How to Grant Access to Your Account?

You run your business that you know inside out, you look after every facet of it in everyday work and despite being so knowledgeable you might get stuck at some task that it would be way too time consuming to accomplish or you simply don’t know how to approach it. You might want to build a website, work on it or promote it on many platforms – you need someone to work on your behalf but without sharing full access to your accounts and some sensitive data. 

Almost every service provider allows their account holders to invite other users with limited access level so they can perform a given task. In most cases this access level is called ‘Role’.

Table of Contents

Pay attention to the Role you want to grant – as a rule of thumb grant the lowest possible role – you can always upgrade it depending on the requirements. 

Google Accounts

An application that allows to manage local SEO of the business across vaious Google services.

GMB allows the account owners to grand various access levels to additional users. The users can be granted roles of owners or managers, there are a few principals to follow though:

  • Only owners can add or remove users.
  • Managers can remove themselves from a profile.
  • Google Groups can’t be added as managers or owners.
  • Only the primary owner can transfer primary ownership.

In order to proceed there are just a few steps to follow, which depending on the device is being used:

1. Log into your Business Profile Manager (or open the Google My Business app in your Android/iPad/iPhone).

2. Chose the location you wish to manage in case you have a few of them.

3. In the sidebar menu on the left click on the ‘Users’ tab (or click on the three dots sign with ‘More’ below it => then ‘Manage users’)

4. If you have some users added a ‘Manage users’ window pop ups. Here you can remove a user by click on the ‘x’ sign to the right of the user’s name or change the its role by clicking on the carrot sign.

5. You can invite an additional user by clicking on the ‘Add users’ tab in the top right corner of the window (or ‘+’ sign on android).

6. Here you can choose the user’s role: ‘Owner’ or ‘Manager’. Provide the name of a person you would like to invite if it’s someone of your contacts in your google account – otherwise use their email address. You can add multiple users here but each batch would be associated to the same role.

In case the user you would like to add is an agency you would need to provide their agency’s location ID – request the agency to get this for you.

Which role should you grant?

In most cases you should be ok to grant the Manager roles to someone to work on your Google My Business profile – Managers can perform all tasks except for adding and removing other users and removing the business profile all together

Also known as Google Webmaster Tools (until 2015) used by developers working on a website indexing and performance

1. Log into your Search Console account, chose the property you want to grant the access to from to top dropdown menu.
Click on ‘Setting’ tab in left hand sidebar.

2. There you click on the tab ‘Users and permissions’.

3. Next window presents the list of current users – at least one person should be there and it is you :) To add another user click on the ‘Add User’ button.

4. Add the user-to-be email address – bear in mind it must be a Google one. Just below that field you can chose a role for that user.

You can learn more about the roles here. In most cases your developer will need the role called ‘Full’ or even ‘Owner’ (you will remain the primary owner of your account):

The website owners use this tool to monitor and analyze the traffic.

1. Log into your Google Analytics account and chose the property that you wish to grant access to from the dropdown menu in the top left corner. Then click on the ‘Admin’ at the bottom of the left sidebar.

2. At this stage you have to decide what level of access you want to grant. You can see there three columns: Account, Property and View. Granting an access at the Account level you will allow the user to manage all properties (websites) you might have in your account.

Click on the ‘Account Access Management’ in the required column.

3. This window can be used to check your users’ information or to remove one.

Click on the ‘+’ sign to add a user.

4. Type in an email address of the user you want to add – it must be a Google account. Chose the role you want to grant and click on ‘Add’ button.

In most cases the ‘Editor’ role should be sufficient for your developer to work on your website traffic.
It’s worth noting though that a developer with the ‘Editor’ role cannot create filters – you as the owner of the account would need to add filters to exclude traffic from the developer himself/herself for instance.

Nevertheless, your can get yourself familiar with Google Analytics users roles below:

This is an advertising platform where you can promote your services to web users.

1. Log into your Google Ads account and click on the tool sign in the top bar. Next click on the ‘Access and security’ tab the ‘Setup’ column.

2. Here you can click on the ‘+’ sign. You can use this window to manage your users.

3. Provide your user you want to invite to manage your ads for you. Tick the level access that might be necessary and click the ‘Send Invitation’ button.

Most developers will need the ‘Standard’ access level to manage your adds efficiently.

The most popular Video platform.

1. Providing that you already have your YouTube channel set up, go to the YouTube website and log in. Once you’re logged in click on your icon in the top right corner and choose the YouTube Studio from the dropdown menu:

 

2. While in the Studio you will find Settings icon at the bottom of the left hand sidebar:

3. Click on the Permissions tab on the left hand side of the popup window:

4. We’re discussing permission to the YouTube Studio in this topic – permission to a Brand Account is a different story. Click on the Move Permissions link. NOTE If you don’t have a Brand Account you will be presented with the point 5 window straight away.

