Organization Management

Learn how to manage your brand's organization profile, team members, and settings to maximize your success on Flexilocus.

Understanding Organizations
Organization Profile
Brand Profile Details
Team Management
Inviting Team Members
Team Collaboration Settings

Understanding Organizations

What Are Organizations?

In Flexilocus, an organization represents your company or agency. It's the central entity that:

Holds your brand profile and information
Manages subscriptions and billing
Contains team members and their permissions
Owns campaigns and collaborations
Tracks usage and analytics

Think of your organization as your company's identity on Flexilocus.

Organization Types

Flexilocus supports two types of organizations:

Brand Organizations:

Represent product or service companies
Market their own products/services directly
Single brand identity
Most common organization type

Agency Organizations:

Marketing or PR agencies
Manage campaigns for multiple clients
Can represent multiple brands
Additional client management features

Note: Your organization type is set during onboarding but can be changed in settings if needed.

Organization Structure

Each organization has:

Profile Information: Name, logo, description, website
Team Members: Users with various permission levels
Subscription: Plan tier and billing information
Settings: Preferences and configurations
Collaborations: All past and active creator partnerships
Campaigns: Organized marketing initiatives

Primary Organization

If you're part of multiple organizations (common for agency users), one will be set as your primary organization:

Automatically selected when you log in
Used as the default for new campaigns
Can be switched from the dashboard
Affects which collaborations you see

Organization Settings

Access organization settings from Settings > Organization to manage:

Basic information
Brand profile
Team members
Billing and subscription
Discovery preferences
Notification settings

Organization Profile

Managing Basic Information

Keep your organization profile up to date to build trust with creators.

Organization Name

How to Update:

Navigate to Settings > Organization
Click "Edit Organization Details"
Update the Organization Name field
Click "Save Changes"

Best Practices:

Use your official company or brand name
Avoid abbreviations unless they're well-known
Keep it professional and recognizable
This appears in all communications with creators

Organization Description

What to Include:

What your company does
Your industry or niche
Company values or mission
What makes you unique
2-4 sentences recommended

Example: "TechFlow is a leading SaaS company providing project management solutions for remote teams. We're passionate about helping businesses work efficiently from anywhere in the world. With over 50,000 customers globally, we're committed to building tools that make remote collaboration seamless."

Organization Slug

Your organization slug is a unique identifier used in URLs:

Format: flexilocus.com/brands/your-slug
Cannot be changed after initial setup
Used in API references and integrations
Keep it short and memorable

Important: Contact support if you absolutely need to change your slug, as it may affect existing links and integrations.

Adding Visual Identity

Organization Logo

Your logo appears throughout the platform and in creator communications.

How to Upload:

Go to Settings > Organization
Click on the logo placeholder or existing logo
Select "Upload New Logo"
Choose an image file (PNG, JPG, or SVG)
Crop and adjust if needed
Click "Save"

Logo Requirements:

Minimum size: 400x400 pixels
Maximum file size: 5MB
Recommended format: PNG with transparent background
Square or circular logos work best
High resolution for clarity

Best Practices:

Use your official brand logo
Ensure good contrast against light and dark backgrounds
Avoid logos with too much text
Test how it looks in different sizes

Cover Image

A cover image adds visual appeal to your profile.

How to Upload:

Navigate to Settings > Organization
Find the "Cover Image" section
Click "Upload Cover Image"
Select an image file
Adjust positioning if needed
Click "Save"

Cover Image Specifications:

Recommended size: 1920x600 pixels
Maximum file size: 10MB
Formats: JPG or PNG
Aspect ratio: 16:5 or similar wide format

Cover Image Ideas:

Team photos
Product photography
Brand lifestyle imagery
Office or workspace photos
Abstract brand-themed graphics

Contact Information

Website URL

Add your primary website:

Must include https:// or http://
Used for brand verification
Helps creators research your brand
Appears on your public profile

Additional Links

You can add multiple social media and website links:

