry, Resources, SEO keywords

Use AND / OR toggle to control whether multiple filters narrow or broaden your results.

Asset states

Assets can be in one of several states:

• Active — visible to users in the Portal with appropriate access
• Draft — hidden from the portal and regular users; admin-only. Also the default state on upload or create.
• Unreleased — before their release date
• Expired — past their expiry date
• Archived - has been archived
• Deleted - has been deleted

Standard Filters

You can further refine your search results by selecting a standard filter dropdown to add an additional search facet (search parameter).

These include:

• Source
• Asset Type
• Licence
• Vault
• Orientation
• File extension
• Added by (the user that uploaded or created the asset)
• Collection ( filter by your previously saved collections)

Custom Filters

You can further refine your search results by selecting a custom filter dropdown to add an additional search facet (search parameter).

You set these up in (1) Settings > (2) Filters to match the way your company categorizes your own content.

An example for a Place Brand organization might be by theme:

Theme

• Live
• Work
• Visit
• Invest
• Study

Search Results

Sorting

Use the sort dropdown (default: Latest) to reorder results by date, name, or other criteria.

Asset cards

Each asset card shows:

• Thumbnail
• File name
• File size and dimensions
• Source (Uploaded, Created in Brandkit, etc.)
• A status dot indicating publish state

Selecting assets

Tick the checkbox on one or more asset cards to select them, or use Select all to select the full result set. Selected assets are added to the Basket for bulk actions.

Navigate to the Asset's detail page

Click the Thumbnail or name of the Asset to open the Asset's detail page.

In some cases if you have the Asset Preview Modal feature enabled in your settings (Settings > General) clicking an Asset in the Grid will open a modal with a further click of the More details button required to see the Asset's page.

Pro Tip: If the Preview Modal option is enabled you can click the additional (far left) icon under the Assets in the Grid to open the Asset page directly.

Download and Share

You can also Download and Share one asset at a time directly from the Grid by selecting the Download or Share icon underneath each Asset in the Grid.

OM3.2 Assets > Collections (Albums)

Overview

Collections (previoulsy called Albums) are an important way to organise assets into browsable collections. Think of them as folders, but more flexible — an asset can appear in multiple collections, and collections automatically update based on the saved search query (if query based) or you add new Assets to collections based on explicit selections.

Go to Admin > Assets > Collections to manage them.

Creating a Collection (Album)

• Navigate to Admin > Assets > Collections
• Click + New Collection (top right of the Collections view).
• Enter a name and optional description.
• Set a Search Query
• Select an Image from the DAM for the Collection Cover.
• Select Approved to publish
• Save.

Search Query based Collections

Collections are typically based on a saved Search Query.

Assets are added to Collections automatically based on the saved Search Query (e.g. Al assets tagged: Waterfall)

To add a new Asset to the Collection just upload or create an Asset and edit the metadata or tags so it meets the Search Query parameters for the Collection (e.g. add the tag: Waterfall)

e.g. if the Search Query is set to find Assets tagged with "Dog", just upload a new image and tag it Dog (and Approve it to publish). Because the Tag matches the Collection's Search Query the new image will be shown in the Album.

You can also:

• Edit — change name, description, search query, collection cover, or approval state.
• Delete — remove the collection (assets are not deleted, only unlinked)

Selected Assets based Collections

Collections can also be based on explicitly selected Assets.
Assets are added manually to Collections by explicitly selecting them.

To add a new Asset to the Collection edit the Collection and select Assets from the Asset library.

You can also:

• Add — Assets to a Collection from the Basket via the Save button
• Edit — change name, description, collection cover, or approval state.
• Delete — remove the collection (assets are not deleted, only unlinked)

Collections in Portal

Collections by default are displayed in the standard Portal design layouts on the home page - but for Pro and Enterprise Edition accounts Collections may appear elsewhere.

Settings

• You can set Collections to appear automatically in the Portal when approved (all editions). This is the default setting for new accounts. You'll find this setting in Settings > Collections.
• When you have access to the CMS features (Pro and Enterprise editions) you can selectively show or hide and re-order Collections in the CMS page editor for any CMS page where the Collections section is used.
• You can also show/hide Collections in different sections (and on different pages) shown to different User Role Groups (Pro and Enterprise editions)
• Collections are sorted alphabetically in the Admin area. In the Portal you can change the sort order by moving them up or down the stack of Collections in an Collections section of a CMS page (Pro and Enterprise editions).
• You can configure Collections to appear as centered and scrollable circular buttons or as a larger grid of rectangular images. These can be further styled with CSS in your Theme file (Pro and Enterprise editions).

Tips

• Use Collections to mirror how your users think about your brand — by campaign, by market, by asset type.
• Setup Filters (Settings > Filters) first to reflect how you and your users categorize your content, then use those same Filters for your Collection Search Queries.
• Collections are generally visible to all Roles but Assets inside them are subject to User Role visibility settings.
• Collections can be shown to specific User Roles via Personalisation (Pro and Enterprise plans)

OM3.3: Admin > Assets > Uploads

Overview

The Uploads page display a log of every upload to your Brandkit — who uploaded it, and when. Use it to monitor uploads, or to select the Assets from past uploads.

Top Tip: You can select past uploads for additional batch processing via the basket.

The Uploads log

The uploads page shows a log of uploads over time. This view is paginated, showing 100 rows per page.

Each row shows:

• Upload ID (per upload of one or multipe files) - links to the an Admin in view of the Upload nwhich can be used to select Assets from the upload.
• Date of upload
• Users email address - links to the user's profile page
• Filecount

In addition you can:

• Filter by date range to narrow the list.
• Download a CSV file of the Upload history for further analysis.

Upload Details

When you click the Upload ID on any row in the Uploads Log, you will open the Upload detail view.

This display a summary of the upload logo details and a grid of the Assets uploaded.

From here you can select one, multiple or all Assets in the upload. This adds them to your Basket where you can batch edit or tag those selected Assets.

Top-tip: You can go back in time to previous uploads, select Assets and batch edit/tag them. Very handy.

Uploading new files

There are two ways to add files to the library:

1. From the upper right navbar select the + Add button —a file picker opens. Select one or more files and confirm.

2. From the Asssets sub-nav, select the + Upload file button —a file picker opens. Select one or more files and confirm.

Related settings

To control who can upload go to Admin > Settings > User roles.

OM3.4: Admin > Assets > Syndications

Overview

Syndications let you push and pull assets out of or into your Brandkit to or from another connected Brandkit account — such as a partner brand, agency, or another Brandkit account. Syndicated assets stay in sync with their source automatically.