5. Just click ‘Invite’ in the top right corner of the window:

6. Type in the email address of the person that you’d like to grant the access to your YouTube account – it must be a Google account! 

You’d need to choose the role you wish to grant. For a developer that  will upload and edit your videos the Manager or Editor role will do the job.

Social Media

1. Log into your personal Facebook account and navigate to Business Page that you own. Find ‘Your Pages’ section in the right sidebar and click on three dots sign to right of it. Choose the correct business in the dropdown. You might find your business page in the ‘Your Shortcuts’ section of the left sidebar if you have been visiting it recently.

2. Hover over the left sidebar and scroll it down until you see ‘Settings’ icon.

3. On the next page find the ‘Page Roles’ tab at left hand side.

4. Go to the ‘Assign a new Page role’ section and provide the email address of the person that you want to grant access to. Next to that field you can click on role button and choose the access level.

5. Check the table below when musing over the right role for your developer:

Most likely your developer would  need to have the ‘Editor’ role to work efficiently on your behalf.

1. If you want to give access to multiple users on your Twitter account, you can use TweetDeck. Once you’re there click on Users icon at the bottom of the left sidebar.

2. In the Account column click on the ‘Manage team’ button.

3. Add a Twitter user whim you want to grant the access below the ‘Add team member’, next click ‘Authorize’ button.

4. Next you will see information that the request is pending – next to it you will see a link ‘Change role’. 

You can choose from the following options:

Administrator​
This role has full access to the account and can do everything the account owner can. There can be more than one Administrator for a given account.

Contributor
This role can act on behalf of the account including Tweeting, uploading, and editing of media. The role cannot change account settings or add additional users.

Publisher
This role cannot perform any actions on behalf of the account, but can use media from the Library for their own personal account.

Uploader
This role can only upload content and create new video clips using LiveCut, and cannot Tweet or perform any other actions within the account.

Analyst
This role has access to Analytics. They also have view-only access to the Library and Producer to access and review video level analytics.

In order to run your Twitter account your developer will need the Contributor role.

CMS Platforms

WordPress is a free and open-source content management system written in PHP and paired with a MySQL or MariaDB database.

1. Log into your WordPress website: standard WP login URL is your domain followed by /wp-admin/

Once you’re at the WP dashboard find the tab ‘Users’ in the sidebar on the left:

2. In the next window click on the ‘Add New’ button:

3. The following page needs some extra attention but the good news is, this is the last step.

Start from coming up with a username, below provide the email address of the new user. Next you can create your own password or use WordPress to generate one for you. Make sure your password is strong – use numbers, uppercase and lowercase letters, special characters at least six characters long. You will see ‘Life’ assessment of the password beneath.

If you want the user to get notified about his addition to the team tick the box ‘Send the new user an email about their account’.

Use the dropdown at the bottom to pick the role that is adequate to works you want the user to perform.

A developer to work on the website on your behalf will need the ‘Administrator’ role.

To complete the process click on the ‘Add New User’ button.

Wix provides cloud-based web development services. It allows users to create HTML5 websites and mobile sites through the use of online drag and drop tools

1. Log into your WIX website account. Once in the dashboard look for  the ‘Invite People’ link in the top section:

 2. Provide the email address of the person/agent who you want to grant access to your website.

Next, you need to decide what role to chose for the new user. A website developer to work on your behalf will probably need a role of ‘Website Manager’ or ‘Website Designer’. 

Once you ticked the desired role box click on the ‘Send Invite’ button. 

Your invitation will remain active for 30 days. 

Strikingly is a website builder that allows the user, with little or no development experience, to create mobile optimized websites “within minutes”.

1. Go to the strikingly.com and log into your account. Next click on the ‘Edit’ button of the property that you would like to add a user to.

2. Find and click on the ‘Setting’ tile at the top of the sidebar.

3. In the left, black sidebar click on the ‘Team’ tab.

 

4. Here you can manage all of the current users of your website. Click on the ‘Add Teammate’ button.

5. Paste in your new user’s email address, chose a required role for her/him. If you want this user to not only work on draft design but also  publish their work tick the box ‘Can publish site’ and send invitation.

The invited person would need to accept invitation.

Here’s the list and description of the users’ roles in strikingly:

Payment Gateways

PayPal is a service that enables you to pay, send money, and accept payments without revealing your financial details.
1. Log into your PayPal business account and hover over your profile name at the top right. Chose the ‘Account settings’ from the dropdown menu. 2. On the ‘Account settings’ page find the ‘Manage Users’ section and click on ‘Update’: 3. Here, on the Users page you can manage your users – just click on three dots in the ‘Actions’ column. For now, click on the ‘Add User’ button. 4. Fill in the form with your user’s details and click ‘Next’: 5. You need to decide now what level of access you wish to grant. Each role is short description to make things easier and click on ‘Continue’ button: Below you can study all the list of PayPal level of permissions:
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