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Organizations, Workspaces, and Roles in DeepEditor

Learn how workspaces and organizations work in DeepEditor, who can do what, and how to manage your team's access

Overview

A workspace is one of your working environments in DeepEditor. Each workspace has its own members and projects. You can belong to multiple workspaces and switch between them freely, but you only see the ones you've created or have been invited to. Any user can create a workspace.

An organization is an Enterprise-level layer that sits above workspaces. It's not something every user will have - it's for companies that need to manage multiple workspaces (e.g. they are running multiple productions) and users centrally. An organization has a designated administrator that can oversee all workspaces and members from a single admin panel and control who gets access to what.

In short: Workspaces allow you to divide your work and control access to that work. If you're a larger company managing multiple teams or productions, an organization lets you oversee all of that from one place.

This article covers:

  • The difference between Standard and Enterprise accounts
  • The three roles and what each one can do
  • How to create and manage workspaces
  • How the org admin panel works (Enterprise only)

 

Account Types

Standard Accounts

Standard accounts are individual (personal) accounts without organization-level management. As a standard user, you can create and own workspaces and invite collaborators by email. If someone you invite doesn't have a Flawless account yet, they'll receive an invitation to create one automatically.

Note: You may see an organization name in the workspace switcher - this is expected. Standard accounts sit within the Flawless AI organization by default, but you don't have any organization management capabilities. Everything you need is in your workspaces.

Enterprise Accounts

Enterprise accounts belong to a named organization managed by a designated org admin. On top of standard capabilities, enterprise accounts include:

  • An org admin panel where admins can manage all users and workspaces across the organization
  • When adding members to a workspace, owners can select from a list of existing organisation members rather than entering an email address manually.

Important: In an enterprise account, new users must be invited to the organization by an org admin before they can be added to any workspace.

Want to become an Enterprise account holder? Fill out this form. 

Roles

There are three roles in DeepEditor. Any user, regardless of role, can create their own workspaces.

Owner

A workspace owner manages their workspace's membership. Every workspace must have at least one owner at all times.

Owners can:

  • View the full member list (name, email, role, date added, last login)
  • Add members to the workspace
  • Remove members from the workspace
  • Promote members to owner, or remove the owner role from another owner
  • As well as perform all tasks available to workspace members, including creating vubs and exporting results.

Note: The last remaining owner of a workspace cannot be removed or demoted. At least one owner must always exist.

Member

A workspace member can access the workspace and its projects. Members cannot see who else is in the workspace, add or remove users, or change ownership.

Org Admin (Enterprise only)

An org admin has access to the org admin panel and can manage all workspaces and users across the entire organization. The first org admin is assigned by Flawless when the organization is set up. They can then add or remove other org admins.


Working with Workspaces

Create a Workspace

Any user can create a workspace: just open the organization/workspace switcher and select the option to create a new one. A name is required. You're automatically assigned as owner when you create a workspace.

Note: Workspaces cannot be deleted, only renamed.

Switch Between Workspaces

Use the organization/workspace switcher to move between any workspace you belong to. You'll only see workspaces you're a member of. Please note you will need to log back in each time you switch workspace. 

Using the Avid Extension?

The DeepEditor Avid Extension automatically connects to the last workspace you signed into via the web app. Workspace switching is not supported directly within the Avid Extension — to switch workspaces, log into the desired workspace in the web app first, then log out of the Avid Extension and log back in.

Manage Your Workspace (Owners only)

View Members

From your workspace:

  1. Navigate to the Members tab.
  2. See everyone in the workspace.
  3. View details for each member, including:
    • Name and email address
    • Workspace role (Owner or Member)
    • Date added
    • Date and time of last login
Add Members
  1. Click ‘Add member’ and enter the person's email address. 
  2. Choose their workspace role. (anchor to role explainers)

If they don't have a Flawless account yet, they'll receive an invitation automatically. 

Enterprise accounts: Select the person from the list of existing organization members. If they're not yet in the organization, an org admin must invite them first.

Remove Members
  1. In the Members tab, navigate and hover over the member you want to remove.
  2. Click the trash can icon in the Actions column. 
  3. Confirm the removal when prompted. Once confirmed, the member is removed from the workspace.
Manage Ownership

Owners can promote any member to owner, or remove the owner role from an existing owner as long as at least one owner always remains.

  1. In the Members tab, navigate and hover over the colleague you wish to change the role.
  2. Click the pencil icon in the Actions column.

Best Practices - Avoid multiple users refining the same vub

Only one user should access the Refinement Tool for a vub at a time. If multiple users open the same vub simultaneously, only the first user's changes will be saved — all other unsaved changes will be overwritten on closing the tab. Coordinate with your team before editing the same shot to avoid data loss.

Token Management

Tokens purchased within a workspace are allocated to that workspace — not to individual users — and are available to all members and projects within it. Learn more in Payment FAQs.

 

 

Org Admin Panel (Enterprise only)

If you're an org admin, a link to the admin panel appears next to the organization name in the sidebar (‘Manage’). The panel has two sections: Workspaces and Users.

Workspaces
Workspace List

The Workspaces section shows every workspace in the organization. For each workspace you can see:

  • Workspace name
  • Number of owners
  • Number of members
  • Creation date

You can search for a workspace by name.

Creating a Workspace

Org admins can create new workspaces from the admin panel. A name is required. You can assign an existing organization member as owner during creation, if you don't, you'll be assigned as owner automatically and can reassign later.

Workspace Details

Clicking a workspace opens a detailed view showing:

  • Workspace name and ID
  • Creation date
  • Owner and member counts
  • A full member list with name, email, role, date added, and invitation status (Invited or Registered)

From this view, org admins can:

  • Add an existing organization member to the workspace
  • Remove a user from the workspace
  • Assign or remove the owner role for any member
Renaming a Workspace

Workspaces can be renamed from the workspace list.

Note: Workspaces cannot be deleted, only renamed.

User Management

User List

The Users section shows every user in the organization. Clicking a user opens their detail page.

User Details

The user details page shows:

  • User ID, name, and email address
  • EULA acceptance status
  • Their role in the organization
  • Timestamps for when they were invited, registered, and last logged in
  • Number of workspaces they belong to
  • Any notes on their account
  • A list of all workspaces they're a member of, with role, date added, and last login per workspace

From this page, org admins can also add the user to an additional workspace.

Inviting New Users

Org admins can invite new users to the organization. During the invitation flow, you can optionally assign the new user to an existing workspace.

If no workspace is selected, a workspace named after the user is created automatically in the organization. This workspace appears in the admin panel alongside all other workspaces.

Tip: When adding a user to a workspace from the user detail page, the workspace selector works as a search field - start typing to see matching workspaces. 

Quick Reference

Action

Who can do it

Create a workspace

Any user

Switch between workspaces

Any member of those workspaces

View workspace member list

Workspace owners

Add / remove workspace members

Workspace owners

Promote / demote owners

Workspace owners

View all workspaces in the org

Org admins (Enterprise)

Create workspaces for the org

Org admins (Enterprise)

Invite new users to the organization

Org admins (Enterprise)

Manage org admin roles

Org admins (Enterprise)

Delete a workspace

Not currently supported

 

Read Next: Creating a Project