Articles on: Best Practice Guides

How to set up your enterprise account for success

Table of contents

Account organization

Team permissions



Saved templates



Background colors


Team analytics



This guide will explain simple, practical steps to help get you set up for success using Lumen5. We recommend these best practice tips as guidance for you to get the best workflow possible out of our video creation software.

Account organization

Since each user on a team account may be creating videos for a variety of audiences and purposes, it’s important to keep your account organized. Lumen5 has two layers of organization: projects and workspaces.

Projects are folders that help organize videos on the dashboard. Administrators can choose which editors can view a project and access its videos. Both editors and administrators can copy and move videos between projects they have access to, which makes repurposing content across related projects easy. Admins will be able to view all projects in a workspace, but editors can only access projects they've been given permissions to.

Check out our FAQ on projects in our Help Center.

Your Lumen5 account will likely have multiple users creating and editing videos simultaneously, so it’s important to have clear and consistent naming conventions for everyone on the team. The dashboard will always display videos in chronological order – it’s recommended to use names that include things such as who made a video, a description of the video topic, and the video’s intended purpose. A combination of good naming conventions and effective use of projects helps keep things organized!

[Creator Name]_[Video Title]_[Intended Purpose]

AnneH_Project X General Launch_Facebook

Workspaces, on the other hand, are completely standalone areas that don’t share content with any other workspace and are useful for large teams that use Lumen5 in very different ways. Projects, videos, uploaded content, and saved templates will only be visible in the workspace they’re created in and account administrators can specify which users are able to view a workspace and its content. Think of workspaces as entirely separate accounts within an account!

Team permissions

When setting up your Lumen5 account, think about who will be accessing the account and what they’ll primarily be using it for. There are two types of permission settings on Lumen5: admins and editors.

Editors have access to videos on a project layer, meaning they can only view, create, or edit videos in projects they have permissions for. Admins have access to videos on a workspace layer, meaning they can view all videos and all projects in the workspace they have permissions for, and they can also manage account-level settings like analytics and branding.

When you’re deciding between editor or admin permissions, think about whether or not the permission will create a bottleneck for the team member, or free them to focus solely on videos. For example, if you have eight people on your account, and five of them are responsible for creating videos from existing content, it would probably be best to make them editors. This will allow them to fully focus on editing and producing videos without getting distracted by the other account settings, which they would have the ability to change.

If your team setup is different from the norm, such as an agency where everyone is independently creating videos for their own briefs, it's probably best to give team members as much flexibility as possible to avoid any bottlenecks if they need to change branding or create new projects or workspaces regularly.

If you don't want to give everyone admin rights and full control of the account, you can empower editors to have branding control (as this is often the main requirement for flexible teams). You can enable this feature by going to your Workspace Settings and selecting ‘Editors can change fonts and colors and create new templates.’

The best enterprise videos are the ones that have consistent branding across all of their videos. Make sure you're really clear on who has branding control as admins and editors with brand control do have the ability to go 'off-brand' by either editing an existing saved template, or selecting an unbranded template.


Approvals help provide a seamless feedback loop within the platform. Admins or account owners don’t need to worry about videos being downloaded and shared without sign off, and editors can easily request feedback in the app itself.

To enable the Approvals setting for each workspace, go to Workspaces > Workspace Settings > Select ‘Editors require approval before publishing a video.’’
When the Approvals setting is on, editors must request approval from an admin user before they can download their video.
Editors can select any admin user in their workspace for this purpose. Once selected, the admin user will receive an email notifying them that their approval has been requested.
The admin can then either make edits to the video themselves, request further changes and provide feedback, or approve the video. Approval will initiate the video to download.

To see approvals in action, watch our detailed walkthrough video in our Help Center on how to enable and use approvals.

Once the Approvals setting is enabled, it will apply to all editors within a workspace, so think carefully about which users would benefit.

If you have a large team or want to ensure each video is quality or brand reviewed before posting, then the Approvals setting can help you achieve this.
If approval isn't a high priority, but posting multiple videos regularly is, then you may not want to enable this feature.


Templates are a preset package of scene transitions, text animations, and scene designs. Each template has a unique identity based on a combination of different shapes, animations, and more. Some templates have more media-focused scene designs, while others use shapes and color to tell a story instead. Since all colors and fonts are customizable, focus on the animations and shapes when choosing a template.

Saved templates

Saved templates are customizations to templates that allow you to tailor the visual appearance of your videos in line with your brand guidelines. Saved templates include a combination of fonts, text colors, background colors, watermarks, and outros. They can be used to apply a set of customizations for a specific brand easily, or you can create multiple saved templates for different brands or different video use cases.

Once a saved template is applied to a video, you can only switch between other saved templates that use the same base template. This is because each template has its own unique scene designs that may not be compatible with other templates. If you plan to repurpose videos often, use the same base template for each of your saved templates.


Watermarks allow you to include a clear brand association throughout your videos by adding in your business logo.

You can determine how visible your logo will be by setting the opacity level between 10-100%.
Square or rectangle logos work best.
If your logo file is long or thin, you can easily edit it using an editing tool such as Preview or Adobe Photoshop.
480px is our recommended logo height and width.
Max logo file size is 50mb.


There are two types of text boxes in brand presets: title and subtitle. Within each textbox, you can determine the color scheme for the text, highlight any words you want to stand out, and apply accents (the box or bar that appears behind the text).

White text generally works best in video, especially if it’s against a darker background. If your brand consists of a darker palette, the text will look good as an accent color. If your brand has any bright colors, the text will work well as a highlight color.

See our guide How to create amazing videos with Lumen5 for advice on text sizing and positioning.

Background colors

If you want to introduce some visual variety into your video, you can select different scene designs to apply to each scene. Some of the design options include a background that is usually a block or gradient of color.

Generally, a darker or muted background color works best. This is because it’ll make your text stand out more. If you want your video to stand out more, we suggest using one of our gradient templates that have brighter colors.


An outro is an end scene that appears at the end of any video you create. Including an outro is an excellent way of reinforcing the brand identity you have conveyed throughout your video. You can specify an outro for a saved template, or create one

We recommend uploading an animated version of your logo that conveys your company logo clearly and add any relevant tagline or messaging. To do this, select ‘Swap Design’ and then ‘Use your own outro’ to upload your mp4 file.

Create animated logos in different sizes for different channels — for example, a square logo for Instagram videos.
We recommended using Canva for animated logo creation.
If you don't want to include a logo or company animation, you can also select the text design option to add a tagline, message, or a call to action. You can edit the CTA like any other text box in the creator.

Team analytics

The Analytics feature helps you keep tabs on how your team is using their Lumen5 account in the past 30 days. The analytics include:

Videos Published
Creation Time Spent
Credits Remaining in Billing Cycle
Team Member Video Count

We recommend keeping an updated record of these results. This is so you can keep an eye on things like which team members are regularly making videos and whether you're taking advantage of your Marketplace credits to create more premium videos.

Keeping a record allows you to create actionable targets that will help focus your team. For example, you could set a goal for the team to create 30 videos each month, with an average length of 1 minute and an average creation time of 15 minutes. Your designated Account Manager can help advise you on targets unique to your team and overall goals, and can provide additional analytics.

Analytics are also easy to pinpoint if the team is falling behind in any areas, or if any team members haven't been creating enough videos. Again, your Account Manager will be able to come up with an action plan to support the team or re-engage any less active individuals.


We hope you found this guide useful! We’re always open to feedback and if you want to get in touch to chat about this guide, or anything else Lumen5, contact your dedicated Customer Success Manager or email [email protected].

Updated on: 27/05/2022

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