Content Syndication feature overview

How Syndications Work

A Syndication (or Syndicated Asset) is an Asset owned and stored in one account (the source account), shown and downloadable from another account (the receiving account).

Syndication requires that a Source Account and Receiving account are connected (see below), and that the Source Account explicitly syndicates an Asset, and the Receiving account explicitly accepts the syndicated Asset.
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Syndicated Assets update automatically no matter where they are shown, based on any changes made in the Source Account.

Useful for:

• Receiving assets from a parent brand, partner brand, Head Franchise, or agency
• Keeping regional libraries in sync with a central library
• Sharing content across multiple Brandkit portals

Setting up Account Connections

Before any Syndication can take place, any participating accounts must be connected.

1. Account Connections first require commercial agreement between the connecting accounts.
2. Once commercial agreement is reached, all parties must swap Account Connection Keys.
3. You will find your account connection key in Admin > Settings > Account Connections under Your Account Key.
4. Pass this Key to the Account you wish to connect with (if you want to receive syndicated assets), or grab their key and add it here (if you want to syndicate your Assets to them), or do both for two way syndication.

Inbound account options

For Inbound account connections you can also set a default Vault and whether you want to automatically accept Syndications (rather than having to explicitly accept individual Assets).

1. Navigate to Admin > Settings > Account Connections
2. Click on the Account Name under Inbound Account Connections
3. Choose the Vault
4. Check the Checkbox of you want to auto Accept syndications from this connected account.

How to Syndicate Assets (Outbound)

Once your Account Connections are setup (outbound), you can syndicate Assets out (you are the Source account) from your Basket.

1. Select Assets to syndicate.
2. In the Basket menu click Share > Syndicate
3. Select the Account you wish to syndicate too.
4. Write an optional message for the receiver Admins
5. Click the Syndicate button.

You will be able to see your Syndications in the Admin > Assets > Syndications, including a link to view details of each Syndication, and the ability to Stop Syndicating for individual Assets.

Managing Inbound Syndicated assets

Syndicated assets appear alongside uploaded assets in your library. However these inbound Syndicated assets belong to the source account - and so you have limited ability to manage these Assets and generally you cannot edit them at all m- with a couple of exceptions.

You can:

• Filter the Grid by Source: Syndicated to view them separately
• Assign them to albums like any other asset
• Control visibility using standard role and vault settings

Note: syndicated assets cannot be edited directly — changes must be made at the source.

Removing an Inbound Syndicated Asset

1. Navigate to Admin > Assets > Syndications
2. Select the syndication
3. Click Reject next to any asset to be removed

This will remove individual syndicated Assets

To remove all Syndicated Assets, simply remove the Account Connection

1. Navigate to Admin > Settings > Account Connections
2. Find the Account to be removed and click the trash can icon to remove the connection.

This will prevent any new syndications from that account and remove any currently Syndicated Assets.

Managing Outbound Syndicated assets

Outbound Syndicated assets are just normal Assets in your own Brandkit. Just manage and edit them as you would normally.

Note that only Active Assets can be syndicated. Any ASsset that is not visible in your Portal (e.g. Expired, Archived, Not yet Released, Deleted, etc) will not be visible in the Receiving Account

You can find a list of Assets that you have Syndicated outwards in the Syndications page.

1. Navigate to Admin > Assets > Syndications
2. Select an outbound Syndication to see a list of the syndicated assets
3. Here you can click the Stop button to Stop syndicating individual Assets.

Stop Syndicating Outbound Assets

To stop Syndicating outbound Assets

1. Navigate to Admin > Assets > Syndications
2. Select an outbound Syndication to see a list of the syndicated assets
3. Here you can click the Stop button to Stop syndicating individual Assets.

This will stop syndication of individual Assets.

To stop all outbound Syndication of Assets to a connected Account, simply remove the Account Connection

1. Navigate to Admin > Settings > Account Connections
2. Find the Outbound Account to be removed and click the trash can icon to remove the connection.

This will prevent any new syndications to that account and stop syndicating any currently Syndicated Assets.

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OM3.5: Admin > Assets > Contributions

Overview

Contributions lets photographers, agencies, staff and other non Admin users submit (contribute) files directly to your Brandkit, which go into a moderation queue for review and acceptance by Admins, rather than publishing directly.

See Contribution Feature Overview

How it works

Registered users can click the Contribute button (or can be sent a link to the Contribution page) in the Portal to access the Contribution workflow and follow predefined steps in order to contribute (upload) files:

1. Agree to Contribution Terms
2. Upload Files
3. Describe files
4. Describe Contribution
5. Review and submit

Admin users are then notified (by email and To Do list) about new Contributions, and can Review and Accept a Contribution (or individual files) to create new Assets.

Configuring Who Can Contribute

Users must be registered and logged in to Contribute.

However the Contribute button and the ability to Contribute is determined by User Role settings.

You'll need to enable the Contribute Assets Ability for each User Role you want to be able to Contribute.

1. Navigate to Admin > Settings User Roles > Role
2. Enable the Ability Contribute Assets for the role by clicking the checkbox
3. Save

Configuring Global Contribution Settings

There are global configuration options for Contributions that apply to all Contributions in your account.

1. Navigate to Admin > Settings > Contributions
2. Choose the Data collection fields you want to include in the form by selecting Required, Optional or Hidden for each data input.
3. If you have already setup a custom form for use in Contributions ( see Admin > Settings > Forms), you can select it here to gather additional data about the contribution.
4. We have standard Terms of Contribution that will be used by default, but you can optionally add your own Terms of Contribution.
5. Save your changes.

Submitting a Contribution

Users who have the Ability enabled for their User Role can submit a Contribution via the Contribute button.

This Contribution will be listed in their user history and user profile audit trail.

Users can see their Contribution history under the Me menu

Me > My Contributions

Reviewing a contribution

All Admins will receive an email notification (provided they have not unsubscribed from the Contribution notification in their Profile). Plus any new Contributions will appear in the To Do list (Admin > To Do)

1. Navigate to Admin > Settings > Contributions (to see all Contributions) OR Admin > To Do > Pending Contributions (to see only unprocessed Contributions.
2. Click View on a Cointribution to review and Accept or Reject contributed files.
3. Click Accept or Reject on individual files or Accept All/Reject All to generate Assets from the Contributed files.
4. Asset will be generated as Draft Assets - you will still need to edit, tags, put in the right vault, etc before Approving to publish.

