In short: Once you have more than a handful of creator videos, you will lose them or lose track of what you may do with them. A UGC library fixes both with three habits: one folder structure, one file-naming pattern and one line in a license log for every approved video. The log records who made it, when you approved it, what the license allows and where you have used it. It takes a minute per video and saves hours when you need a clip for a new ad.
A folder structure that stays simple
Organize by product first, then by status, so you can see what is ready to use:
- Product (one folder per product or line)
- Approved (the files you may use)
- In use (running now, with a note of where)
- Retired (no longer used; keep the file and the log line)
Keep the original download in the library. Do not rely on a link to the platform as your only copy.
A naming pattern
Pick one pattern and use it for every file. A pattern that works: product_angle_creator_date-approved_version.
Example: serum_morning-routine_creator-name_2026-11-09_v1.mp4. You can sort it by product, find it by angle and see when it was approved.
Tags that help you find a video later
| Tag | Example values |
|---|---|
| Angle | Texture, fit check, routine, unboxing |
| Format | Vertical 9:16, 20–30 s, captions burned in |
| Use | Product page, paid ad, email, organic |
| Season | Everyday, holiday, summer |
| Status | Approved, in use, retired |
The license log: one line per video
This is the part that protects you. For each approved video, record:
- File name (matches the library).
- Creator and the campaign.
- Date approved and the amount paid.
- What the license allows: channels and any limits.
- Where you used it and the start date.
- Notes: anything agreed outside the standard terms.
A spreadsheet is enough. If a video comes from outside a platform, add the term of the license and its end date, and set a reminder before it ends; see UGC usage rights explained for the terms to look for.
A log line you can copy
| Field | Example |
|---|---|
| File | serum_morning-routine_creator-name_2026-11-09_v1.mp4 |
| Creator and campaign | Creator name; morning serum, November |
| Approved and paid | 2026-11-09; the amount charged |
| License | All media including paid ads; no whitelisting; no AI training; no synthetic replicas |
| Used | Product page, from 2026-11-12 |
| Notes | Nothing agreed outside the standard terms |
The limits worth writing down
Even a broad license has edges. Note them once, in the log’s header, so every line inherits them. On Usicri, section 5 of the Terms says the license does not allow the brand to create synthetic replicas of the creator’s voice or likeness or to use the video to train AI models, or to use it in a way that suggests the creator endorses a product or brand other than the one the campaign was for. It can be passed to agencies and advertising platforms acting on your behalf, but otherwise it can only be transferred together with the business or product line the campaign was for. It also ends if the payment is reversed in full, for example after a successful card chargeback.
A five-minute habit
When you approve a video: download it, rename it, put it in Approved, add the log line. When you use it: update In use and the log. When you stop: move it to Retired. Do it the moment you approve, while the details are in front of you, and the library never falls behind. The wider workflow is in UGC workflow at scale, and ways to reuse a video are in how to reuse one UGC video across channels.
Give the library one owner
Even in a team of two, let one person name, file and log, and let everyone else ask. A library with several editors tends to drift into several naming patterns, and then nobody can search it.
On Usicri
Usicri gives you most of the log’s first columns. Under My campaigns, each campaign lists its approved videos with the creator, the approval date and the amount charged, plus a link to download the video, and invoices for any platform fee are in your account under Invoices. The license for an approved, paid video is non-exclusive, worldwide and without time limit, covers all media including paid advertising (but not ads run through the creator’s own account, known as whitelisting, which need a separate agreement), and starts when you approve the video and the payment is collected (section 5 of the Terms of Service), so there is no expiry date to track. You approve or reject every video, and your card is charged only for the ones you approve, with no platform fee on videos approved through December 31 and a platform fee of 15% after that. See what the license covers or create a free brand account.