Organization Admin Guide

An Organization Admin (Org Admin) is a user who manages a DeadlineFTP organization. As an org admin, you control who can upload images, who can download them, what metadata fields are available, and how your team's workflow is configured.

When you sign up for DeadlineFTP, you automatically become the org admin for your organization. You can also grant admin privileges to other team members.

DeadlineFTP has three user roles within an organization. Each role has different capabilities:

The Members section of your admin dashboard lets you add, configure, and manage everyone in your organization.

Adding Members

There are two ways to add members to your organization:

• Invite by Email - Send an email invitation with a link to create an account
• Add Directly - Create an account for someone and share their login credentials

Member Settings

For each member, you can configure:

• Admin Status - Grant or revoke org admin privileges
• Photographer Role - Enable FTP upload access with unique credentials
• Editor Role - Enable gallery access and download capabilities
• FTP Credentials - View or reset their FTP username and password
• Additional FTP Logins - Give one photographer a second (or third) login for extra cameras. See Additional FTP Logins — each one counts against your plan's user limit
• Gallery Access Scope - Restrict which photographers' images they can see
• Active Status - Temporarily disable access without removing the member

Resending Credentials

If a member loses their login information, you can resend it from their member detail page. Use "Resend Login Info" to email their current credentials, or "Send Password Reset" to let them create a new password.

Photographers (FTP users) are the accounts that upload images directly from cameras. Each photographer needs unique FTP credentials configured in their camera.

Creating FTP Users

1. Go to the Members section in your admin dashboard
2. Click Add Member and enter their name and email
3. Enable the Photographer checkbox
4. The system generates a unique FTP username and password automatically
5. Share the FTP credentials with the photographer for camera configuration

FTP Credentials Format

Each photographer receives:

• FTP Server - Your organization's FTP hostname (shown in FTP Info)
• Port - Usually 21 for FTP
• Username - Auto-generated from their email (e.g., john.smith)
• Password - Randomly generated secure password

When you enable the Photographer role, the member gets one primary FTP login. If that photographer shoots with more than one body — an in-hand camera plus a remote, say — you can give the same person additional FTP logins. Each camera is configured with its own FTP username, so each one uploads independently, but everything still belongs to the same person.

What's Separate, What's Shared

Adding an FTP Login

1. Go to Members and open the member who needs the extra camera
2. Find the Additional FTP logins section
3. Enter a username — letters, numbers, dots, underscores, and hyphens only. It must be unique across all of DeadlineFTP, so prefix it with the photographer or organization name (e.g. jsmith.remote)
4. Optionally enter a label that describes the camera, such as Remote or High endzone
5. Leave the password blank to inherit the member's primary FTP password, or type one to give this camera its own
6. Click + Add login

Managing Existing Logins

Each login in the list shows whether it inherits the primary password or has its own, along with how many files it has uploaded. For each one you can:

• Password - Set a password just for that camera, or clear it to go back to inheriting the primary
• Deactivate - Stop the login from uploading and return its slot to your user limit. Nothing is deleted, and the files it already uploaded stay in the gallery
• Reactivate - Turn it back on, which takes a slot from your user limit again

The primary login can't be deactivated, deleted, or set to inherit a password — it's the member's own login. To remove it, remove the member from the organization.

Default XMP Fields controls which metadata fields your team sees when editing an image, the order they appear in, and how they're laid out. Open it from the Configuration menu on your organization page. It applies to everyone in the organization.

Selecting Fields

Add the IPTC/XMP fields that matter to your workflow from the list on the left, and remove any you don't need with the ✖ on each field. Common fields include:

• Caption - The main description of the image
• Headline - A short summary or title
• Credit - Photographer credit line
• Copyright - Copyright notice
• Keywords - Searchable tags
• Persons - Names of people in the image

You can't save an empty list. An organization with no fields configured falls back to showing every available field, so clearing the list would give your team more clutter, not less.

Ordering and Layout

Drag fields to arrange them. A blue line shows exactly where the field will land as you drag. The first field sits full-width at the top — usually Caption — and the rest fill the Left and Right columns. Drag a field into either column, or use the arrow button on a field to send it across.

The layout you build here is what your team actually sees: the same arrangement applies in the desktop gallery, the mobile gallery, and the image edit window. Put frequently-edited fields first to minimize scrolling.

Starting From an Existing XMP File

Click Upload XMP File and pick a representative sidecar. Every field that carries a value in that file is added to your list, which is a fast way to seed the layout from a shoot you've already captioned the way you like.