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OM3.6: Admin > Assets > Tags

Overview

Tags are keywords attached to assets that make them easier to find via search. The Tags page is essentially the Master Tag List for your Brandkit and is a centralised place to review, clean up, and manage all the tags used across your Brandkit account.

What you'll see

Navigate to Admin > Assets > Tags

• Filter (search for tags in the list)
• Sort Order selector
• Download as CSV button
• Delete Unused Tags (deletes all Tags that have 0 assets)
• Add Tags (you can add tags here but they are mostly created when Added to Assets by a Human operator, AI Auto Tagging or EXIF/IPTC/XMP metadata extraction)
• Import tags (Brandkit staff only can import Tags via CSV)
• Tags List

The Tags List show a paginated and filterable view of every tag in use across your Brandkit, with a count showing how many assets carry each one.

The List view is split into 6 columns:

• Tag name
• Number of Assets - with a link to a Tag search
• Origin (Human or Computer)
• Created at date (original create date in the account)
• Edit button (yo can edit a Tag text)
• Delete button (you can delete the tag entirely)

Adding tags

Tags can be added on this page but are not applied to Asset here. Tags are mostly added directly to Assets when tagging an Asset either one at a time or via a batch tagging process in the Basket, or by AI when auto-tagging, or by being extracted from uploaded file metadata.

Type-ahead Tag suggestions

Tags in the master tag list will be used as type-ahead suggestions when tagging Assets, or searching for Assets.

Tips

• Consistent tagging significantly improves search results for users.
• Consider adding synonym tags and applying them to Assets. (e.g. Add separate Autumn and Fall tags to a photo of Autumn leaves )
• Combined Tags also work for type-ahead suggestions (e.g. add a tag Autumn/Fall - a search for Autumn or Fall will suggest the validAutumn/Fall tag search.)
• Review the Tags view periodically to remove redundant or misspelled tags.
• A well-tagged library reduces reliance on album browsing — users can find what they need directly via search.
• Many system enforce lower case tags and no spaces. In Brandkit out tags support spaces and capital letters, abbreviations, etc, We capitalize the first letter of Tags because it looks better - but if you prefer lower case everything you can - it's up to you - but many auto generated metadata value (e.g. Asset Type) will use capitalized first letters.

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OM3.7: Admin > Assets > Batch Edit

Overview

Batch Edit is a limited feature that lets you Approve, Unapproved, Archive or Restore from Archive large selection of Assets without having to use the Basket.

Warning: Use this feature carefully. As there may be unintended consequences.

How to use it

Navigate to Admin > Assets > Batch Edit

1. Use filters and search to find the assets you want to update
2. Be sure to check that all the Assets in the the Search Results are the Assets that you want to apply the changes to.
3. Choose the Action button below (e.g. Approve, Unapproved, etc ) to apply the change

Important notes

Warning: Use this feature carefully. As there may be unintended consequences.

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OM3.8: Admin > Assets > Semantic search

Overview

Semantic search lets users find assets by meaning, not just exact keywords. Instead of matching tag or file name text, it understands the intent behind a search query and returns conceptually relevant results.

For example, searching for "summer outdoor lifestyle" can surface relevant photos even if those words don't appear in the asset's tags or title.

This Menu Item is for Brandkit Staff Staff System Admins only.

How it works

Brandkit uses AI-powered embeddings (via OpenAI) to analyse and index your assets. When a user runs a semantic search, the query is matched against this index to find the closest conceptual matches.

Semantic search works alongside — not instead of — keyword search. Users can switch between the two from the search bar on the Grid.

Enabling semantic search

Semantic search requires OpenAI embedding to be active on your account. This generate Search Vectors for Assets and enabled Semantic Search in your account

To check or enable this:

1. Navigate to Admin > Settings > Automation
2. Check that Semantic Search is enabled

Once enabled, your new assets will automatically generate Search Vectors as they are uploaded. However existing Assets in your account prior to Semantic Search being enabled will have to be Indexed. The Admin > Assets > Semantic Search page can be used to generate Search Vectors for existing Assets.

Note: Semantic Search is not available to Public Users (any user not logged in) to help prevent rate limitation issues and abuse. Noting that every embedding process and every semantic search consumes some tokens.

Monitoring usage

AI Tokens used for the AI embedding process (generating Search Vectors) and tokens used for semantic search are recorded and displayed in the Reports section and your account dashboard.

To see how often semantic search is being used and the queries being run, go to:

• Admin > Reports > OpenAI calls
• Admin > Reports > OpenAI embedding calls

Tips

• The quality of semantic search improves with good asset metadata — titles, descriptions, and tags all contribute to the index.
• Assets without any metadata are harder to surface via semantic search. We recommend auto-tagging and auto-descriptions are enabled (AND run across all assets ) for all Asset Types before running Search Vector generation.

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OM3.9: Admin > Assets > Galleries

Overview

Galleries are curated, visual presentations of assets — designed for sharing with external audiences such as media, partners, or clients. Unlike albums/collections (which are internal library organisation tools), galleries are public-facing and presentation-focused.

They can be shared via a magic link, or be embedded in emails , web pages, and 3rd party websites.

Galleries Feature Overview

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Galleries vs Albums

| | Albums | Galleries |
|---|---|---|
| Purpose | Organise the internal library | Present assets to an external audience |
| Audience | Portal users | Anyone with the link |
| Access control | Role-based | Link-based (no login required) |
| Appearance | Standard library grid | Branded, presentation layout |

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Example embedded Gallery

(Fig: An actual embedded Gallery - using an iframe)

Creating a Gallery from Scratch

1. Navigate to Admin > Assets > Galleries
   2.Click the New Gallery button
2. Give it a sensible name
3. Click the Add Assets button to select Assets (or use the Basket option explained below).
4. Click the Next button
5. Configure your Gallery options in the Customise and Preview step
6. Click Save to display the Share and Embed section
7. Copy Magic link (URL) or Embed code (script or iframe) and deploy.

Creating a Gallery from the Basket

1. From the Basket (with Asset selected)
2. Click Save
3. Select the Gallery option
4. Choose New Gallery and add a sensible Gallery Name
5. Click the Add Assets button to select additional Assets if required.
6. Click the Next button
7. Configure your Gallery options in the Customise and Preview step
8. Click Save to display the Share and Embed section
9. Copy Magic link (URL) or Embed code (script or iframe) and deploy.

Managing galleries

From the Galleries list you can:

• Edit — update Assets, layout, or settings
• Embed — copy the gallery link or embed code
• Delete — permanently remove the gallery

Note: While adding Assets or editing Assets included in Galleries will automatically update a previously shared or embedded Gallery - changes to layout and branding will not. You will need need to re-share or re-embed your Galleries for those changes to be seen.

