How to coordinate requests on a shared media server for ops teams in 2026

How a media server ops team can take requests, add titles, and keep one shared process for a shared server.

By VLClean · 2026-10-20

VLClean is published by the makers of Askarr and Watcharr, which are compared here alongside other tools.

Media server ops teams coordinate requests by choosing one place where requests arrive, agreeing who reviews each title, and keeping a shared record so nothing is missed or added twice.

Option	How requests are coordinated	Cost details
Askarr	Search for a movie or show on Askarr and request it, and the shared server's own Radarr or Sonarr adds it. ^[1]	The Free plan costs $0 and allows 10 requests a month. ^[1]
Request form	People submit movie or show titles through the chosen form.	not published
Shared request list	People add movie or show ideas to the chosen shared list.	not published

What you need before you start

Make sure the shared server already has the movies and shows that viewers can watch, and decide which team members can send or review requests. Agree on the titles or types of content that are allowed, so requesters know what kinds of requests fit the server. Keep the request rules simple, such as whether people can ask for any title or only certain types of movies and shows.

Radarr and Sonarr are helper programs that add movies (Radarr) and shows (Sonarr) to the media library. Have them ready if they are part of the way requested titles are added to the shared library. Decide who reviews requests before anything is added.

Choose where requests will arrive and make that the one place people on the team use. A shared record of who asked for what and what was added keeps the team in step, so the same title is not downloaded twice by different members. The goal is a process every person on the team follows, so a request is handled once and its result is visible to everyone.

Step by step

Coordinating requests on a shared server works best when the process is simple, agreed by everyone, and written down. These steps set up one process the whole team can follow.

Pick one place where requests arrive, such as a request website, a form, or a shared message thread, and tell every team member to send and check requests only there. A single location keeps new requests out of personal messages and email.

Write down who looks at each request and whether a title needs approval before it is added to the shared library. Naming one reviewer per request stops two members from adding the same title.

Agree how new requests are divided across the team so each request has one owner, and decide what happens when a requested title is already in the library or is not available.

Write a short note for requesters that says who can request, what kinds of titles are accepted, and how they will hear that a title was added. Keep the note short so it stays easy to follow.

Send the note and the request location to the people you want to allow, with two lines on how to search for a title and how to submit it.

Set a regular day each week to look through new requests, approve the ones the team wants, and delete the ones it does not. A fixed review day keeps the queue from building up.

Keep a shared log of every title requested, who reviewed it, and when it was added, so any team member can see the current state of the queue.

Ask a few requesters after the first week what confused them, and edit the note and the process to fix those points. As the team learns what works, the process should change, and the note and the shared log make a new team member easy to bring up to speed.

Tools that can do it

Askarr is a hosted website that works with existing Radarr and Sonarr. ^[1] Askarr can be used by searching for a movie or show on Askarr and requesting it, and the shared server's own Radarr or Sonarr adds it. ^[1]

You add Askarr to Radarr and Sonarr one time, and they then pick up your requests from it. ^[1] Askarr never connects to your Radarr or Sonarr and never receives their API keys. ^[1]

The Askarr site shows when a title was added and downloaded. ^[1] Askarr also allows title searches by pasting a TMDB, IMDb or TVDB link. ^[1] Askarr's plans include a request history with live status. ^[1] Askarr can be tried with a throwaway demo account and sample data without signing in. ^[1]

No other tool is named here because no source facts about other tools were provided. Before choosing a tool, check how it handles title searches, approvals, updates, and the way requests move into the library workflow.

Common mistakes to avoid

Avoid sharing a request method without explaining the rules. Requesters need to know what types of titles can be requested and who decides what gets added.

Avoid choosing a tool without checking how it fits the current way movies and shows are added to the shared library. The request process should be clear for both the people sending titles and the team managing the server.

Avoid letting more than one person handle a request without a shared record. Two members can add the same title, or a request can pass without a review.

Avoid forgetting to review requests after setup. A request list can become harder to manage if old or unwanted requests are left without attention.

Avoid skipping account and privacy checks. Review what information a tool asks for and what access it uses before sharing it with other people.

Frequently asked questions

How can a media server ops team coordinate requests on a shared server?

The team chooses one place where requests arrive, decides who reviews each title, and keeps a shared record of what was asked for and what was added. The important parts are giving requesters a clear place to send titles and keeping the review process easy to follow so no request is missed or handled twice.

Can Askarr work with Radarr and Sonarr on a shared server?

Yes. Askarr is a hosted website that works with existing Radarr and Sonarr. ^[1] You add Askarr to Radarr and Sonarr one time, and they then pick up your requests from it. ^[1]

Does Askarr require changes to the shared server?

Askarr is a hosted website that works with existing Radarr and Sonarr. ^[1] Nothing is installed. ^[1] The team adds Askarr once as an import list in Radarr and Sonarr, so the shared library keeps its usual workflow. Check the plan page for the details that matter before choosing a request method.

How do requesters find movies and shows with Askarr?

Requesters can search for a movie or show on Askarr and request it, and the owner's own Radarr or Sonarr adds it. ^[1] A TMDB, IMDb or TVDB link can also be pasted to find the title. ^[1] The request then moves into the shared workflow the team uses to add titles.

How do Askarr plans compare?

Askarr's Free plan costs $0 and allows 10 requests a month. ^[1] The Plus plan costs $3.99 a month for 50 requests. ^[1] The Pro plan costs $6.99 a month for unlimited requests. ^[1] Pick the plan that matches the number of requests the team expects each month.

The Free plan costs $0 and allows 10 requests a month. ^[1]

Try Askarr

Sources

Askarr's own description of itself (the product of this site's publisher)