Main website
LinkedIn company page
Instagram business account
Twitter/X account
Facebook page
YouTube channel
Other relevant links

Organization Visibility Settings

Control how your organization appears to creators:

Public Profile:

Visible to all verified creators
Appears in brand discovery
Shows full profile information
Allows creator outreach

Private Profile:

Only visible to creators you contact
Not shown in brand discovery
More selective approach
Requires direct outreach

Verification Status

Organization verification provides credibility:

Verified Badge Benefits:

Blue checkmark on profile
Higher priority in creator discovery
Increased creator response rates
Trust and legitimacy

How to Get Verified:

Complete all profile information
Add official website with matching domain email
Upload logo and cover image
Have active subscription
Submit verification request from Settings

Verification typically takes 2-3 business days.

Brand Profile Details

Brand Categories

Select content categories that align with your brand (multiple selections allowed):

Category Examples:

Arts & Crafts
Automotive
Beauty & Makeup
Business & Finance
Comedy & Entertainment
Cooking & Food
Education & Tutorials
Fashion & Style
Fitness & Wellness
Gaming
Health & Medicine
Home & Garden
Lifestyle & Vlog
Music & Audio
News & Politics
Parenting & Family
Pets & Animals
Science & Technology
Sports & Outdoors
Travel & Adventure
And many more...

How to Select Categories:

Navigate to Settings > Brand Profile
Find "Brand Categories"
Click "Add Category"
Select all relevant categories
Reorder by priority (drag and drop)
Save changes

Best Practices:

Select 3-7 categories
Choose categories that match your target audience
Consider both your products AND your audience's interests
Update as your brand evolves

Brand Voice & Values

Help creators understand your brand personality and create authentic content.

Brand Voice

Describe your brand's communication style:

Tone Attributes (select multiple):

Professional
Casual & Friendly
Humorous & Playful
Sophisticated & Elegant
Bold & Edgy
Warm & Empathetic
Authoritative & Expert
Inspirational & Motivational

Voice Description: Write 2-3 paragraphs describing:

How you communicate with customers
Your brand personality traits
Language and terminology you use
What you avoid in communications

Example: "At EcoLife, we communicate with warmth and authenticity. We're passionate about sustainability but never preach or judge. Our voice is educational yet accessible, helping people understand environmental issues without overwhelming them. We use positive, action-oriented language that empowers our community to make small changes that add up to big impact."

Brand Values

Core Values (select or write): List 3-6 core values that define your brand:

Sustainability
Innovation
Quality
Affordability
Community
Transparency
Inclusivity
Authenticity
Excellence
Customer-First
Social Impact

Values Description: Explain what each value means to your brand and how you demonstrate it.

Marketing Information

Target Audience

Define your ideal customer:

Demographics:

Age range (e.g., 18-34)
Gender breakdown
Income level
Education level
Geographic focus

Psychographics:

Interests and hobbies
Values and beliefs
Lifestyle characteristics
Buying behaviors
Pain points you solve

Example: "Our target audience is eco-conscious millennials (25-40) who prioritize sustainability in their purchasing decisions. They're educated, urban professionals willing to pay premium prices for ethical products. They value transparency, quality, and brands that align with their environmental values."

Marketing Channels

Indicate which channels you're active on and interested in:

YouTube
Instagram
TikTok
X/Twitter
LinkedIn
Podcasts
Newsletters
Blogs
Facebook
Pinterest
Twitch
Other

For each channel, specify:

Current activity level (Active/Exploring/Not Interested)
Your official accounts/handles
Primary goals for the channel
Budget allocation priority

Budget Ranges

Help creators understand your investment level:

Overall Influencer Marketing Budget:

Under $1,000/month
$1,000 - $5,000/month
$5,000 - $20,000/month
$20,000 - $50,000/month
$50,000 - $100,000/month
$100,000+/month
Varies by campaign

Per-Creator Budget Range:

Under $500
$500 - $2,000
$2,000 - $5,000
$5,000 - $10,000
$10,000 - $25,000
$25,000+

Note: Budget information is private and not shown to creators. It helps our algorithm suggest appropriate creators and allows you to filter discovery results.