Gallery settings

To configure default gallery behaviour across your account, navigate to Admin > Settings > Galleries.

Options include:

• Layout options
• Branding options including page header style, button style and fonts (mostly for shareable magic links)

Tips

• Galleries are ideal for press kits, campaign asset packs, or event photo shares.
• Assets shared in Galleries link back to the Asset page in your Portal - or to the CTA you have added to the Assets in your Brandkit. This can be a great way to get journalists to regiuster and the download an image. Or link a gallery image to an Ecommerce page or a story on another site.

• Assets in Galleries can display an information icon with all the pertinent Licencing details.
• Set an expiry date on Assets in galleries so that they are removed automatically on expiry date.
• Assets in a gallery remain in the main library — archiving or deleting an asset in the library affects it in any gallery it appears in.

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OM3.10: Admin > Assets > Quick add actions

Overview

The bottom section of the Assets sub-nav contains quick add shortcuts — a fast way to add different types of content to the library without navigating away from your current view.

A slightly quicker way to add Assets instead of clicking the + Add button in the top right nav.

+ Upload files

Opens a file picker to upload one or more files directly to the library. Files enter the standard upload and approval workflow.

+ Write a post

Creates a new text-based post asset — useful for announcements, brand stories, press releases, or any written content you want to store and share alongside visual assets.

The post editor supports rich text formatting, images, embeds, and links.

+ Add FAQ

Creates a new FAQ entry. FAQs are a content type in Brandkit designed for short question-and-answer articles (you are reading one right now - Ed) — useful for Q&A, usage instructions, or internal knowledge base content.

FAQs can be tagged, organised, searched, and surfaced on CMS pages using the FAQs smart section component. This Operating Manual is itself built from FAQ articles.

+ Add a guideline

Creates a new guideline article — a structured content type for documenting brand standards such as logo usage rules, colour specifications, typography guidelines, and tone of voice.

can be tagged, organised, searched, and surfaced on CMS pages using the Guidelines smart section component.

+ Add a link

Adds an external URL as an asset in the library. The link appears as a Asset card in the Grid and can be tagged, organised into albums, and shared like any other asset.

Useful for referencing earned media (e.g. press article), external tools, brand resources, or third-party content without uploading files.

+ Import from Instagram

Connects to your Instagram Business Account and your imports posts as assets into the library. Imported posts include the image and original caption as metadata.

These Assets are downloadable from your Brandkit.

To configure the Instagram connection first, go to Admin > Integrate > Instagram.

+ Embed Instagram post

Adds a specific Instagram post to the library as an embedded asset, using a post URL. The post renders as a live embed rather than a static image.

These Assets are NOT downloadable from your Brandkit. When a user click the Asset they are taken to the original post on Instagram.com

+ Embed YouTube video

Adds a YouTube video to the library as an embedded asset, using the video URL. The video renders as a playable embed in the Grid and on asset detail pages.

These Assets are NOT downloadable from your Brandkit. When a user click the Asset they are taken to the original post on YouTube.com

Tips

• Quick add actions create assets in the same way + Add workflow — just skips a navigation step.
• All content types created via quick add (posts, FAQs, guidelines, links, embeds) are fully searchable and can be organised into albums like any other asset.
• Use + Add FAQ and + Add a guideline to build out your brand portal content directly from the Assets section.

OM4: Admin > Users

Overview

The Users section is where you manage everyone who is registered t have access to your Brandkit account. You can invite new users, review download requests, and communicate with your users — all from one place.

Navigate to Admin > Users in the left sidebar.

Key concepts

User Roles define what each user can see and do on your portal. Roles are configured in Admin > Settings > User roles and assigned when a user is invited or when an Admin manually changes a user's User Role.

User attributes are custom profile fields you can add to user accounts — useful for capturing team, location, or department information. Configure them in Admin > Settings > User attributes.

Authentication controls how users log in — password, SSO, or other methods. Configure in Admin > Settings > User authentication.

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OM4.1: Admin > Users > Users

Overview

The Users page shows everyone who is registered to access to your Brandkit account. From here you can view, search, edit, and manage all registered users across your Brandkit account.

Navigate to Admin > Users > Users

What you'll see

• Download CSV button - download a full list of Users as a CSV file.
• A Table showing each user as a row with Filters above - use Filters to search or refine the table rows

Each row in the Users list shows:

• Avatar
• Email address
• Name
• Company
• Role (Brandkit User Role)
• State (Brandkit User Status)
• First seen (date of first interaction with the account)
• Via (By Invitation or self-registered)
• Last seen (date of last interaction)
• 2FA (does user have 2FA enabled)
• Subs (is the User Subscribed to marketing emails*)

Use the search bar and filters to find specific users by name, email, role, or status.

Note that Marketing Emails (e.g. New Content Alerts) are distinct from system transactional emails. (e.g. Share email)

Viewing and editing a user

Admins can edit any user (except user with the Owner Role), Owners can edit Admins and Owners.

Click anywhere in the User's row to open their profile.

From here you can:

• Update their name or email address
• Change their user role
• View their activity history
• Suspend or reactivate their account
• Download their personal data (to send to the user on request to meet privacy regulation requirements in many markets)
• Delete their personal data (You cannot Delete a user record because we need maintain the user record for historical reporting, but you can anonymise the user account by deleting the user's personal data to comply with Privacy Regulations - this effectively blocks the use of this User account)

Suspending a user

Suspending a user prevents them from logging in without deleting their account or activity history. Useful when someone leaves the organisation temporarily or their access needs to be paused.

1. Open the user profile
2. Click Suspend account

To reactivate, open the profile and click Reactivate account.

Deleting a user

We don't support Delete users accounts because we want to retain the User History for auditing purposes.

You can Suspend instead. This block the User from login in again or registering with the same email address.

Related settings

• To configure user roles and permissions, go to Admin > Settings > User roles
• To configure user attributes (custom profile fields), go to Admin > Settings > User attributes
• To configure authentication options, go to Admin > Settings > User authentication

---

OM4.2: Admin > Users > Invitations

Overview

Invitations let you invite new users to your Brandkit account by sending them an email with a link to set up their account. Invited users are assigned a role before they join, so their access level is set from day one.

Navigate to Admin > Users > Invitations

Sending an invitation

1. Navigate to Admin > Users > Invitations
2. Click + New invitation
3. Enter the invitee's email address
4. Select a User Role
5. Click Send invitation

The invitee receives an email with a link to create their account. The link expires after a set periodof time — if it expires, you can resend it from the Invitations list.

