How Do I Give Team Members Different Access To Client Ad Accounts?
Ad agency user roles help you decide who can view reports, who can run diagnostics, and who can approve changes. In AgencyPlaybook, that setup keeps client account work separated by role, so each person gets the access they need for the job they handle.
What This Setup Requires
- An AgencyPlaybook account with access to the Agency tier if you want per-client scoping for roles.
- A clear list of team members and the work each person should handle in client accounts.
- Defined role choices for each person: Viewer for read-only access, Analyst for running playbooks and generating plans, and Admin for approving changes, managing users, and handling billing.
- Access to the AgencyPlaybook web console, where account views, plans, approvals, and user controls are managed.
- A simple rule for high-impact changes, since approvals should stay with the people responsible for reviewing and signing off on them.
Set Different Access Levels For Each Client Account
- List every team member who needs access and note what they need to do in each client account, such as reading reports, generating plans, or approving execution.
- Assign a role to each person based on their task. Use Viewer for read-only access, Analyst for diagnostics and plan creation, and Admin for approvals, user management, and billing tasks.
- Scope access per client account so one person can have Admin access in one account and Viewer access in another. This keeps client work separated by account instead of giving the same access everywhere.
- Open the AgencyPlaybook web console and go to the user and permissions area for the account you want to update. Make the role match the work that person needs to do in that specific client account.
- Review the approval path for changes that can affect live ad accounts. In AgencyPlaybook, a change moves through plan, validate, dry-run, explicit approval, and execution, so the person who can approve should be the one responsible for that sign-off.
- Confirm read-only access for teammates who only need performance visibility. A Viewer can inspect dashboards and reports without getting permission to approve or execute changes.
- Test one account before rolling out more access by checking that each teammate can see the right client, open the right views, and complete only the actions tied to their role.
Where Access Settings Go Wrong And How To Check Them
Role Access Is Too Broad
If a teammate can see or change more than they need, the role assignment is too broad. Check whether that person needs read-only access, plan creation, or approval rights, then tighten the assignment to the smallest set that fits the job.
Client Scopes Were Set At The Wrong Level
One person may be correctly assigned in general but still have the wrong access on a specific client account. Check the per-account scope for that client and confirm the role matches the work expected in that account only.
Approvals Are Split Across Too Many People
When one teammate builds a plan and another teammate approves it, the workflow needs a clear handoff. Check who can approve changes in the account and make sure the approver has the authority to review the dry-run and sign off without delay.
Access Was Granted Without A Role Check
If a new teammate can open the wrong views or cannot reach the expected dashboard, the permission setup needs a quick review. Check the role, the client scope, and the account view together so the access pattern matches the person’s job.
Change Execution Was Mistaken For View Access
People who can review reports do not need permission to execute changes. In AgencyPlaybook, read-only diagnostics never change an account, and no change reaches an ad account without explicit approval.
Frequently Asked Questions
What role should a team member get if they only need to review performance?
Use Viewer for someone who only needs read-only access to dashboards and reports. That role keeps the account visible without giving execution rights.
Can one person have different access in different client accounts?
Yes. Per-client scoping lets you assign one role in one account and a different role in another, so access can match the work in each client account.
Who should approve changes in a live ad account?
An Admin should handle approvals and manage the people who need access. That keeps the review step with the person responsible for sign-off before execution.
What should I check if a teammate cannot run a playbook?
Check the role first, then confirm the person has access to that client account. If the role is set correctly, the client scope is usually the next place to look.
Keep Role Changes Tied To The Work Each Person Handles
Use the smallest role that fits the task, then confirm it in one client account before you expand access elsewhere. If a teammate only needs reports, keep them on Viewer. If they need to build plans, use Analyst. If they need to approve changes or manage users, assign Admin and review the client scope again. If you want a controlled way to manage ad agency user roles, start in the AgencyPlaybook web console and apply the next change to one account first.