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There’s a reason people say “teamwork makes the dream work.” It’s simple: by dividing and conquering tasks and deliverables, teams can cover more ground together. Collaborating on projects ultimately increases the output of work and impact for the business.
The same logic applies to presentations.
There’s no limit to how teams use presentations— from external pitch decks and proposals, to internal meetings. In any given presentation, there could be a wide spread of stakeholders who each own a part of the project. Similarly, each individual contributor may need to create their own presentations to communicate with external partners or prospects. To facilitate better collaboration teams can work together under one account.
While collaboration can speed up the presentation design process, it also comes with its risks in traditional presentation software. With too many cooks in the kitchen, contributors can stray from brand guidelines and lose cohesiveness across different presentations. That’s why a team account, with proper guardrails and content control, is so important for a cross-functional team.
Leverage Beautiful.ai Teams for brand management
Beautiful.ai is the AI-integrated presentation platform built for teams.
With Beautiful.ai, anyone, regardless of design skills, can craft their story with confidence and transform their best ideas into powerful presentations that get results. A team account enables team members of all skill levels to make great decks, fast. Beautiful.ai does the design thinking for you to streamline your team’s workflows.
Teams can take control of their brand and manage the organization's presentations, branding, and content from one place. With features like advanced collaboration, shared themes, shared templates, and a centralized slide library— stakeholders can grab what they need to make decks that align with their brand standards.
To get started, click on “profile” in the Beautiful.ai dashboard and navigate to the team tab. Click on “create team” to create a team. A “create new team” box will appear where you can type in a team name and click “create” to confirm.
Assign different levels of permissions to control content
User roles are a way to manage your team members by their roles in the workspace. Each role can expose or restrict access to different administration features, which helps to maintain brand integrity and control content.
Owner
Each team can have one or more users assigned the owner role for that team. Owners can add and remove users from a team, manage billing, and perform all librarian functions. There must always be at least one owner for each team.
Librarian
There can also be one or more users assigned the librarian role for that team. Librarians can create and manage shared slides, assets, presentations, and themes. Typically, Librarians are members of your team who curate the content, or own design, for your organization.
Team Member
The default role for a user added to a team is a member. Members can access resources shared in team libraries but can not manage users, add or edit content in the shared libraries.
Give your team the resources they need to get started
To get your team set up in Beautiful.ai, you’ll want to load some pre-approved assets to help get them started. These shared assets live in libraries exclusive to your team, and give them design guardrails as they create, add, or edit their own content to ensure branding is consistent across each deck in the organization.
Team themes
A presentation is an extension of your brand, and the design is just as important as the content within the deck. Inconsistencies in presentations across the organization can hinder the success of the business. With a shared theme, you can lock the theme— fonts, logos, iconography and colors— for your organization so colleagues don’t stray from brand standards. You can make updates to the team theme in just a few clicks and the changes will automatically apply to all existing presentations using that theme.
Getting started
To edit the theme, click on team resources and select “theme” from the left side panel. Click on edit theme to make changes to fonts, colors, etc.
Pro tip: you can choose your brand colors via hex codes and upload custom fonts specific to your company.
Require a shared theme for your team
To set your theme for all presentations, click on “require shared theme.” This means all new presentations created will automatically use the organization theme, bypassing the option to choose their own colors and fonts. This ensures that every deck in the organization is on brand, every time.
Team templates
Team template allows librarians and owners to turn existing presentations into templates—or even build a new one. Members of your workspace can quickly pull from premade decks and make them their own, so they don’t get stuck with their wheels spinning on a blank slide.
A team template might be useful for client-facing decks that need to show your product offering, pricing packages, or other company information that can be recycled deck after deck.
Creating a template from an existing deck
To add an existing or completed presentation to your team template list, click “more” from the library view and select “create team template” from the dropdown menu. A confirmation dialog will appear, and you’ll click “OK” to continue.
To view your template(s), click on the dropdown arrow from the upper left corner and select team resources.
Editing a team template
To edit the contents of a team template, click on “team resources” from the library view. From there, select “more”, and then “edit template.” You will be launched into a template editor where you can make changes to the template as you normally would in the Beautiful.ai editor. Your changes are saved automatically.
Publish and unpublish
Publishing your presentation will add it as a template in the “create presentation” window for your entire team. To publish, or unpublish, your team template, click “more” and select either one from the dropdown.
Team slides
Shared slides are master slides that are available to all team members to incorporate into their own presentations. Shared slides allow users to add single slides to a shared library. These slides can be accessed by your team for quick use, without the hassle of recreating the slides individually. Shared slides takes away the pain of tracking down presentations and manually updating each slide, giving teams time back to focus on other projects.
Adding a slide to your shared slides library
To add a slide to your shared slides library, you must be an owner or librarian. Click on “more” on the right of your slide and select “add to shared slides” from the menu. Add a title to your slide and click “OK” to save your slide.
Editing a shared slide
It’s common for information, or data, to change over time. You can easily edit a shared slide from any presentation that it is currently being used in. Once you make your desired change, click “save” and your changes will be applied to all presentations using that slide in real-time
Managing a shared slide
The slide properties section allows you to add tags, a description of the slide, and view each presentation that contains the shared slide. This makes it easier to manage, and search in a shared library, so team members can grab what they need, when they need it.
To access the slide properties, click on your profile and select “shared slide”. Click on a slide to edit or view the properties.
Disabling a slide
If information on a shared slide is no longer relevant to the business, you can disable it from the library. Disabling a slide removes the ability to use that slide in new presentations, however it will still appear in existing presentations.