Inviting multiple users

We currently do not support inviting multiple users at once. We have plans to add this feature in the future.

If you have a lot of Users we recommend allowing self-serve registration (Pro or Enterprise edition required) and just sending users to your Portal home page.

Managing pending invitations

The Invitations list shows all invitations that have been sent but not yet accepted.

For each you can:

• Generate a new link - generates a new magic link that the Admin can copy and share with the invitee.
• Send a new invitation link — generates and sends a new invitation link by email to the invitee.
• Cancel invitation — withdraws the invitation

Once accepted, the user moves to the main Users list.

Related settings

• To configure the invitation email branding, go to Admin > Settings > Email
• To configure available user roles, go to Admin > Settings > User roles

---

OM4.3: Admin > Users > Requests

Overview

Requests is where you manage Download Requests from people who want to download but do not have Request permissions rather than Download permissions for certain Assets.

Navigate to Admin > Users > Requests

How access requests work

If you have User Roles configured with Request rights on some Vaults, those users cannot self-serve download Assets in those Vaults - but instead can Request.

These Requests are sent to Admins for review.

Admins review each Request and either Approve or Decline it. In Addition Admins can Approve individual Assets in the Request, When a Request is approved - Brandkit sends an Asset Transfer with the approved Assets.

When a Request is declined and email is sent to the requesting user, advising that the request was declined. Admins can add an optional message to that email.

---

Reviewing a request

1. Open the request from the list
2. Review the requester's details and any message they included
3. Choose an action:
   • Approve — sends File Transfer of the requested Assets.
   • Decline — declines the request and emails the User. An optional message can be sent to the requester.

Configuration

To configure whether Requests are enabled and how the request form behaves, go to Admin > Settings > User Roles > Role.

Options include:

• Enable or disable Requests per Vault per Role
• Add an optional Request Form with additional questions for the user when requesting.
• Individual Admins can opt out of Request notifications in their User Profile.

Tips

• Pending Requests also appear in Admin > To do > Pending requests for a quick overview.
• The Download and Share permission should be disabled when enabling the Request ability in a User Role (Admin > Settings > User Roles > Role)

OM4.4: Admin > Users > Send Email

Send email lets you send a custom email message directly to email recipients and subscribed users on your account from within Brandkit — without needing an external email tool. Use it to communicate updates, announce new content, or send reminders to your team.

Navigate to: Admin > Users > Send email

HTML Email Template

The Send Email tool uses your account's custom HTML email template.

Navigate to Admin > Settings > Email to configure your HTML email template.

Sending an email

1. Admin > Users > Send email
2. Choose your recipients — select individual users, filter by role, or send to all users
3. Enter a subject line
4. Write your message in the editor using Markdown code or the WYSIWYG controls.
5. You can insert images fro your Brandkit library by clicking the image icon.
6. You can preview your email as you type with a split screen view, by clicking the Split screen icon.
7. Click Save to Preview
8. Send a test email to yourself by entering your email address, and selecting an email type. We strongly recommend you test any email you create before send.

A confirmation shows how many users the email was sent to.

Recipient options

You can send emails to:

• Specific email addresses - you can enter recipient email addresses directly (do not have to be registered users)
• Users of a specific role — you can select all subscribed users in a User Role
• Users who have not completed registration (User Invitation not yet accepted, email not confirmed, or terms not accepted)
• Subscribed Users - all subscribed users
• All Users - all registered users (To comply with privacy regulations, use only for essential or legally required communications —not for marketing.)

Personalise with Mustache Variables

You can use Mustache Variables to personalise your emails.

You can do this by expanding the "How to use mustache variables" link and copying the mustache code block that is appropriate.

e.g. {{User.first_name}} - this inserts the recipients first name (if the recipent is a registered user (falls back to email address.

Example of how you would write this in your email body:

---

Hi {{User.firstname}}, Hope you are well ....

---

Tips

• Use Send email to notify users when significant new content has been added to the library.
• Keep messages short — users are more likely to act on a focused, single-purpose email.
• For automated notifications (e.g. when an asset is approved, a request is actioned, etc), configure those separately in Admin > Settings > Notifications.

~

OM4.5: Admin > Users > Batch edit role

Brandkit Staff only

Batch edit role lets you update the role of multiple users at once — useful when onboarding a large group, restructuring access levels, or migrating users to a new role configuration.

Admin > Users > Batch edit role

How to use it

1. Users > Batch edit role
2. Filter to find the users you want to update
3. Choose the new role from the Select a Role dropdown
4. Click Change Role to apply

All selected users are updated to the new role immediately.

Important notes

• Role changes take effect immediately — users will see updated access permissions on their next page load or login.
• Batch edit role changes all selected users to a single role. If you need to assign different roles to different users, run separate batch edits for each role.
• Changes cannot be undone in bulk — review your selection carefully before applying.

Related settings

To review and configure what each role can access, go to Admin > Settings > User roles.

OM5: Admin > Reports

The Reports section gives you visibility into how your Brandkit account is being used — content performance, user activity, downloads, searches, and more.

Navigate to: Admin > Reports

The default landing page is the Content Analytics dashboard.

What's in this section

• OM5.1: Content analytics | Account dashboard — storage, users, and usage timeline
• OM5.2: Assets reports Metadata, activity, and expiry reports
• OM5.3: Activity reports, Account, user, and roles activity
• OM5.4: Downloads & feedback, Download report and user feedback
• OM5.5: OpenAI reports, AI token usage reporting
• OM5.6: Top lists, Top downloads, views, sources, users, and searches
• OM5.7: Web analytics, Plausible web analytics for your portal

General notes

• Most reports can be filtered by date range and downloaded as a CSV.
• The Account activity report is on-screen only — no CSV download.
• Reports reflect activity across all portals on your account.

OM5.1: Admin > Reports > Content analytics

The Content Analytics dashboard is the default page in Reports. It gives you a real-time snapshot of your account's content and usage.

Navigate to: Admin > Reports > Content analytics

What you'll see

• Account info — account ID, start date, plan, and storage region
• Storage snapshot — current asset count and storage used
• Users snapshot — current registered user count
• Usage timeline — a chart showing activity over time, with an adjustable date range. The Usage timeline show Usage per calendar month with each column showing different column sections for Storage, Uploads, Downloads,CDN traffic, and Token Usage.

Use the date range controls to zoom in on a specific period.

OM5.2: Admin > Reports > Assets reports

Three tabular reports covering asset metadata, activity, and expiry. All are searchable, filterable, sortable, and downloadable as CSV.