Social Media Links

Connect your social media presence:

How to Add Social Links:

Go to Settings > Brand Profile
Scroll to "Social Media Links"
Click "Add Social Link"
Select platform and enter URL or handle
Save

Supported Platforms:

Instagram
TikTok
YouTube
X/Twitter
LinkedIn
Facebook
Pinterest
Snapchat
Threads
Custom links

Why Add Social Links:

Creators can research your brand
Shows social media presence
Validates your brand identity
Demonstrates platform activity
Helps creators understand your style

Discovery Settings

Control how creators can discover and contact you:

Allow Creator Discovery

Enable/Disable Creator Discovery:

Enabled: Your brand appears in creator discovery searches
Disabled: Creators cannot find you; you must reach out first

When to Enable:

You're actively seeking creator partnerships
You want inbound proposals
You're open to creator outreach
You have capacity to review proposals

When to Disable:

You're only working with existing creator relationships
You're at capacity with current collaborations
You prefer full control over outreach
You're in a planning phase

Minimum Follower Requirements

Set minimum follower counts for creators who can reach out:

Per Platform:

YouTube: Minimum subscribers
Instagram: Minimum followers
TikTok: Minimum followers
X/Twitter: Minimum followers
LinkedIn: Minimum connections
Newsletter: Minimum subscribers
Podcast: Minimum subscribers

Example Settings:

Micro-influencer focus: 5,000 - 50,000
Mid-tier focus: 50,000 - 500,000
Macro-influencer focus: 500,000+
No minimum: Accept all creator levels

Tip: Don't dismiss micro-influencers—they often have higher engagement rates and more authentic connections with their audiences.

Preferred Categories

Specify which creator categories you're most interested in:

Matches your brand categories
Complementary categories
Target audience interests
Strategic partnership opportunities

Team Management

Understanding Team Roles

Flexilocus supports three team member roles with different permission levels:

Owner

Permissions:

Full access to all organization features
Can manage billing and subscription
Can add/remove team members
Can assign/change roles
Can delete organization
Cannot be removed by other members

Limitations:

Only one owner per organization
Ownership can be transferred to another member

Admin

Permissions:

Manage all campaigns and collaborations
Invite and manage team members (except owner)
Edit organization profile
View billing information
Cannot modify subscription or delete organization

Use Cases:

Marketing managers
Campaign directors
Senior team members

Member

Permissions:

Create and manage own campaigns
Participate in collaborations
View organization profile
Send messages to creators
Cannot invite team members or change settings

Use Cases:

Marketing coordinators
Content managers
Campaign executors
Specialists

Viewing Your Team

How to Access Team Management:

Click on Settings in the main navigation
Select "Team" from the sidebar
View all current team members

Team Member List Shows:

Name and profile picture
Email address
Role (Owner/Admin/Member)
Department (if specified)
Job title (if specified)
Join date
Last active
Status (Active/Invited/Inactive)

Adding Team Members

Prerequisites:

You must be Owner or Admin
Have available team seats in your subscription
Free plan: 1 seat only
Launch plan: Up to 3 seats
Amplify plan: Up to 10 seats

Quick Add Process:

Go to Settings > Team
Click "Invite Team Member"
Enter email address
Select role (Admin or Member)
Optional: Add department and job title
Optional: Add personal message
Click "Send Invitation"

Managing Team Member Permissions

Changing Roles

How to Change a Team Member's Role:

Go to Settings > Team
Find the team member
Click the dropdown next to their role
Select new role (Admin or Member)
Confirm the change

Note: Only Owners can change roles. Admins cannot promote other members to Admin.

