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Welcome to Canva for Work! We are super excited to have you on board!

To help you make the best out of Canva for Work, we’ve put together this guide to help you get acquainted with some of the important processes in Canva for Work.

We’ve also shared some of the best practices we’ve identified from our users. Have a different way of going about things? Feel free to go your own way and share it with us!


In an agency setting, where you are using Canva for Work to manage creative for multiple client accounts, it makes the most sense to create separate teams for each account.

This will allow you to create and manage a brand kit, team templates, and creative for each client account separately. You can find out how to create multiple teams here.

Managing creative internally

If you are using Canva for Work as an internal client management tool for your agency, invite only the agency team members working on each account to the accounts team on Canva for Work.

If they will be producing new templates and visual content, assign them a template designer user role. If they will be working with existing templates and editing copy, assign them a member user role.

If you will be using Canva for Work for proofing rounds, share all material in the process of being approved to your Team Stream. Here, whoever needs to approve the creative before it gets sent off can comment and share notes directly on the material.

Once the material is approved, it can be turned into a team template or placed in a folder for further organization.

Sharing designs with a subset of your team

If the material you are creating needs to be proofed but should not be made visible to everyone on your team, create a folder, place the design in it, and share it only with those who should have access to it.

Managing creative for a client with access to the account

If you are using Canva for Work to manage creative for a client and the client must have access to it, invite your client to the team you’ve created for them in Canva for Work. Assign them a member user role.

This will give them all the access they need but will limit the changes they can make to the brand kit and team templates which you as the agency manage.

If your client must approve a design before it is finalized, share your creative in the team stream where they can share comments. This will allow you to collect all your clients feedback in one place before creating a new template or design.

If, just as mentioned above, whatever is in the process of being approved should not be made visible to all, create a folder and invite only your client to it.

If you are producing work that is not ready for your client to see, place it in a folder shared only with team members within your agency. When the creative is ready for your client, share the folder with him/her.

Managing your agency team

In cases like this one, we recommend that you assign an administrator user role to project managers or account leaders who might need to add or remove individuals from the group or make more substantial edits to the team account. Assign a template designer user role to your designers and a member user role to anyone needing to edit copy but not make design changes.

Using Canva for Work as a visual archive

In agency settings, it is not uncommon for a client to request an old design or for you to build a new design based on something you did a while back.

With Canva for Work’s folder feature, you can create as many folders as you like and use them as visual archives to store creative. Gone are the days of a million hard drives or servers with millions of folders and no previews. With Canva for Work, you’ll be able to find an archived design with just a few clicks.

note: Curious to see how managing multiple brands work in practice? Get in touch with our Customer Success team for a product demo.

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