How a Team Works on AI Video: Shared Projects, Folders, Versions and Client Approval With No Account

When several people work on one video, files scatter and notes get lost. Here is how to build an orderly process: one project, folders, versions, notes on an exact second and an approval link for the client.

Most AI video tools were built for one person. That works until someone else joins: a designer sending a logo, a manager who wants to see a draft, a client with a note about second seven. Suddenly the files are in a chat, the versions are called final_final_3, and the notes are in an email nobody can find. This guide shows another way to work, in any organisation, agency or class.

The Problem Is Not the Video but Everything Around It

Making the video is already fast. What takes time is finding the right picture, knowing which version is the latest, and turning a note like "something in the middle is off" into a real fix. So the first question when choosing a tool for a team is not which engine it has, but where everything is kept and who sees what.

One Project for Each Film or Campaign

Rule one: every job gets a named project. Inside it are the files you uploaded, such as pictures, videos and voice recordings, next to everything that was made. When it is all in one place, someone joining midway sees at once what exists instead of asking what is missing.

• Folders inside the project: logos, client footage, voices, drafts
• Folders of projects: Client A, Spring course, Marketing
• Versions on one file instead of files with different names
• A status for each file: in progress, needs review, approved, needs changes

Who Gets In and What They May Do

Not everyone needs the same rights. Whoever creates and uploads gets edit, and whoever only follows along gets view. A team with several clients can invite someone to a whole folder, so they join all its projects, including ones opened later. Watch the money too: in an orderly process it is clear who approves each paid generation and whose balance it comes from.

Client Approval Without Making Them Sign Up

A client does not want another account. They want to watch the video, say what to fix and approve. That makes the approval link the most important tool in the process: one click opens the file, the folder or the project. You can protect it with a password, an email list and an expiry date, and choose what it allows: notes, approval, download or uploading files. When a client uploads the logo through that same link, it lands in the project and not in a chat.

Notes on an Exact Second

The gap between "something is off" and "at 0:07 the title disappears too fast" is an hour of work. Pause at the right point, write a note, and it is saved with the exact time and the version it was written on. With us, a note on a film also reaches the film in the Genie, where it can become a fix.

A rule of thumb: a note that points at no moment and no file is not yet a note. Ask the client to pause at the spot and write there.

How It Looks in a Class or Course

At a college or film school the process is almost the same. Each student or group opens a project and invites the lecturer. The lecturer sees every file and version, comments on the exact moment and marks what is approved. Feedback stays on the work, not in a separate chat that is gone by the end of the semester.

What It Costs to Keep It All

Ask any provider two questions: what counts against the storage, and how long files are kept. At Cadabra AI there are 5 GB of uploads per account, and what is made here does not count. Your uploads are kept for 30 days from the project's last opening, and every opening adds to that. Anything you want long term is worth downloading to your own computer or company drive.

A Short List to Start With

• Open a named project for each film or campaign
• Make folders for files and drafts
• Invite the team, edit for creators and view for those following along
• Send the client a link with notes and approval, and add an expiry date
• Mark approved only what truly is, so there is no doubt

If you are an organisation or a college and want to learn to work this way, we offer guest lessons, courses and team accounts on the organisations page: https://www.livinginmovie.com/en/organizations

Where to go next

• 105 image codes, and here they run
• 61 codes that turn a picture into a clip
• More guides on the blog