How to manage user access for media server administrators in 2026

Learn how media server administrators can organize user access, review request tools, and check options before choosing a workflow.

By VLClean · 2026-10-25

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

Media server administrators can manage user access by defining rules, choosing a request method, and checking how each tool handles requests and updates.

Option	Request method	Cost details
Askarr	Search for a movie or show on Askarr and request it, and your own Radarr and Sonarr add 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

Media server administrators should know which people can use the server and what content those people can request or access.

Prepare the rules for who can send requests, who reviews them, and how users learn about updates. Keep the process clear so users know where to ask for access or titles.

Have the current library workflow ready, including any tools already used to add movies or shows. Radarr and Sonarr are helper programs that many media server owners run to find and add movies (Radarr) and shows (Sonarr) to their library.

Choose where users will send requests. The choice can be a request tool, a form, or another method that gives users a clear place to submit titles. Also decide how users will know whether a request was received, reviewed, or completed. Keep any access notes and request rules in a place that users can find before they submit anything. This helps reduce repeated questions and makes the workflow easier to manage.

Step by step

Decide which users should have access and what each person can request or view.

Write simple rules for requests, including who reviews requests and how users receive updates after a decision.

Choose one place where users send requests, such as a request website or another shared method, and tell everyone to use only that place.

Set up the connection between the request method and the current library workflow if the chosen tool supports it.

Review new requests on a regular schedule and approve the ones that match the server rules.

Check the user experience after setup. Update the instructions if users do not understand where to request access or titles.

Review the user list and request process together. Remove unclear steps, update access guidance when rules change, and make sure users know where to find the current instructions.

Record the choices made for access rules, request handling, and review steps. A short record can help when another administrator needs to understand how the server workflow is managed.

Tools that can do it

Askarr is made by the team that publishes this site.

Askarr is a hosted website that works with your existing Radarr and Sonarr. ^[1] You request a movie or show on Askarr, and your own Radarr and Sonarr add it. ^[1]

You add Askarr to Radarr and Sonarr once as an import list, and they read your requests from it. ^[1] Askarr never connects to your Radarr or Sonarr and never receives their API keys. ^[1]

The site shows when a title was added and downloaded through a webhook from Radarr and Sonarr. ^[1] You can paste a TMDB, IMDb or TVDB link to find the title. ^[1]

Other request methods can include a form or a shared request list. Check how each option handles title searches, approvals, updates, and the way requests move into the library workflow.

Common mistakes to avoid

Avoid giving users a request method without explaining the rules. Users need to know what they can request and who decides what happens next.

Avoid choosing a tool without checking how it matches the current media server workflow. The request process should be clear for both the people sending requests and the person managing the server.

Avoid skipping access reviews after setup. User permissions and request rules should stay easy to understand.

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

Frequently asked questions

How can media server administrators manage user access?

Media server administrators can define who can use the server, create request rules, and choose a clear place for users to send requests. The important parts are making permissions easy to understand and keeping the process simple for users and administrators.

Can Askarr help media server administrators manage requests?

Askarr is a hosted website that works with your existing Radarr and Sonarr. ^[1] You request a movie or show on Askarr, and your own Radarr and Sonarr add it. ^[1] Askarr's plans include a request history with live status. ^[1]

Does Askarr require changes to the media server?

Askarr is a hosted website that works with your existing Radarr and Sonarr. ^[1] Nothing is installed; you add Askarr as an import list in Radarr and Sonarr. ^[1]

How do users find titles to request with Askarr?

Users can search for a movie or show on Askarr and request it, and your own Radarr or Sonarr adds it. ^[1] A TMDB, IMDb or TVDB link can also be pasted to find the title. ^[1]

What should be checked before choosing a user access tool?

Check how a tool handles requests, title searches, updates, and the process for adding movies and shows. Askarr offers a dashboard demo with a throwaway demo account and sample data without signing in. ^[1] Compare those details with the way the media server is managed before choosing a request method.

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)