📘 SayProP512-4-4-2 SayPro YouTube Studio Access Management Guidelines

📎 Policy Code:

SayProP512-4-4-2

🏢 Department:

SayPro Office of the Chief Marketing Officer / SayPro Digital Media and IT Compliance Unit

📅 Effective Date:

21 May 2025

📝 Version:

v1.0

🎯 Purpose

This guideline outlines the protocols for granting, managing, reviewing, and revoking user access to the SayPro YouTube Studio platform. The objective is to protect digital assets, maintain accountability, and ensure that only authorized individuals manage video content on behalf of SayPro.

🔐 1. Access Control Principles

Only authorized personnel may access the SayPro YouTube Studio dashboard.
Access must be role-based, limited, and reviewed regularly.
All users must adhere to SayPro’s data security and content guidelines.

👥 2. Eligible Roles & Permissions

Role	Permissions Overview
Primary Owner	Full rights. Can manage users, delete the channel, and make global changes.
Owner	Same as Primary Owner, but cannot remove the Primary Owner.
Manager	Can upload, edit, delete videos, access analytics, and moderate comments.
Editor	Can upload/edit videos, manage playlists, but cannot manage permissions.
Viewer	View-only access to YouTube Studio data and analytics.
Editor (Limited)	Same as Editor but cannot delete videos or monetization settings.

📥 3. Access Request Procedure

To request access:

Submit an Access Request Form (Form ID: SayProF512-A) to the SayPro Digital Media Lead.
Include:
- Full Name
- SayPro Email Address
- Requested Role
- Reason for Access
- Project/Department involved
Approval must be granted by the Chief Marketing Officer or delegated authority.
Once approved, access will be provisioned via the YouTube Brand Account or YouTube Studio permissions page.

🔄 4. Access Management Process

✅ Adding a New User:

Navigate to: https://myaccount.google.com/brandaccounts
Select SayPro Brand Account
Go to “Manage permissions”
Click “Invite new users”
Assign appropriate role, then send the invite

🔁 Review of Permissions:

Access levels must be reviewed quarterly by the IT Compliance Officer.
Any inactive or outdated access must be revoked immediately.

❌ Revoking Access:

Access must be revoked:
- Upon resignation, termination, or role change
- If policy violations occur
- If misuse of platform is detected

Process:

Visit Brand Account → Manage Permissions
Remove user or change their role to “Viewer” (limited mode)

📊 5. Access Logs & Monitoring

All access events and role changes are to be logged and maintained in SayPro’s internal tracking system (SayProSys01).
Audit trails must be kept for 12 months minimum.

⚠️ 6. Security & Confidentiality

No passwords should be shared. Only verified SayPro Google Accounts should be used.
MFA (Multi-Factor Authentication) must be enabled for all users.
Users must log out of shared/public devices after each session.

❗ 7. Violations & Disciplinary Action

Violations of this policy may lead to:

Temporary or permanent revocation of access
Internal disciplinary processes
Possible legal actions in severe cases of data abuse or breaches

📚 8. Related Documents

SayProP101 – Branding and Communication Policy
SayProP510 – Social Media and Online Content Compliance Policy
SayProF512-A – YouTube Studio Access Request Form
SayProP512-4-4-1 – YouTube Studio Video Uploading Guidelines

📬 Contact Information

For access issues or policy clarifications:
📧 media@saypro.online
📞 +27 (0) 87 802 0475
🌐 www.saypro.online

📘 SayProP512-4-4-1 SayPro YouTube Studio Video Uploading Guidelines

📌 Policy Title:

SayPro YouTube Studio Video Uploading Guidelines

📎 Policy Code:

SayProP512-4-4-1

🏢 Department:

SayPro Office of the Chief Marketing Officer / SayPro Digital Media Team

📅 Version:

v1.0 – Issued 21 May 2025

🎯 Purpose

To establish standardized procedures and quality standards for uploading, optimizing, and managing videos on the official SayPro YouTube Channel to increase visibility, brand trust, and engagement.

📥 1. Pre-Upload Checklist

Before uploading any video, ensure:

✅ The video is finalized and edited according to SayPro branding standards.
✅ File format is MP4 (preferred), 1080p or higher resolution.
✅ SayPro intro/outro is included.
✅ Background music and visuals are copyright-compliant or royalty-free.
✅ Captions or subtitles are reviewed and ready.

📤 2. Uploading Process (via YouTube Studio)

Log into YouTube Studio:
https://studio.youtube.com
Click “Create” → “Upload videos”
Upload your video file.
Fill in Video Details:
- Title: Clear, concise, include keywords (Max 100 characters).
  Example: “SayPro Career Training Workshop 2025 | #SkillsForLife”
- Description:
  Include:
  - Summary of the video (100–300 words)
  - Website: www.saypro.online
  - Contact: info@saypro.online
  - Hashtags (Max 5): #SayPro #YouthDevelopment #Entrepreneurship
  - Links to resources or registration forms
- Thumbnail: Upload a custom branded image (1280×720 px).
- Playlist: Add to a relevant SayPro playlist (e.g., “SayPro Events”, “SayPro Training”).
- Audience: Mark “No, it’s not made for kids” unless child-focused.
- Tags (Advanced section): Use SEO-rich keywords (e.g., “career skills”, “south african youth training”, “SayPro events”).

🔖 3. Metadata & Hashtag Optimization

Add 3–5 relevant hashtags in the description or title.
Include search-friendly tags (e.g., SayPro, skills training, nonprofit development, public services).
Use closed captions or auto-generated subtitles, then edit them for clarity.

🛡️ 4. Permissions & Visibility

Visibility Setting:
- “Unlisted” for internal reviews
- “Public” after approval by Marketing Lead
Schedule publishing date/time during peak hours (e.g., Tues–Thurs 12–3 PM SAST).
Add to Brand Account with appropriate user role access.

📈 5. Post-Publishing Requirements

Share the video via:
- SayPro WhatsApp Broadcast
- Email Newsletter
- SayPro LMS platform
- All relevant social media (Facebook, LinkedIn, X/Twitter, TikTok)
Monitor and report metrics weekly (views, likes, comments, CTR).
Respond to comments within 48 hours.

🔄 6. Maintenance and Updates

Review older videos every 6 months for relevance.
Archive outdated videos in private/unlisted status.
Update titles/descriptions if SEO trends change.

📝 Roles & Responsibilities

Role	Responsibility
Uploader	Follows this policy and submits content
Editor	Reviews metadata and SEO
Marketing Lead	Approves before publishing
Analytics Officer	Tracks engagement and recommends adjustments

❗ Non-Compliance

Failure to follow these guidelines may result in:

Video removal
Limited publishing access
Disciplinary review for repeated offenses

📚 Related Documents

SayPro Branding Guidelines – SayProP101
SayPro Social Media Policy – SayProP510
SayPro Content Approval Process – SayProP512-3-2

Tag: YouTube