How to set up team collaboration and shared libraries in Sendspark

If your team is juggling video messages, demos, or explainer clips, and you want to stop hunting through inboxes or random folders, you’re in the right place. This guide is for anyone who wants to actually use Sendspark for team collaboration—not just send the occasional video. We’ll walk through real-world setups, common headaches, and how to keep things simple.

Why bother with teams and libraries in Sendspark?

Sendspark isn’t just for solo sales or support folks sending one-off clips. If you work in marketing, sales, customer success, or any role where videos are shared, you’ll quickly hit a wall with one-person accounts.

Team features actually matter when: - You want everyone to have access to “approved” videos, not just whatever’s on their laptop - You’re tired of recreating the same intro/outro over and over - You need control over who can send, edit, or view what - You’d like some consistency in branding and messaging

It’s easy to overcomplicate things. I’ll show you how to set up collaboration and shared libraries without creating a mess.

Step 1: Make sure you’re on the right Sendspark plan

Honest take: If you’re on the free or basic plan, you won’t get team features or shared libraries. Sendspark’s team features are locked behind their “Teams” or higher plans.

  • Double-check your plan in your Sendspark dashboard under “Billing” or “Account.”
  • If you’re not on a team plan, you’ll need to upgrade. (Yes, this costs more. There’s no hack around it.)

Pro tip: Don’t upgrade everyone right away. Start with a couple of people, test it, and expand once you know it fits your workflow.

Step 2: Setting up your team workspace

Once you’re on the right plan:

  1. Go to “Team” or “Workspace” settings.
    • This is usually in your account dropdown (top right).
  2. Invite teammates.
    • Use work emails, not personal ones. It’s easier to manage later.
  3. Assign roles.
    • Most teams just need “Admin” and “Member.”
    • Give admin rights sparingly. Too many admins = chaos.
  4. Set up default branding.
    • Upload your logo, set your company colors, and pick a standard intro/outro if you have one.
    • This saves time later and keeps videos looking consistent.

Heads up: There’s no granular role control (like “view only” or project-based permissions)—it’s pretty basic. If you need tight permissioning, Sendspark might not be the best fit.

Step 3: Building and using shared libraries

This is where things actually get easier—for once.

Creating shared folders/libraries

  1. Go to the “Library” or “Videos” tab.
  2. Create a new folder.
    • Name it something obvious (“Sales Intros,” “Onboarding Demos,” etc.).
  3. Set folder as shared.
    • By default, folders in the team workspace are visible to all team members.
  4. Upload or drag in existing videos.
    • You can move personal videos into shared folders, but note that moving may change who can edit or view them.

Best practices for shared libraries

  • Keep folder names clear and boring. (“Q3 Product Updates” is better than “Magic Videos”)
  • Don’t over-nest folders. One or two levels deep is plenty.
  • Agree on naming conventions. (“CustomerName - Product Demo - Date” helps everyone find things)
  • Archive old stuff. Move outdated videos to an “Archive” folder so your main library stays clean.

What’s missing: There’s no built-in version control, approvals, or really advanced organization. If you need those, you’ll have to use another tool or do it manually.

Step 4: Collaborating on videos (and what collaboration really means here)

Let’s be real—Sendspark isn’t Google Docs for video. You can’t co-edit in real time or leave in-line comments.

What you can do:

  • Share videos with teammates for feedback.
    • Copy the video link and send it to a teammate via chat or email.
    • They can watch, comment, or record a new version if needed.
  • Duplicate videos.
    • Anyone can make a copy to personalize or tweak for their own use.
  • Edit team-shared videos.
    • Members can edit videos in shared folders (trim, update thumbnails, etc.), unless otherwise restricted.
  • Use shared templates.
    • Create templates for intros, outros, or common scripts so everyone stays on-brand.

What you can’t do:

  • No real-time editing.
  • No in-app threaded comments or approvals.
  • No detailed analytics by team member (as of now).

If you need heavy-duty video collaboration, this isn’t the tool. But for most teams, Sendspark covers the basics and keeps things simple.

Step 5: Keeping your team organized and sane

If you stop here, things will get messy fast. A little structure goes a long way.

Set basic rules

  • One owner per folder. Assign someone to keep folders organized.
  • Monthly cleanup. Schedule 15 minutes each month to archive or delete old videos.
  • Shared templates. Create and maintain a few “official” videos or scripts everyone can use.
  • Avoid duplicate uploads. Search before uploading something new.

Communicate outside Sendspark

  • Use Slack, Teams, or email to coordinate who’s working on what.
  • Decide where feedback happens—don’t rely on Sendspark notifications.

Pro tip: If you’re onboarding new team members, record a short “How We Use Sendspark” video and put it in a shared folder. Saves you from repeating yourself.

Step 6: Troubleshooting common issues

Can’t see a shared folder or video? - Double-check you’re logged in under the team workspace, not a personal account. - Refresh the page. (Yes, sometimes it’s that simple.) - Ask an admin to check your permissions.

Video missing or overwritten? - There’s no undo for deleted videos. Download backups if something’s critical. - If someone edits a shared video, changes are live for everyone—so communicate before making big changes.

Team member left the company? - Remove them from the workspace right away. - Their videos in shared folders will usually remain, but double-check nothing was stored in personal folders.

Step 7: What to ignore (and what not to overthink)

  • Don’t obsess over folder structure. You’ll never get it perfect. Start simple, adjust as you go.
  • Skip unused features. If your team doesn’t need video templates or analytics, don’t force it.
  • Don’t try to control every edit. Trust your team, or you’ll spend more time policing than collaborating.

Wrapping up: Keep it simple and iterate

Team collaboration in Sendspark isn’t rocket science, but it does take a little setup. Start with the basics: get the right plan, add your teammates, set up a couple of shared folders, and agree on a naming system. Don’t let “collaboration” become a project in itself—keep things obvious, clean up regularly, and tweak your setup as you go.

If you ever feel lost, remember: the goal is to make sharing and finding videos easier, not more complicated. Set up just enough structure to work, and move on to actually using those videos for your team’s real work.