Navigate to: Admin > Reports

Assets metadata

A tabular report showing metadata for all assets in your library.

Admin > Reports > Assets metadata

Use it to audit metadata completeness — identify assets missing titles, tags, licences, or other key fields. Filter and sort to focus on specific asset types or states. Download as CSV for offline review or import into another tool.

You can also download this report, edit it in a spreadsheet application and importa back the changes for mass updates ( Admin > Settings > Import Metadata)

Assets activity

A tabular report showing activity counts per asset — views, downloads, and shares.

Admin > Reports > Assets activity

Use it to identify your most and least engaged assets. Filter by date range to see activity for a specific period. Download as CSV.

Assets expiry

A tabular report showing expiry dates and download counts per asset.

Admin > Reports > Assets expiry

Use it to identify assets approaching expiry or past their expiry date (are Expired). Filter and sort by expiry date to prioritise review. Download as CSV.

Tips

• Run the Assets metadata report periodically to maintain data quality across your library.
• Use the Assets expiry report before licence renewal periods to catch assets where you need to take action - such as renegotiate Usage Contracts.

OM5.3: Admin > Reports > Activity reports

Three reports covering activity across your account — by event, by user, and by role.

Navigate to: Admin > Reports

Account activity

A full audit trail of all activity in your account, displayed as a vertical timeline.

Admin > Reports > Account activity

Filterable by event type:

• Assets (updates)
• Uploads
• Downloads
• Shares
• Requests
• Views

Click through individual events to view the related asset or user record where available.

Note: this is an on-screen report only — no CSV download.

Users activity

A tabular report showing activity counts per user — uploads, downloads, shares, and more.

Admin > Reports > Users activity

Use it to understand which users are most active and identify inactive accounts. Filter by date range, search by user, and download as CSV.

Roles activity

A tabular report showing activity counts broken down by user role.

Admin > Reports > Roles activity

Use it to compare engagement across different user groups — for example, to see whether a particular role is downloading significantly more or less than expected. Download as CSV.

OM5.4: Admins > Reports > Downloads & feedback

Two reports covering download activity and user feedback scores.

Navigate to: Admin > Reports

Downloads

A tabular report of all download activity across your account.

Admin > Reports > Downloads

Each row shows a download transaction with a Download ID, date of download, the user (email) who downloaded it, Asset count, and any custom form data submitted.

Filter by date range and download as CSV.

Use it to audit download activity or investigate specific download events.

Feedback

A tabular report of user feedback scores and comments collected after downloads.

Admin > Reports > Feedback

Each row shows the user, their feedback score, any comments left, and the date. Filter by date range and download as CSV.

To enable or configure the feedback survey shown to users after downloading, go to Admin > Settings > Feedback survey.

NPS or CSAT

Feedback surveys are available as either 0-10 NPS or 0-5 CSAT options.

Plus you can add custom questions and set a survey interval. Navigate to: Admin > Settings > Feedback survey to configure.

OM5.5: Admin > Reports > OpenAI reports

Two reports covering AI token usage for accounts using Brandkit's AI features.

Navigate to: Admin > Reports

OpenAI calls

A combined tabular and visual report showing AI token usage over time.

Admin > Reports > OpenAI calls

Includes:

• A bar chart showing token usage over time
• A tabular report showing asset, prompt, response, and tokens used per asset

Filter by date range and download as CSV.

OpenAI embedding calls

A report covering embedding calls specifically — used by the Semantic search feature to index your library of digital assets.

Admin > Reports > OpenAI embedding calls

Use it to monitor how many assets have been indexed and track embedding usage over time. Filter by date range and download as CSV.

Tips

• These reports are relevant if your plan includes AI features such as auto-tagging, auto-descriptions, or semantic search.
• Use the embedding calls report to confirm that new assets are being indexed after upload.
• For information on enabling AI features, go to Admin > Settings > Automation.

OM5.6: Admin > Reports > Top lists

Five leaderboard-style reports showing the most active assets, users, and sources on your account. All are filterable by date range and downloadable as CSV.

Navigate to: Admin > Reports

Top downloads

Assets ranked by number of downloads.

Admin > Reports > Top downloads

Use it to identify your most in-demand content and inform decisions about what to prioritise, update, or expand.

---

Top views

Assets ranked by number of views.

Admin > Reports > Top views

Views are recorded when a user opens an asset page. Use this report alongside Top downloads to see which assets attract attention but may not be getting downloaded.

Top sources

CDN traffic ranked by the origin domain making requests.

Admin > Reports > Top sources

Shows where your content is being served — useful for understanding how and where assets are being embedded or shared externally.

Top users

Users ranked by an interactions score, calculated by summing activity across uploads, downloads, shares, and other events.

Admin > Reports > Top users

Use it to identify your most engaged users and recognise heavy contributors or power users.

Top searches

Search terms ranked by frequency.

Admin > Reports > Top searches

Use it to understand what users are looking for. Frequently searched terms that return few results are a signal to add more content or improve tagging in that area.

OM5.7: Admin > Reports > Web analytics

Brandkit includes built-in privacy-friendly web analytics for your portal, powered by Plausible Analytics.

Navigate to: Admin > Reports > brandkit.com web analytics

What you'll see

Standard web analytics for your portal including:

• Page views and unique visitors over time
• Top pages
• Traffic sources and referrers
• Device and browser breakdown
• Geographic data

Notes

• Plausible Analytics is privacy-friendly by design — no cookies, no personal data collection, and compliant with GDPR and similar regulations.
• If you prefer to use Google Analytics instead, you can add your Google tracking ID in Admin > Settings > General.
• Both can be run simultaneously if needed.

OM6: Admin > CMS

Note: CMS access is limited to customers on Pro and Enterprise Editions.

The CMS (Content Management System) is where you manage your brand portal — its design, layout, pages, and technical configuration. Everything your portal users see and experience is controlled from here.

Navigate to: Admin > CMS

What's in this section

OM6.1: Portal(s) | Configure your portal (or multiple Portals (paid add-on or Enterprise edition required), settings, layouts, and custom pages
OM6.2: Hosts - Set your portal's domain and URL

• OM6.3: Themes - Control the look and feel of your portal with custom CSS and fonts.
• OM6.4: Redirections - Add 301 and 302 redirects (useful if you are migrating from another platform or site)
• OM6.5: Static files - Upload images and icons and other site assets - used in your Portal pages that you don't want to upload as library Assets.
• OM6.6: Content security policy - Configure content security policies for your portal to enable 3rd party plugins and services.

