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Whiteboard Wednesday: CaptionSync User & Account Structure Improves Workflow

By: Aylin Dunham
Caption Online Content with Video integration workflows

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In this Whiteboard Wednesday we explain how CaptionSync accounts can be structured hierarchically to improve workflow within your organization. Parent and child accounts make it possible to create users with different permission settings, depending on their role and captioning needs.

Video Transcript:

Hi this is Courtney with Automatic Sync, and during this Whiteboard Wednesday I will be explaining the structure and permissions of CaptionSync accounts and their users.

Let’s say you work for the Accessible Technology Department of the Chancellor’s office, managing accessibility efforts for a group of colleges. It is your job to oversee and advise the colleges how to provide equal access to students with disabilities. You’ve chosen CaptionSync to transcribe and provide closed captioning for videos used throughout the whole college system.

Your job is to oversee this process but not necessarily to submit content for captioning yourself, so when your CaptionSync account is setup, you become the Primary User.

As the Primary User you are able to see and pay invoices, see submissions for all users on an account, and delegate any of these privileges to other users on the account.

As the Primary User you can add as many secondary users as necessary, with various permission settings. For example, you could have a user for the person who submits the department’s Mediasite content, another user for someone who works with YouTube content, and third user for someone in accounting who needs to pay invoices but will not submit content.

Also, keep in mind that you can have numerous levels of hierarchy in the account. So if the Chancellor’s office manages accessibility for a group of colleges, a 2nd tier of “child” accounts can be set up for each one, individually, under the parent account.

Each child account  has a primary user that could be, for example, the college’s Disability Services Coordinator. The primary user at each college level account would have Manage User and Manage Organization privileges, so they will be able to add, change and manage users for their own colleges. They can set up accounts for instructional designers, instructors, department directors or anyone else that will need to submit captioning.

The primary user of the child account can also set up a third tier child account, for example if multiple people in the Physics Department need to submit content.

All these users can have various degrees of access, depending on whether they need to be able to see invoices, manage other users, add features and integrations, or see captioning submissions from other user’s accounts.

With CaptionSync’s system of hierarchy and user management, it is easy to manage user permissions, the workflow of your organization’s captioning process, and billing and reporting functions.

For more instructions on how to set up various users and permission levels, see our support center or contact your account manager.

Thank you for watching this week’s Whiteboard Wednesday.