Custom Permissions (Coming Soon)

Future updates will include granular permissions:

View-only access to specific campaigns
Limited creator discovery access
Reporting-only access
Client-specific access (for agencies)

Departments and Job Titles

Organize your team with departments and titles:

Common Departments:

Marketing
Social Media
Content Creation
Public Relations
Brand Management
Partnerships
Creative
Strategy

Adding Department/Title:

Click on team member name
Select "Edit Details"
Enter department and job title
Save changes

Benefits:

Better team organization
Clear responsibilities
Professional appearance to creators
Easier collaboration tracking

Team Member Visibility in Collaborations

Control how team members appear to creators:

Visibility Options:

Show Names: Creators see team member names and titles
Show Roles Only: Creators see roles without names (e.g., "Marketing Manager")
Show Organization Only: All communications appear from the organization
Individual Choice: Each team member sets their own visibility

How to Configure:

Settings > Team > Visibility Settings
Select organization-wide default
Or allow individual member settings
Save preferences

Considerations:

Show Names: Most personal and transparent
Show Roles: Professional but maintains some privacy
Organization Only: Uniform brand appearance
Individual Choice: Flexibility for team preferences

Removing Team Members

How to Remove a Team Member:

Go to Settings > Team
Find the team member
Click "..." menu
Select "Remove from Organization"
Confirm removal

What Happens:

Member immediately loses access
Their active collaborations remain visible
Historical data is preserved
They receive a notification email
Freed seat becomes available for new invites

Best Practices:

Transfer ownership of their active campaigns first
Download any necessary reports
Notify creators if they were primary contacts
Document handoff procedures

Inviting Team Members

Sending Invitations

The invitation process is simple and secure:

Step 1: Initiate Invitation

Navigate to Settings > Team
Click "Invite Team Member"
The invitation modal appears

Step 2: Enter Team Member Information

Required Information:

Email address (work email recommended)
Role selection (Admin or Member)

Optional Information:

First and last name (helps personalize invitation)
Department
Job title
Custom invitation message

Step 3: Customize Invitation Message

Add a personal message to your invitation:

Default Message: "You've been invited to join [Organization Name] on Flexilocus. Click the link below to accept your invitation and get started."

Personalized Example: "Hey Sarah! I'm adding you to our Flexilocus account so we can collaborate on our Q4 influencer campaigns. You'll have access to all our creator partnerships and can help manage the upcoming holiday campaign. Excited to have you on board!"

Step 4: Send Invitation

Click "Send Invitation" to send the email immediately.

Invitation Email Flow

What Happens:

Invitee receives email with invitation link
Link includes secure token
Click-through takes them to registration/login
If they have an account, they accept and join
If no account, they create one and automatically join
You receive confirmation notification

Invitation Email Contains:

Organization name and logo
Inviter's name (who sent the invitation)
Role they're being invited as
Custom message (if included)
"Accept Invitation" button
Link expiration notice (7 days)

Managing Pending Invitations

Track invitations that haven't been accepted yet:

View Pending Invitations:

Settings > Team
Filter by "Invited" status
See all pending invitations

Pending Invitation Actions:

Resend Invitation:

If they didn't receive the email
If the link expired
If they accidentally deleted it

Cancel Invitation:

If you invited wrong email
If person is no longer joining
If role needs to be changed

Change Invitation Details:

Update role before they accept
Modify department or title
Add custom message

Invitation Expiration

Expiration Rules:

Invitations expire after 7 days
Expired invitations show "Expired" status
Must resend to re-activate
No limit on resends

Best Practices:

Send personal heads-up before inviting
Follow up if not accepted within 48 hours
Use work email addresses for higher deliverability
Check spam folders if they don't receive it

Revoking Invitations

How to Revoke:

Find pending invitation
Click "..." menu
Select "Revoke Invitation"
Confirm revocation

What Happens:

Invitation link becomes invalid
Invitee cannot accept
Invitation removed from pending list
No notification sent to invitee
Team seat becomes available

Bulk Invitations

For larger teams:

How to Invite Multiple Members:

Settings > Team
Click "Bulk Invite"
Enter email addresses (one per line)
Select default role for all
Optional: Upload CSV with details
Review and send

CSV Format:

email,first_name,last_name,role,department,job_title
john@company.com,John,Doe,admin,Marketing,Marketing Manager
jane@company.com,Jane,Smith,member,Social Media,Social Media Coordinator

Team Collaboration Settings

Controlling Team Appearance to Creators

How your team appears to creators affects transparency, trust, and communication effectiveness.

