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
• 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

XMP templates control which metadata fields appear in the gallery and what default values are applied to uploads.

Selecting Fields

Choose which IPTC/XMP fields are relevant for your workflow. 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

Field Ordering

Drag fields to arrange them in the order you want. Put frequently-edited fields first to minimize scrolling. The order you set applies everywhere: desktop gallery, mobile gallery, and the image edit window.

Default Values

Set default values that are automatically applied when images are uploaded. Use variables like {year4} for the current year or {filename} for the original filename. See the XMP Templates Guide for all available variables.

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.

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.

Distributing to Team

Share Quick Text files with your photographers and editors. Each user loads their own Quick Text file in the gallery using the Quick Text button in the toolbar.

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. Configure XMP fields - Select and order 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. Share FTP credentials - Send camera configuration details to photographers
5. Add editors - Create accounts for people who need download access
6. Configure FTP destinations - Set up wire service or publication servers
7. Prepare Quick Text files - Create rosters or caption shortcuts if needed
8. Test the workflow - Upload a test image and verify it appears in the gallery