As PicFlow begins to be used by:
professional creators
PicFlowers in field operations
marketing teams
companies with multiple units or franchises
a different need arises than that of the individual user:
how to organize people and content within the platform
in a secure, consistent, and easy-to-manage way?
This is where the role of the administrator comes in:
someone responsible for taking care of:
who can do what
how the brand appears
how the content is organized
and how the use of the platform is supervised
In this article, we will see:
who usually takes on the role of administrator in PicFlow
how to think about access levels and responsibilities
how to keep the brand standardized across all Energy Cards
and how to organize collections and internal flows for teams.
1. Who is the “administrator” in practice?
Depending on the context, the administrator can be:
the business owner
the marketing manager
the event coordinator
the IT/platform manager
or the person who takes care of the PicFlow operation in an organization
This role usually involves:
deciding who has access to the company's account or space on PicFlow
defining which creators can:
create Energy Cards
edit collections
publish or share
monitoring whether usage is aligned:
with brand objectives
with security and privacy criteria
Even in small operations, it's worth thinking:
“who is the person who takes care of the ‘house’ inside PicFlow?”
2. Thinking about access levels: who does what?
In operations with more than one person using PicFlow, it is helpful to imagine different roles. For example:
Creators/Operators
are those who:
capture photos and moments (in the field or in the studio)
create Energy Cards
propose collections
may have permission to:
create and edit cards
organize content in draft
suggest descriptions, titles, and CTAs
Curators/Editors
review what has been created
adjust texts, visuals, categorization
ensure that:
the language is aligned with the brand
there are no gross errors
the cards are within the agreed limits (privacy, image, etc.)
Administrators
have a broader view of the company's account or space on PicFlow
can:
manage users
define who can publish or share on behalf of the brand
standardize visual (brand kit, preferred styles)
monitor usage and make governance decisions
In practice, PicFlow allows the organization to think about the distribution of responsibilities:
who creates
who reviews
who decides to publish and share.
Even if, initially, one person accumulates all the roles,
thinking like this helps to grow with less chaos.
3. Brand standardization: how to keep all Energy Cards looking the same
One of the biggest challenges when multiple creators act on behalf of a brand is:
everyone does it their own way and the visual communication becomes inconsistent.
In PicFlow, the administrator can:
define a set of brand guidelines that will be followed by everyone who creates Energy Cards for that business.
Important standardization elements
Logo and variations
main versions of the logo
use on light/dark backgrounds
Main and secondary colors
official brand palette
allowed combinations
Preferred photographic style
more natural x more treated
more conceptual x more direct
focus on people x focus on environment/product
Tone of voice in texts
more formal or more informal
use or non-use of slang, emojis, abbreviations
keywords that represent the business
These guidelines can be:
documented in an internal guide
reinforced in reference collections within PicFlow itself, such as:
“Brand Kit – Standard Examples”
“Model cards – Campaigns / Social proof / Institutional”
Thus, any creator on the team can:
look at these examples
get oriented before creating something new.
4. Organization of collections: by unit, campaign, project, or event
An important part of the administrator's job is to decide:
“how are we going to organize our Energy Cards here?”
Some common criteria:
By unit or location
“Downtown Store – 2026”
“South Zone Unit – 2026”
“São Paulo Office – Internal Events”
Useful for networks, franchises, and businesses with multiple branches.
By campaign
“Mother's Day Campaign – 2026”
“Product X Launch”
“Holiday Promotion – July 2026”
Makes it easier to measure and revisit what was done in each campaign cycle.
By type of content
“Social Proof – Customer Testimonials”
“Behind the Scenes – Team and Culture”
“Featured Products / Services”
“Events – Brand Presence”
Helps marketing and communication teams quickly find cards to reuse in other channels.
By specific event
“Corporate Event Y – March 2026”
“Fair Z – Brand X Stand”
“Festival ABC – Brand Activation”
Important when:
there is a partnership with organizers
it is necessary to show visual reports later
you want to offer memory packages or products based on that event
The administrator can:
define which collection standards the company will use
guide creators on where each new card should go
and review periodically to adjust, merge, or rename collections.
5. Recommended flow: from the field to the approved card
Even without over-bureaucratizing, it's healthy to have a minimum flow to:
avoid publishing something inappropriate
reduce rework
maintain brand consistency
A possible flow:
Creation in the field or in everyday life
creators/operators capture moments
create initial Energy Cards in PicFlow
save as draft or in a “pre-approval” collection
Review/curation
someone with the role of editor/curator:
reviews texts
checks if the image is aligned (privacy, quality, message)
adjusts CTAs (correct links, language)
Approval and publication
the administrator (or someone with this delegation):
gives the final “ok”
moves the card to the official collection
releases for external sharing
Use and reuse
from then on, the card becomes:
used in campaigns
embedded in physical materials via QR code
shared with customers, partners, team
Even in small teams,
establishing this “triangle” (creation → curation → approval)
avoids many problems.
6. Governance, privacy, and security: what the administrator should take care of
In addition to visual and content organization, the administrator should also look at:
Privacy of people portrayed
ensure that:
there is adequate consent in sensitive contexts (children, private environments, specific customers)
internal images are not made public without authorization
Ethical use of testimonials and social proof
confirm that testimonials used in Energy Cards:
were authorized
do not expose sensitive data
do not distort what the person said
Access and passwords
avoid that:
credentials are shared insecurely
former employees or former collaborators maintain undue access:
review accesses when someone joins or leaves the team
update passwords periodically, if applicable
Consistency with internal policies
align the use of PicFlow with:
company communication policies
brand manuals
LGPD and data protection guidelines, when applicable
The administrator doesn't have to do everything alone,
but is the person who maintains an overview of these cares.
7. How PicFlow helps administrators see the whole picture
From the point of view of those who administer:
PicFlow is not just a place where:
creators play with visuals
teams upload random photos
It becomes:
a visual hub of the company
an organized repository of moments
an instrument of brand and memory governance
By looking at the PicFlow account, the administrator can:
understand how the brand is being represented
see which campaigns and events are documented
know who is creating what (depending on the user model)
make decisions:
about what to turn into a larger campaign piece
about what can be transformed into a product (frames, posters, special collections)
about where to invest more creation effort in the future
In summary
The role of the administrator within PicFlow is to ensure that:
the use of the platform by teams is organized, secure, and aligned with the brand
Energy Cards and collections do not become just a chaotic accumulation of files
creators have space to experiment, but within a clear framework of guidelines
By:
defining access levels and responsibilities
standardizing visual and tone of voice
organizing collections by unit, campaign, content type, or event
and establishing a minimum flow of creation → review → approval,
you transform PicFlow into:
much more than a place to upload images,
and rather into a strategic layer of memory and communication for your business.
If you are the person who, in practice, is already taking care of this in your operation,
it is worth consciously assuming this role of administrator —
and using PicFlow as an ally to do this work with increasing clarity.