Managing Access in Dramatify

How to Manage Access in Dramatify #

Managing access levels in Dramatify ensures that each team member gets the tools they need, protects your production’s information, and helps optimise your subscription costs. This guide explains how access works at both the production and company levels, and how to manage contributors, read-only users, and special access roles.

Access Levels in Dramatify #

Dramatify offers two primary company account levels tied to subscription payments:

• Contributors: Team members who work in Dramatify and require editing rights. Each contributor occupies a paid seat in your company’s subscription.
• Read-only: Free team members who only need to view selected production information, such as scripts, rundowns, call sheets, day plans, or shared files. They cannot edit content.

Team members can belong to multiple productions with different access levels in each production. Your company only pays for one seat per contributor, regardless of how many productions they participate in.

Adding Crew and Setting Access #

Add a new crew member #

1. Go to Crew in the sidebar.
2. Click Add crew.
3. Select one of the following:
   • Add a new crew member
   • Add from your network
   • Upload a .csv spreadsheet
4. Add the name and email address and decide when to send the invitation.

If your company already has team members in Dramatify, you can select them from the dropdown instead of adding new details.

Choosing contributor or read-only #

You now select whether the member should be a:

• Contributor – paid, working user
• Read-only – free viewing access

If no contributor seats are available, one will be added to your subscription when you save.

Setting access levels #

Crew members can have:

• Full access – production administrator access to almost everything
• Tailored access – customised access to specific tools
• Read-only access – read-only access to specific features

Selecting Tailored access opens an expandable list of permissions. Checking a box gives read access. Clicking the arrow to the right reveals options to add and edit information where applicable.

You can speed up the setup by clicking Set default values for selected position, which applies recommended permissions for typical production roles. You can then adjust as needed. Remember to save.

Adding and Managing Cast Access #

Cast members are added through Characters & Cast → Add. The pop-up form is the same as for crew.

Typical cast access #

• Read-only is most common, as cast mainly read scripts, rundowns, call sheets, day plans, and shared files.
• Contributor is used when on-screen talent also writes scripts (e.g., entertainment, sports, talk shows, documentaries).

Editing access for existing cast #

Fiction and non-fiction cast lists look slightly different, but the functionality is the same. Click the cast member’s name, select Edit member details, adjust their access, and save.

Managing Users on the Company Level #

Managing access at the company level helps you:

• Get an overview of all company members
• Secure finished productions by downgrading access
• Free up and reduce contributor seats

The People overview #

1. Click Company in the top navigation.
2. Select your company.
3. Click People in the sidebar.

The People section is divided into:

• Contributors – paid users with editing rights
• Read-only – free users with view-only or no access

For each person, you can see the productions they belong to, their access level, and their status. Icons indicate their access type:

• Key – Full access
• Pen – Tailored access
• Eye – Read-only

Changing Access and Moving Between Levels #

Upgrade a Read-only member to Contributor level #

1. Hover on the right side of the member row.
2. Click Edit / Invite.
3. Click the pen icon.
4. Select Contributor and save.

If no seats are available, one will be added when you save.

Change access for an existing contributor #

1. Hover over the member row.
2. Click Edit / Invite.
3. Use the dropdown next to the production name to set the new access level.

Add the member to another production #

In the Edit / Invite pop-up, select Invite to production, choose the production, then select their role and access level.

Removing or deleting a member #

You can move a member to the free read-only section and set their access to none, which preserves their information in production records. You can also delete a member entirely via Edit / Invite → Delete Member. Their personal profile remains if they have previously logged in or had an account.

Special Access Levels #

Company Administrator #

The person who first creates a company in Dramatify becomes the company administrator. Company administrators can manage subscriptions, users, productions, and delete the company account.

Best practice: Always add at least one additional company administrator to ensure continuing account access.

Adding a company administrator:

1. The person must be a Contributor.
2. Click Edit / Invite.
3. Click the pen icon.
4. Check the Company administrator and save.

External rundown access #

For larger non-fiction productions, you may distribute the rundown to non-Dramatify members through a QR code or link with an optional shutdown date. This is useful for studio crew, translators, camera operators and similar roles.

Summary #

• Contributors are paid users and can have full or tailored access.
• Read-only users are free and can view selected production information.
• Access is set per production, and team members can appear in many productions.
• Use the People section on the company level to upgrade, downgrade, or remove access.
• Always assign more than one company administrator.
• Non-fiction productions can optionally allow limited external rundown access.