If you’re running video campaigns with a team—whether you’re in marketing, customer success, or sales ops—you know how messy things can get. Files everywhere, feedback lost in email chains, and someone always asks, “Wait, which version are we using?” If that sounds familiar, this guide is for you.
I’ll walk you through using Tavus to manage your video campaigns as a team. We’ll cover what actually makes collaborative work better (and what doesn’t), with honest advice on how to keep things efficient. No fluff, just practical steps.
1. Get Your Team Set Up the Right Way
Before you start uploading videos or building campaigns, slow down and set up your team for success. Skipping this step is where most teams go wrong.
Step 1: Invite the right people - Decide who actually needs access. More isn’t always better—too many cooks, etc. - On Tavus, you can invite users with different roles (Admin, Editor, Viewer). Give people the lowest level they need. You don’t want someone accidentally deleting a campaign.
Step 2: Clarify who does what - Assign clear roles before you dive in. For example: - One person handles video uploads and edits. - One person reviews and gives feedback. - Someone else schedules or publishes campaigns. - If your team is small, you might double up—but write it down somewhere.
Pro tip:
If you’re just “adding everyone” so they can “poke around,” expect chaos. Start small and add more folks as you need them.
2. Build a Shared Campaign Structure
Nothing slows down a team like everyone working differently. Tavus lets you organize campaigns, but it’s only useful if you agree on how you’ll use it.
Step 1: Agree on naming conventions
- Pick a simple, repeatable way to name campaigns, videos, and assets.
- Example: 2024-Q2-ProductLaunch-Sales, CustomerOnboarding-June24
- This makes searching and sorting a thousand times easier later.
Step 2: Set up folders and tags - Tavus supports folders and (depending on your plan) tags or labels. - Use folders for big splits (e.g., by quarter, product, or region). - Use tags for specifics (e.g., “ready-for-review,” “needs-edit”).
What to skip:
Don’t overengineer this. You don’t need a separate folder for every tiny campaign. Start broad and get more granular only if it actually helps.
3. Upload and Manage Video Assets Together
Uploading videos is easy. Keeping them organized and up-to-date as a team? That’s trickier.
Step 1: Centralize uploads - Use one shared location for all campaign assets. - Avoid the “I have the latest file on my desktop” problem.
Step 2: Version control
- Tavus doesn’t have full-blown version history like Github, but you can:
- Add version numbers to file names (Demo-v2, Onboarding-Final-FINAL)
- Archive old versions in a folder called Archive or Old
Step 3: Add descriptions and notes - Tavus lets you add notes or descriptions to videos. - Use this for context (“Rough cut—needs voiceover,” “Approved by legal”) - Saves a ton of back-and-forth later.
Pro tip:
You don’t need to upload everything. Only add what people will actually use. Old drafts? Keep them locally until you’re sure they’re needed.
4. Review and Approve as a Team (Without Endless Meetings)
Most teams bog down in the review phase. Tavus helps, but only if you keep it simple.
Step 1: Use built-in commenting - Tavus has commenting and feedback tools on videos. - Keep all feedback here, not in Slack, email, and a sticky note on your desk. - Tag teammates directly so they see what’s for them.
Step 2: Set deadlines for review - Assign due dates for feedback, or things will drag on forever. - If you’re in charge, follow up once—don’t nag endlessly.
Step 3: Decide who gets final say - Avoid groupthink or “approval by committee.” - Pick one person to give the green light before a campaign goes live.
What to ignore:
Don’t use Tavus comments for broad strategy debates or non-video issues. Keep it focused on the video at hand.
5. Automate What You Can (But Don’t Get Fancy Unless You Need It)
Tavus has some automation features—like bulk personalization and integrations with CRM tools. These can save time, but only if you actually need them.
Step 1: Use templates for recurring campaigns - If you run similar campaigns (say, monthly updates), create a template. - This reduces rework and keeps things consistent.
Step 2: Connect your tools (if it’s worth it) - Tavus integrates with some CRMs, email tools, and other services. - Only set this up if you’ll actually use it. Integrations can break, and you don’t want to spend hours troubleshooting something no one cares about. - Start manual, automate later if you find yourself repeating the same steps.
Step 3: Bulk personalization - Tavus can generate variations of videos for different contacts. - Use this if you’re sending the same base video to lots of people, with minor tweaks. - Skip it if your campaigns are all unique or highly customized.
6. Track Results—And Share Wins (and Lessons)
Running campaigns as a team is about learning, not just launching.
Step 1: Monitor analytics - Tavus gives basic stats: views, watch time, engagement. - Check these as a team. What’s working? What’s not? - Don’t just stare at the numbers—ask what they actually mean for your goals.
Step 2: Share learnings openly - Regularly share what’s working and what’s flopping, without blame. - Use shared docs or a quick team chat to keep everyone in the loop. - Celebrate wins, but also flag things that need fixing.
Step 3: Archive and document - After a campaign ends, move assets to an archive folder. - Note what worked and what you’d do differently next time. Future you will thank you.
A Few Things Tavus Won’t Fix (and What To Do Instead)
Let’s be real: No tool solves every collaboration problem. Here’s what Tavus can’t fix:
- Bad communication habits: If your team ignores comments or never checks notifications, no software will save you.
- Overcomplicated processes: If you have five approval layers for every video, Tavus won’t make it feel faster.
- Unclear goals: If you don’t know what a “successful campaign” looks like, metrics won’t help.
What helps:
Keep things simple. Use Tavus for what it’s good at—organizing, sharing, and reviewing videos. For everything else, talk to your team and fix the real problem.
Wrapping Up: Keep It Simple, Iterate Often
Collaboration is a process, not a one-time setup. Tavus is a solid tool for managing video campaigns with a team, but it’s only as good as the habits you build around it. Start with the basics, don’t overcomplicate things, and improve as you go. The best teams keep things clear, communicate openly, and aren’t afraid to tweak what isn’t working. That’s where efficiency really comes from—not just the software.