Set up Clipido for your organization

This guide takes you from a new Clipido account to a library your team uses every day. Follow the steps in order, as each one builds on the one before. Every step links to the article with the details.

You need club admin access, which means you're in the "Admin" group.

1. Learn the four building blocksCopy Anchor Link

Clipido uses four terms that are easy to mix up:

• Upload zones collect files. Every file enters Clipido through one.
• Shared galleries are public links to view and download a selection of files.
• Workspaces give a team, client, or partner ongoing access, and you choose who can open them.
• The admin workspace is your own team's home base, where you manage everything.

Files arrive through an upload zone, get approved if review is turned on, and land in Media, your full library. From there, you share them through shared galleries and workspaces.

Read more: Key concepts

2. Find your way aroundCopy Anchor Link

The sidebar of the admin workspace has four areas:

• Media: your library of approved files.
• Sharing: the shared galleries and workspaces you create for other people.
• Review: approving uploads and resolving duplicate files.
• Uploads: who uploaded what, and your upload zones.

Settings isn't in the sidebar. Click the club icon at the top of the left rail, then choose Settings.

Read more: Navigating Clipido

3. Plan and build your tagging structureCopy Anchor Link

Tags make files findable. Search, filters, and the sections that fill themselves in shared galleries and workspaces all use them. Set up tagging before you upload a lot of files, so you can tag them as they come in.

1. Think about what people will search for, such as an event, a product, a location, or a season. Each of those becomes a field.
2. Open Settings → Tagging and create a form, such as "Event". Your workspace can have 3 file forms by default, so group related fields in one form.
3. Add fields to the form, and options to each field. Field names work best as one or two words in singular form, such as "Category" or "Location".
4. For each field, decide whether it's "Required", whether it allows "Multiple selection", and whether uploaders can add or request new options.

Read more: Tagging, Setting up tagging

4. Upload your first filesCopy Anchor Link

Click the upload button in Media or in Uploads. Files your admin team uploads go through your default upload zone, which approves them automatically.

Clipido then processes each file. It creates previews and, if they're turned on, checks for duplicates and recognizes faces. Files show a "Processing" label until their previews are ready.

Tag your files from the tagging modal in Media or on the upload batch. The "Not tagged" view in Media lists the files that have no tags yet.

Read more: Upload, review, and publish, Duplicate detection

5. Invite your teamCopy Anchor Link

Access in Clipido works through groups:

• The "Admin" group has full access to Media, Sharing, Review, Uploads, and Settings.
• Custom groups don't give admin access by themselves. You use them to decide who can open a private workspace.

To invite someone:

1. Open Settings → Members and click Invite email.
2. Enter their email address and choose at least one group.
3. Click Create invite. They join when they sign in with that address.

To let everyone with your company's email domain join automatically, add the domain under "Whitelisted domains" on the same page. Then send them your club's sign-in URL, because the domain rule doesn't email anyone.

New workspaces have a limit of 3 members. Contact support if you need more seats.

Read more: Roles, Inviting members, Domain invites

6. Choose how people sign inCopy Anchor Link

Members sign in through your club's sign-in URL, which is your custom domain or {slug}.clipido.app, not the generic Clipido homepage. They can continue with email, Google, or Microsoft.

If your organization uses an identity provider, you can add single sign-on with SAML, and create members automatically with SCIM. SSO and SCIM are an add-on.

Read more: Google and Microsoft, Single sign-on (SAML), SCIM provisioning

7. Collect files from othersCopy Anchor Link

To receive files from photographers, partners, or colleagues outside your admin team, set up an upload zone under Uploads → Upload zones. Uploaders always sign in, so you know who sent each file.

Files sent through the upload zones you create wait for your review by default:

1. Open Review → Uploads and click a batch.
2. Approve or deny each file, or select several and use the buttons in the upload timeline.
3. Click Finish review. Approved files only appear in Media after this step.

To have uploaders tag their own files, open the upload zone and click Configure fields under "Upload tagging".

Read more: Approving uploads, Who can see uploaded files by default?

8. Share your first filesCopy Anchor Link

Pick the way to share that fits:

• A shared gallery for a one-off delivery, such as a press kit. It's always public: anyone with the link can view and download.
• A workspace for people who come back, such as a partner agency. You choose who can open it, and you can let them upload files.

Create either one under Sharing, choose the files, set what recipients can download, and copy the link from the "Publish" tab. Share files with a client or partner walks you through it.

9. Optional: make Clipido your ownCopy Anchor Link

• Branding: a banner on each shared gallery, and with whitelabel, your logo and colors on every public page.
• Custom domains: reach Clipido on your own hostname.
• Face recognition: find people in your photos, and let them find themselves with a selfie. This is an add-on.
• Download profiles: set up download quality, watermarks, and crop presets once, and reuse them.

Questions along the way? Click Ask at the top of any article, or email hello@clipido.com.