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: 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 > Albums

Overview

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 albums, and albums automatically update based on the saved search query.

Go to Assets > Albums to manage them.

Creating an album

• Click + New album (top right of the Albums view).
• Enter a name and optional description.
• Set a Search Query
• Select an Image from the DAM for an Album Cover.
• Select Approved to publish
• Save.

Adding assets to an album

Assets are added to Albums automatically based on the saved Search Query in the Album.

To add a new Asset to the Album just upload or create an Asset and edit the metadata or tags so it meets the Search Query parameters for the Album.

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 Album’s Search Query the new image will be shown in the Album.

You can also:

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

Albums in Portal

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

Settings

• You can set Albums 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 > Albums.
• When you have access to the CMS features (Pro and Enterprise editions) you can selectively show or hide and re-order Albums in the CMS page editor for any CMS page where the Albums section is used.
• You can also show/hide albums in different sections (and on different pages) shown to different User Role Groups (Pro and Enterprise editions)
• Albums 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 Albums in an Album section of a CMS page (Pro and Enterprise editions).
• You can configure Albums 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 albums 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 Album Search Queries.
• Album are generally visible to all Roles but Assets inside them are subject to User Role visibility settings.
• Albums 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

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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

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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.

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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)