Key concepts

Your Portal is the public-facing website your users visit to find and download brand assets. The CMS controls everything about how it looks and works — from the domain it lives on, to the colours and fonts, to the layout of every page.

Unlike the Admin area (which is for Admins and Owners only), the Portal is what your users interact with. A well-configured portal makes assets easy to find and download, and presents your brand consistently.

OM6.1: Admin > CMS > Portal(s)

Note: CMS access is limited to customers on Pro and Enterprise Editions.

The Portal area is where you set up and manage your brand portal — the site your users visit to access assets. From here you configure portal settings, layouts, and custom pages.

Navigate to Admin > CMS > Portal(s)

What you can do here

Portal settings
Configure your portal's core settings, including its name, theme, search page, and you can also add 3rd party scripts here.

Layouts
Manage the layout templates used across your portal pages. Each layout defines which sections appear on a page and in what order — navbar, body, announcements. main content, footer, and so on.

Custom pages
Add new pages to your portal. Each page uses a layout and is populated with content sections you configure. Pages can include asset grids, albums, text blocks, image galleries, FAQs, and more.

Adding a new page

1. Admin > CMS > Portal(s)
2. + Add a new page
3. Give it a URL safe name (lowercase, no spaces, no illegal characters)
4. Save
5. Then add page Sections, adjust page settings, etc

Section types

Each page is a stack of sections, that take either manually coded HTML or are smart sections that display Assets from the content
library.

• HTML - takes standard HTML
• Search box - a stand alone search box used to link to a seperate Search Page for results
• Search grid - a complete search and results section featuring a Search box, Search Filters and Search Results in a single section.
• Collections - displays Collection(Album) colours that link to a pre-filtered search result
• Carousel - displays and carousel using images from the Static Files area of the CMS with images sliding in and out.
• Credits - displays a grid of Credits from the Credit database with an avatar representing each credit. Clicking the Credit's avatar navigates to the Credit's search page.
• Advanced - For Brandkit System Admins only
• FAQs - display FAQ asset types in a collapsible section or a list.
• Guidelines - displays Guidelines asset types in a collapsible section or a list -designed for creating digital brand guidelines

Tips

• Changes to your portal are live immediately after saving but you can set visibility to certain roles )a.g. Admin only)
• Use layouts consistently across pages to give your portal a coherent structure. The Default Layout is good enough for most Portals.
• You can add alternative Layouts and each page is assigned a Layout. e.g. you could have a page using a layout with no navbar.
• The smart page assembler section type can automatically pull in Assets in. Search Grid, FAQs and Post content tagged with specific keywords — useful for building documentation pages or operating manuals like this one.

OM6.2: Admin > CMS > Hosts

Note: CMS access is limited to customers on Pro and Enterprise Editions only.

The Hosts area is where you set your portal's domain and URL. This controls the web address your users visit to access your brand portal.

Navigate to Admin > CMS > Hosts

How Hosts work

Each Brandkit account has at least one host — the domain your portal lives on. By default and for all Team Edition plans this is a subdomain of brandkit.com (or alternatively brandkit.io or brandkitapp.com). for example acme.bradkit.com

For custmers on Pro or Enterprise Edition plans, a custom domain is an option. This is typically a subdomain of your company's website (e.g. brand.yourcompany.com) but can also be a completely standalone domain (e.g. 'launnie.com.au')

If you have multiple portals or need to support multiple domains, additional hosts can be added.

Hosts are added for you by Brandkit System Admins in tge system back end- but once added can be configured in your CMS > Hosts settings,

Adding or changing a domain

Adding a custom domain requires Brandkit staff to approve and configure it at the platform level first. Contact Brandkit support to get a custom domain set up before making changes here.

Navigate to Admin > CMS > Hosts

Once an approved domain has been added, you can select it as the default host for your account.

Default host

If your account has more than one host, you can select which one to use as the default. The default host is used in places like user invitation emails.

To set the default host, go to Admin > Settings > Genera > Default Host.

Tips

• Contact Brandkit support before attempting to add a custom domain — the domain must be approved at the platform level first (and we have to set up SSL Certificates and other DNS settings to wire things up).
• For help with DNS configuration or SSL certificates, contact Brandkit support.

OM6.3: Admin > CMS > Themes

Note: CMS access is limited to customers on Pro and Enterprise Editions.

Themes control the look and feel of your portal — fonts, colours, spacing, and layout styling. Themes are applied using custom CSS.

Navigate to Admin > CMS > Themes

How themes work

Brandkit portals use a CSS-based theming system. Your account starts with a the default theme which you can then customise to match your brand.

Changes to your theme take effect immediately across the entire portal.

Editing your theme

1. Admin > CMS > Themes
2. Click New Theme
3. Give the theme a unique name (e.g. Acme Theme)
4. Make changes to the CSS in the editor
5. Save

What you can customise

Using CSS Themes, you can control:

• Fonts (family, size, weight)
• Colours (backgrounds, text, buttons, borders)
• Spacing and layout
• Component styles (navigation, cards, search bar, etc.)
• You can create multiple themes per account and switch between them
• Once you have settled on a them, you should set the Theme to be use in Admin > CMS > Portal(s) > Theme.

Tips

• Start with the default theme as a base — it's the safest way to ensure your customisations work correctly with the portal structure.
• Brandkit staff can help you create a unique theme and has access to addition themes (e.g. a dark theme) to use as a basis of your unique theme.
• Test your theme changes across different browsers and screen sizes before treating them as final. You can switch themes in real-time using the yellow preview bar in the Portal (when you are logged in as an Admin).
• If you're not familiar with CSS, Brandkit support can assist with theme customisation.

OM6.4: Admin > CMS > Redirections

Note: CMS accessible to customer ion Pro and Enterprise Editions.

Redirections let you set up 301 (permanent) and 302 (temporary) redirects on your portal. Use them when moving pages or restructuring your URL scheme.

Navigate to Admin > CMS > Redirections

When to use redirections

• You're migrating an existing website or web pages to Brandkit and need old URLs to forward to new ones
• You've reorganised your portal's page structure and want to preserve old links
• You want to create short or friendly URLs that redirect to longer ones

Adding a redirection

1. Admin > CMS > Redirections
2. + Add a new redirection
3. Enter the source path (the old URL, relative to your domain)
4. Enter the destination URL (where the redirect should point)
5. Select the redirect type — 301 for permanent, 302 for temporary
6. Save

301 vs 302

• 301 (Permanent) — tells browsers and search engines that the page has moved permanently. Use this when you're sure the old URL will never be used again.
• 302 (Temporary) — tells browsers the redirect is temporary. Use this when you expect the old URL to return.