Visibility Options Explained

1. Show Names and Titles

What Creators See:

"John Smith, Marketing Manager at Acme Corp"
Profile pictures
Individual names in chat
Who's responsible for what

Pros:

Most personal and transparent
Builds individual relationships
Clear accountability
Human connection

Cons:

Less privacy for team members
Creators may try to reach out directly
Team changes are visible

Best For:

Small teams
Brands prioritizing transparency
Long-term partnerships

2. Show Roles Only

What Creators See:

"Marketing Manager at Acme Corp"
Generic avatars or organization logo
Role-based identification
Department information

Pros:

Professional appearance
Maintains some privacy
Creators understand team structure
Flexibility for team changes

Cons:

Less personal connection
Slightly less transparency
May feel more corporate

Best For:

Medium-sized teams
Professional B2B brands
Teams with high turnover

3. Show Organization Only

What Creators See:

"Acme Corp"
Organization logo only
All messages from brand
No individual identification

Pros:

Unified brand voice
Maximum privacy
Seamless team transitions
Consistent appearance

Cons:

Least personal
No individual relationships
May feel impersonal to creators
Less accountability visibility

Best For:

Large organizations
Agencies managing multiple brands
High-security requirements
Brands wanting unified voice

4. Individual Member Choice

What Happens:

Each team member sets preference
Mixed visibility across team
Some show names, others don't
Flexible approach

Pros:

Maximum flexibility
Respects individual preferences
Accommodates different roles
Can adjust per person

Cons:

Inconsistent appearance
May confuse creators
Harder to manage
Less cohesive branding

Best For:

Diverse teams
Different visibility needs by role
Organizations valuing autonomy

Setting Organization-Wide Defaults

How to Set Default Visibility:

Settings > Team > Visibility
Select organization-wide default
Choose from options above
Apply to all members or allow individual override
Save changes

Individual Member Display Preferences

If allowing individual choice:

Team Member Settings:

Each member goes to their Profile Settings
Finds "Visibility in Collaborations"
Selects their preference:
- Use organization default
- Show my name and title
- Show role only
- Hide my details
Saves changes

Custom Display Names

For members who want visibility but with modifications:

Setting Custom Display Name:

Profile Settings
"Display Name for Collaborations"
Enter custom name (e.g., "Alex from Acme" instead of full name)
Save

Use Cases:

Shortened names
Nicknames
Role-based names
Brand consistency

Why Visibility Settings Matter

Impact on Creator Relationships:

High Transparency (Names Shown):

Creators feel more connected
Easier to build relationships
Clear communication lines
Personal accountability
Better for long-term partnerships

Low Transparency (Organization Only):

More professional distance
Easier team transitions
Unified brand voice
Better for transactional relationships
Protects team privacy

Choose Based On:

Your brand culture
Team size and structure
Type of collaborations
Creator relationship goals
Privacy concerns
Industry norms

Managing Visibility for Specific Collaborations

Per-Collaboration Overrides:

Open a collaboration
Click "..." menu
Select "Visibility Settings"
Choose visibility for this collaboration only
Save

Use Cases:

VIP creator relationships (show names)
Sensitive campaigns (hide details)
Testing different approaches
Special circumstances

Best Practices for Team Collaboration

Effective Team Communication:

Assign Clear Roles: Each collaboration should have a clear owner
Use Internal Notes: Leave notes for team members in collaborations
Set Notification Preferences: Avoid overwhelming team with notifications
Regular Syncs: Hold team meetings to discuss active collaborations
Documentation: Keep collaboration briefs and notes updated
Handoff Procedures: Document how to transfer collaboration ownership
Response Time Standards: Set expectations for team response times
Escalation Paths: Define when and how to escalate issues