FTP destinations are external servers where your team can send edited images. This is typically used for wire services (AP, Reuters, Getty) or publication FTP servers.

Adding a Destination

1. Go to FTP Accounts in the gallery toolbar
2. Click Add Destination
3. Enter the server details: hostname, port, username, password
4. Choose the protocol: FTP, FTPS (FTP over TLS), or SFTP
5. Optionally specify a remote directory path
6. Click Test Connection to verify the settings
7. Save the destination

Using Destinations

Once configured, destinations appear in the image edit window under "Send to FTP". Select a destination and click Send to export the image with its embedded metadata.

A rename recipe is a saved, pattern-based rule that builds output filenames from template variables — date, a running sequence number, the original filename, metadata fields, and more. Instead of shipping cameras' raw IMG_1234.jpg names, your delivered files follow a consistent, wire-ready naming scheme.

Recipes use the same $variable / $$variable syntax as XMP templates, so anything you can drop into a template value you can build into a filename. See the XMP Templates Guide for the full variable list.

A delivery preset does more than point at a destination — it can describe the entire way a gallery goes out the door. Beyond the FTP destination itself, a saved preset can bundle:

• Output format — The file format the delivered image is written in.
• Resize — Constrain output to maximum dimensions or a long-edge size, so a destination always receives images at the resolution it expects.
• Rename recipe — Apply a saved File Renaming Recipe so delivered files follow your naming scheme automatically.

Bundling these into one preset means a single choice fully describes how a gallery is delivered — pick the preset and the format, size, filename, and destination are all handled together.

Several settings control how your gallery behaves and how images flow through your workflow.

Auto-Push to Subscribers

When enabled, images with completed audio transcriptions are automatically pushed to all connected DeadlineFTP Connect users. This is useful for voice-captioning workflows where transcribed images should reach editors immediately.

Gallery Generation

Controls whether thumbnail galleries are generated for uploaded images. In most cases, leave this enabled. Disable only if you're using DeadlineFTP purely for FTP relay without the web gallery.

Per-Member Settings

These settings can be configured at the organization level (applies to everyone) or overridden for specific members. Member settings can:

• Inherit - Use the organization's setting
• Enabled - Override to always enable
• Disabled - Override to always disable

Click FTP Info in the gallery toolbar to view your organization's FTP server details. This information is needed to configure cameras and FTP clients.

Server Details

• Hostname - The FTP server address (e.g., ftp.deadlineftp.com)
• Port - Usually 21 for standard FTP
• Protocol - FTP (unencrypted) or FTPS (encrypted)

Each photographer uses these server details combined with their personal username and password to upload images.

Quick Text files speed up captioning by expanding short codes into full text. As an org admin, you can prepare Quick Text files for your photographers.

Creating Quick Text Files

Create CSV or TSV files with player rosters, staff directories, or common captions. Each row contains a trigger code and up to three replacement options.

Sharing with Your Team

Quick Text is stored at the organization level. A Quick Text source added for the whole organization is visible to every member immediately — there's nothing to copy, redistribute, or re-import, and new members see it the moment they join. Deleting a source removes it for everyone.

You can also scope a source to a single photographer, so a roster only shows up for the person shooting that beat. See Sharing Across Your Organization for how org-wide and per-photographer entries fit together.

See the Quick Text Guide for file format details and examples.

Your organization has a storage quota based on your subscription plan. Monitor usage and manage files to stay within your limits.

Checking Storage Usage

A storage banner appears in the gallery when you're approaching your quota. It shows current usage and total available storage.

Freeing Up Space

To free storage space:

• Delete individual files - Remove specific images from the gallery
• Delete by photographer - Select a photographer and delete all their files at once
• Use selection mode - Select multiple images and delete them in bulk

Use this checklist when setting up your organization:

1. Set your Default XMP Fields - Select, order, and lay out the metadata fields your team needs
2. Set default values - Add credit lines, copyright notices, and other defaults
3. Add photographers - Create FTP accounts for everyone who will upload images
4. Add extra camera logins - Give photographers who shoot a second or remote body an additional FTP login (each counts as a user)
5. Share FTP credentials - Send camera configuration details to photographers
6. Add editors - Create accounts for people who need download access
7. Configure FTP destinations - Set up wire service or publication servers
8. Prepare Quick Text files - Create rosters or caption shortcuts if needed
9. Test the workflow - Upload a test image and verify it appears in the gallery