Tips

• Use 301 redirects for any pages you're permanently retiring — this passes SEO value to the new URL.
• Avoid redirect chains (A → B → C) — go directly from the old URL to the final destination.

OM6.5: Admin > CMS > Static files

Note: CMS access is limited to customers on Pro and Enterprise Editions.

Static files are images, icons, fonts, and other files used in your portal's custom pages and layouts — files that aren't assets in your brand library, but are part of the portal's visual design.

Navigate to Admin > CMS > Static files

What static files are for

Static files are design elements that support your portal's appearance. Examples include:

• Logo images used in custom page headers
• Background images for hero sections
• Icons used in navigation or content blocks
• Custom fonts

Unlike library assets (which users browse and download), static files are used behind the scenes to build your portal's UI.

Note that you can use library assets for portal site assets as well - but sometimes you don't want your site assets to be downloable/shareable by users. In this case use Static Files.

Uploading a static file

1. Admin > CMS > Static files
2. Click Add Static Files (you can upload one or multiple files)
3. Select the file from your computer or fran and drop it onto the upload panel.
4. That's it —you can now copy the files URL to use it in your Portal design.
5. Optionally you can add alt text to each uploaded file (recommended)

Once uploaded, the file is available to reference in your portal layouts and pages.

Using static files in layouts and pages

Static files are typically referenced by URL in CMS layout and page configuration, or directly in your theme CSS. The URL for each uploaded file is shown in the Static files list.

Tips

• Use web-safe file formats like jpg, png, webp, svg, mp4, pdf, etc
• Keep file sizes small — static files load on every page view, so large images slow down your portal.
• Use SVG format for logos and icons where possible — they scale without quality loss.
• Organise your static files with clear, descriptive names to make them easier to find later.

OM6.6: Admin > CMS > Content security policy

Note: CMS access is limited to customers on Pro and Enterprise Editions.

Content Security Policy (CSP) controls which external resources your portal is allowed to load — scripts, styles, images, fonts, and other content. It's a security feature that helps protect your portal and its users from malicious content.

Navigate to Admin > CMS > Content security policy

What CSP does

CSP defines a set of rules that tell browsers which sources of content are trusted. If a resource tries to load from a source not on the allowlist, the browser blocks it.

For example, if your portal uses Google Fonts, your CSP needs to include fonts.googleapis.com as a trusted source — otherwise browsers will block the fonts from loading.

When to update your CSP

You'll need to update your CSP when:

• You add external scripts (e.g. analytics, chat tools, tracking pixels)
• You reference external images or fonts not already on the allowlist
• You embed content from third-party platforms (e.g. an iframe)
• Something on your portal is being blocked by the browser

Configuring CSP

Note that this is an advanced setting suitable for web developers and folks that understand the technicalities of CSP. Please contact Brandkit Support if you are unsure.

1. Navigate to Admin > CMS > Content security policy
2. You will see several default CSP rules
3. Click the button + Add new CSP rule
4. Select a type of CSP rule (e.g. script-src)
5. Enter a value
6. Optionally enter a description
7. Save

Tips

• Incorrect CSP configuration can break your portal — test changes carefully.
• If you're seeing content blocked in the browser console, your CSP may need updating.
• Contact Brandkit support if you're unsure how to configure CSP for a specific integration.

## OM7 Admin > Settings

The Settings section is where Owners and Admins configure how the Brandkit account behaves — from company details and branding defaults, through to security, permissions, and integrations.

Settings is organised into the following areas:

• General — core account details
• Access — Set whether your account is publicly accessible (Pro and Enterprise Editions only)
• Account connections — used for Syndication between accounts (Advanced feature)
• Automation — Configure AI and AI powered workflows
• Branding - configure basic Portal branding
• Collections (Albums) — configuration settings for Collections (aka Albums)
• Contributions — configuration for user-submitted contributions
• Conversions — configuration for image download conversions
• Credits — a database of Credits where you can add and edit Credit Profiles.
• Downloads — configuration for download prefix and behaviour
• Email — configure your email templates and sending settings
• Feedback survey — configure feedback survey options
• Filters — add and edit search filters
• Forms — custom form configuration (e.g. Intended Use / download forms / request forms, etc)
• Galleries — configuration account design defaults for your Galleries
• Import metadata — an advanced feature to import and edited metadata export to bulk update Assets.
• Licences — configuration for your Asset Licences.
• Locations — Add/Edit your Locations, set defaults, etc
• Notifications — configuration of system notifications
• Requests — configuration for Requests (use a custom Request Form)
• User attributes — custom fields collected on user profiles
• User authentication — login and authentication methods (SSO, password rules, etc.)
• User roles — configuration of individual user roles abilities and permissions per role and vault
• User role groups — grouping of roles for personalisation
• Vaults — add /edit / delete Vaults
• Watermark — watermark configuration applied to assets

Navigate to any of these via Admin › Settings › [item name].

OM7.1 Admin > Settings > General

Navigate to Admin › Settings › General

The General settings page holds core account details and default branding shown across your Brandkit portal.

Fields

• Name — a unique name for your account (e.g. "Acme Brand Hub").
• Legal name — your company or organisation's registered legal name.
• Primary email — the account's primary contact email address.
• Default wall copy (optional) — default text/copy shown on Login page. Preview the page via View Wall.
• Default host — the domain used for your account: e.g. `acme.brandkit.com
• Default Licence - the Licence applied to new uploads
• Default Vault - the Vault used to store new uploads
• Default Credit - the Credit applied to new Assets (uploaded or created in-app)
• Locales - the languages available for the account (Enterprise required)
• Enable Cookies notifications - turns on Cookies pop up (used mostly in the UK)
• Location Fields - sets the Location fields to use when editing Assets - but set Locations themselves in Admin > Settings > Locations
• Timezone - set the account's preferred timezone
• Open asset page in new tab - option to open Assets in a separate browser tab
• Asset modal preview in Admin area - option to show Asset Modal Preview in Admin to assist with preserving scroll position in Search in large accounts.
• Asset modal preview in Portal - option to show Asset Modal Preview in Portal to assist with preserving scroll position in Search in large accounts.
• Suggestion strategy - choose between All (default) or Tags and Locations only for a reduced set of type-ahead suggestions.
• Robots.txt - configure your Portal's robots.txt file to declare your policy on crawling and indexing your publicly accessible pages and content by search engines (e.g. Google) and LLMs (e.g. ChatGPT).

To configure

1. Navigate to Admin › Settings › General.
2. Update the relevant fields.
3. Save.