Manage team users/permissions
Manage workspace access with Gan.AI Subusers - assign roles, control project visibility, set invite permissions, and maintain secure, efficient team workflows.
Gan.AI offers a powerful Subuser Management system that allows organizations to operate at scale by giving controlled access to different team members, departments, and operational units. Subusers are essentially workspace members who can be assigned specific roles - User or Admin - to ensure that every person has the right level of access based on their job responsibilities.
This functionality is especially useful for large teams, agencies, or enterprises that handle multiple video projects simultaneously. It helps maintain workflow structure, restricts sensitive workspace configurations to trusted administrators, and ensures that creators, editors, and operators can focus solely on their project-level tasks without affecting broader workspace settings.
This guide explains how Viewer Permissions and Invite Permissions work for both Users and Admins, and how these settings support secure and efficient workspace management.
What Are Subuser Permissions?
Subuser permissions define what each member of your workspace can see and what actions they can perform, depending on their assigned role - User or Admin.
These permissions help you:
Protect sensitive projects
Control access to resources
Prevent unauthorized workspace growth (unplanned seat billing)
Maintain operational structure
Ensure that only the right people manage or oversee workspace-wide activities
Available Roles
Before you begin adding members, it is important to understand the two primary roles available:
User
Users are standard team members with limited access. They can:
View and manage only their own projects and videos, unless workspace permissions allow otherwise
Participate in project creation and editing
Not modify workspace settings
Not add or remove members (unless permitted under Invite Permissions)
This role is ideal for creators, editors, interns, contractors, or team members who strictly need to work on assigned content.
Admin
Admins have elevated privileges and broader visibility across the workspace. They can:
View all projects and videos (if enabled by settings)
Manage workspace configurations
Add, remove, or modify member roles
Oversee permission structures
Invite new members by default
This role suits team leads, production managers, and operations personnel responsible for workspace governance.
Workspace Permission Controls (Viewer + Invite Permissions)
Inside the workspace settings, you’ll find two primary permission categories:
1. Viewer Permissions
Viewer permissions determine what subusers can see inside the workspace.
You can select one of the following modes:
Option A: “Users can only view their own projects & videos”
(Recommended for privacy, security, and clean workflows)
Under this mode:
Users:
Can only access content they created or were assigned
Cannot view other members’ projects
Avoid distractions and maintain a focused working environment
Admins:
Still have access to all projects and videos
Can monitor output, ensure quality checks, and manage workflows
This option is best for:
Agencies working with multiple clients
Teams with sensitive projects
Organizations wanting to maintain strict access boundaries
Option B: “Everyone can view all projects & videos”
Under this mode:
Users:
Can see all workspace content, regardless of ownership
Can reference, collaborate, and learn from other team members’ projects
Admins:
Continue to have complete visibility
Benefit from a more collaborative and open environment
This option is best for:
Small teams encouraging cross-collaboration
Internal operations where transparency is key
Workflows requiring shared visibility
2. Invite Permissions
Invite permissions determine who can add new members to the workspace.
This is important because adding members can automatically increase seat usage and billing.
You can choose one of the following:
Option A: “Only owners & admins can invite new members”
(Recommended to maintain cost control and security)
Under this setting:
Users:
Cannot invite new members
Cannot increase seat count (protecting the billing structure)
Admins:
Can invite new members at any time
Remain responsible for workspace population and access governance
Ideal for:
Larger teams
Cost-sensitive organizations
Workspaces requiring strict onboarding oversight
Option B: “All members can invite new users”
Under this setting:
Users:
Can directly invite new people into the workspace
Instantly expand the team without admin involvement
Admins:
Maintain their standard controls
Receive visibility in the Members & Roles section
Note: This may lead to unexpected billing, since every new member consumes a seat. Best used when:
Teams grow rapidly
Collaboration requires fast onboarding
Everyone is trusted with seat usage
Managing Members & Assigning Roles
This section explains how workspace managers can add team members to the account and assign or update their roles (Admin or User). The flow is designed to help you manage access control, project visibility, and workspace-level permissions efficiently.
Quick summary
Locate the left navigation panel and scroll to the bottom until you see “My Workspace.”
Click the small arrow ( > ) next to it to expand workspace options.
Goto "My Workspace" setting as shown in the demo and open "Members & Roles".
Select Members & Roles to manage workspace membership and seats.
Click Add members to open the invite modal, enter email ID, choose the role (User or Admin) from the dropdown, then click Add member to send invitations.
Monitor pending invites under Invitations sent; seats shown in the header update based on plan and acceptance.
To change roles after a member joins, use the Role dropdown on their row in the Members tab - changes apply instantly.
To remove someone, open the three-dot menu at the end of their row and select Remove; this revokes access and frees their seat (billing depends on your plan).
Step-by-step instructions
Prerequisites
You must be an Owner or an Admin with invite permissions enabled in Workspace Settings. If the Add members button is hidden or disabled, check the workspace Invite permissions setting first.
Open the Member management page
From the left navigation, click My Workspace → select Members & Roles.
Verify the header shows available seats (e.g.,
3 / 11 Seats used). This helps avoid accidental seat overrun.
Start an invitation
Click the Add members button (top-right) to open the Invite others to your workspace modal.
Enter email addresses
Enter the email address of the person you want to invite.
Use the email they will use to sign into Gan.AI (Google/Microsoft SSO email) to avoid signup mismatches.
Select the role for each invite
Next to each email, open the Role dropdown (default: User).
Choose User for contributors who will create or edit projects but should not manage workspace settings.
Choose Admin for team leads or managers who need workspace-wide access including member management and settings.
Role guidance: Default to User for most people; reserve Admin for trusted individuals to reduce accidental config changes and limit security scope.
Send invitations
Click Add member to send the invite.
Invited users will receive an email with instructions to accept; the invite remains in Invitations sent until accepted.
Monitor invites & seat usage
Open the Invitations sent tab to view pending invitations, assigned roles and emails.
Watch the
Seats usedindicator - inviting people may reserve seats depending on your billing rules. Plan invites if adding large groups.
Change roles for active members
In the Members tab, find the user row and click the Role dropdown to switch between User and Admin.
The change is applied immediately; the member gains or loses privileges accordingly.
Remove a member
In the member’s row, click the three-dot menu and select Remove.
Confirm the removal; access is revoked and the seat becomes available (billing treatment varies by plan).
If a user must be re-added later, simply invite them again following steps 2–5.
Gan.AI’s Subuser Management framework ensures that every workspace stays organized, secure, and aligned with the team’s operational needs. By assigning the right roles, configuring Viewer and Invite permissions, and managing members thoughtfully, organizations can maintain tight control over access while enabling creators and admins to work efficiently. This structure supports smoother collaboration, reduces risk, and keeps your workspace scalable as your team and projects grow.
Last updated