Team Efficiency Tips:

Tag System: Use tags to categorize and assign collaborations
Saved Responses: Create templates for common messages
Collaboration Templates: Build reusable campaign structures
Reporting Schedule: Regular team performance reviews
Knowledge Base: Internal documentation for procedures
Training: Onboard new team members systematically

Organization Best Practices

Maintaining a Strong Profile

Keep Information Current:

Review profile quarterly
Update after rebrands
Refresh imagery annually
Keep team list current
Update target audience as it evolves

Optimize for Discovery:

Complete all profile sections
Use relevant keywords in description
Select accurate categories
Add high-quality images
Keep social links updated

Building Trust with Creators

Professional Presence:

Complete and detailed profile
Active social media accounts
Responsive to inquiries
Clear brand values
Professional imagery

Transparency:

Honest about expectations
Clear communication
Fair pricing practices
Respectful of creator time
Timely payments (when applicable)

Managing Growth

As Your Team Grows:

Define clear roles and responsibilities
Implement approval workflows
Use collaboration tagging system
Schedule regular team syncs
Create internal documentation
Consider upgrading subscription for more seats

Scaling Campaigns:

Start small and test
Document what works
Create templates
Build creator relationships
Invest in team training
Leverage analytics for improvement

Troubleshooting

Common Organization Issues

Cannot Edit Organization Details:

Check your role (must be Owner or Admin)
Refresh the page
Clear browser cache
Contact support if issue persists

Team Member Didn't Receive Invitation:

Check spam/junk folder
Verify email address is correct
Resend invitation
Try alternative email
Check invitation expiration

Subscription Seat Limit Reached:

Review current team members
Remove inactive members
Upgrade subscription plan
Contact support for temporary increase

Visibility Settings Not Applying:

Ensure settings are saved
Check individual overrides
Clear cache and reload
Contact support if issue continues

Getting Help

Need assistance with organization management?

Email: support@flexilocus.com
Help Center: Browse related articles
Live Chat: Available for paid subscribers
Account Manager: Amplify plan subscribers

Next Steps

Now that your organization is set up:

Your organization profile is the foundation of your success on Flexilocus. Invest time in building a complete, professional presence to attract the best creators!

Organization Management

Table of Contents

Understanding Organizations

What Are Organizations?

Organization Types

Organization Structure

Primary Organization

Organization Settings

Organization Profile

Managing Basic Information

Organization Name

Organization Description

Organization Slug

Adding Visual Identity

Organization Logo

Cover Image

Contact Information

Website URL

Additional Links

Organization Visibility Settings

Verification Status

Brand Profile Details

Company Information

Industry Selection

Company Size

Company Location

Brand Categories

Brand Voice & Values

Brand Voice

Brand Values

Marketing Information

Target Audience

Marketing Channels

Budget Ranges

Social Media Links

Discovery Settings

Allow Creator Discovery

Minimum Follower Requirements

Preferred Categories

Team Management

Understanding Team Roles

Owner

Admin

Member

Viewing Your Team

Adding Team Members

Managing Team Member Permissions

Changing Roles

Custom Permissions (Coming Soon)

Departments and Job Titles

Team Member Visibility in Collaborations

Removing Team Members

Inviting Team Members

Sending Invitations

Step 1: Initiate Invitation

Step 2: Enter Team Member Information

Step 3: Customize Invitation Message

Step 4: Send Invitation

Invitation Email Flow

Managing Pending Invitations

Invitation Expiration

Revoking Invitations

Bulk Invitations

Team Collaboration Settings

Controlling Team Appearance to Creators

Visibility Options Explained

Setting Organization-Wide Defaults

Individual Member Display Preferences

Custom Display Names

Why Visibility Settings Matter

Managing Visibility for Specific Collaborations

Best Practices for Team Collaboration

Organization Best Practices

Maintaining a Strong Profile

Building Trust with Creators

Managing Growth

Troubleshooting

Common Organization Issues

Getting Help

Next Steps