Update User Access - LinkedIn Ads | OpsBlu Docs

Update User Access - LinkedIn Ads

How to modify user roles, permissions, and access levels in LinkedIn Ads. Covers role changes, app access management, API key rotation, and common...

Overview

User roles can be changed at any time without removing and re-adding the user. Changes take effect immediately and don't require the user to accept a new invitation.

When to Update Roles

Common Scenarios

Elevate Access:

  • Promotion to account owner role
  • Finance needs billing visibility
  • Temporary elevated permissions needed
  • Taking over for departing manager

Reduce Access:

  • Role change to different responsibilities
  • Project completion (but maintaining some access)
  • Security concern requiring limitation
  • Switching to reporting-only role

Change Role Type:

  • Campaign Manager → Creative Manager
  • Account Manager → Campaign Manager (no longer needs billing)
  • Creative Manager → Campaign Manager (expanding responsibilities)

Step-by-Step Process

Step 1: Access Campaign Manager

  1. Log in to LinkedIn Campaign Manager
  2. Select the correct ad account (top-left dropdown)

Important: Verify correct account selected before making changes.

Step 2: Navigate to User Management

  1. Click account name > Settings
  2. Select Manage access
  3. View list of current users

Step 3: Update Role

  1. Find user in the list
  2. Locate the Role column
  3. Click the role dropdown for that user
  4. Select new role:
    • Account Manager
    • Campaign Manager
    • Creative Manager
    • Viewer
  5. Change applies immediately (no confirmation dialog)

No save button needed - changes are instant.

Step 4: Verify Change

  1. Check role column shows new role
  2. User's access updates immediately
  3. No notification sent to user automatically

Best practice: Notify user of role change via email/message.

Role Change Matrix

From Account Manager

To This Role Impact When to Use
Campaign Manager Loses billing, user management User no longer needs billing access
Creative Manager Loses billing, campaigns User only managing creatives now
Viewer Loses all editing access User needs reporting only

From Campaign Manager

To This Role Impact When to Use
Account Manager Gains billing, user management User promoted to account owner
Creative Manager Loses campaign creation User switching to creative-only
Viewer Loses all editing access User moving to analyst role

From Creative Manager

To This Role Impact When to Use
Account Manager Gains full access User promoted to account owner
Campaign Manager Gains campaign management Expanding responsibilities
Viewer Loses creative uploads User needs read-only

From Viewer

To This Role Impact When to Use
Account Manager Gains full access User promoted to account owner
Campaign Manager Gains campaign management User taking active role
Creative Manager Gains creative uploads User joining creative team

Best Practices

Before Changing Roles

  1. Verify necessity - Is role change really needed?
  2. Determine new role - What's the appropriate level?
  3. Get approval - If required by your process
  4. Document reason - Why change is being made
  5. Check account - Correct ad account selected?

During Change

  1. Double-check user - Updating the right person?
  2. Select correct role - Review role definitions
  3. Consider impact - Does user understand new limitations?

After Change

  1. Notify user - Inform them of change
  2. Explain new permissions - What they can/can't do
  3. Update documentation - Record role change
  4. Set review date - When to audit access again

Notifying Users

Email Template for Role Elevation

Subject: LinkedIn Campaign Manager Access Updated

Hi [Name],

Your access to our LinkedIn Campaign Manager account has been updated:

Account: [Account Name]
Previous Role: [Old Role]
New Role: [New Role]
Effective: Immediately

Your new permissions include:
- [List key new capabilities]

Please let me know if you have any questions about your new access level.

[Your Name]

Email Template for Role Reduction

Subject: LinkedIn Campaign Manager Access Updated

Hi [Name],

Your access to our LinkedIn Campaign Manager account has been updated to align with your current responsibilities:

Account: [Account Name]
Previous Role: [Old Role]
New Role: [New Role]
Effective: Immediately

This change means you now have:
- [List current capabilities]

You no longer have access to:
- [List removed capabilities]

This change was made because: [Brief reason]

If you need different access, please contact [appropriate person].

[Your Name]

Troubleshooting

Changes Not Taking Effect

User still has old permissions:

Check:

  1. Role dropdown showing correct new role?
  2. User refreshed Campaign Manager?
  3. User signed out and back in?
  4. Correct ad account being viewed?

Solutions:

  • Have user hard refresh browser (Ctrl+F5 / Cmd+Shift+R)
  • User sign out completely and sign back in
  • Verify change saved (check role column)
  • Try updating role again if needed

Can't Change Role

Dropdown not working:

Verify:

  1. You have Account Manager role on this account
  2. Not trying to change your own role to non-Account Manager (need another Account Manager)
  3. Browser not blocking interaction

Solutions:

  • Verify you have Account Manager access
  • Use different browser
  • Contact LinkedIn support if persistent

User Lost Access They Need

Accidentally downgraded too much:

Quick fix:

  1. Settings > Manage access
  2. Find user
  3. Change role back to appropriate level
  4. Notify user access restored

Prevention:

  • Think carefully before reducing access
  • Communicate with user before changing
  • Have rollback plan

Special Considerations

Last Account Manager

Cannot downgrade:

  • Every account needs at least one Account Manager
  • Cannot change last Account Manager to different role
  • Must add another Account Manager first

Process to change last Account Manager:

  1. Add new user as Account Manager
  2. Verify new Account Manager has access
  3. Then downgrade original Account Manager

Changing Your Own Access

You can:

  • Change your role to lower permission level
  • Useful for testing user experience

You cannot:

  • Change your own role if you're the last Account Manager
  • Grant yourself Account Manager if you don't have it

Best practice: Have another Account Manager change your role.

Multiple Account Managers

When changing Account Manager roles:

  • Ensure at least one Account Manager remains
  • Coordinate with other Account Managers
  • Verify billing access continuity
  • Plan for vacation/absence coverage

Documentation Template

Track role changes in your access log:

Role Change Log

User: john@example.com
Account: Company XYZ - LinkedIn Ads
Date: 2024-01-15
Changed by: admin@company.com

Previous Role: Campaign Manager
New Role: Account Manager
Reason: Promoted to Marketing Director, needs billing access
Approved by: Jane Smith (VP Marketing)

Next review: 2024-04-15

Common Role Change Scenarios

Promoting to Account Manager

Situation: User promoted to team lead, needs billing access

Steps:

  1. Update role to Account Manager
  2. Provide billing access training
  3. Update payment method contacts if needed
  4. Adjust approval workflows
  5. Document change and approver

Downgrading After Project

Situation: User had elevated access for project, now returning to normal role

Steps:

  1. Update role to appropriate level (often Campaign Manager → Viewer)
  2. Verify user still needs any access
  3. Consider removing entirely if no ongoing need
  4. Document reason for downgrade
  5. Set next review date

Finance Needs Billing Only

Situation: Finance team needs to see invoices and payment methods

Challenge: Only Account Manager role has billing access Impact: Account Manager gives full campaign access too

Options:

  1. Grant Account Manager role to finance (document as billing-only)
  2. Account Manager exports billing reports to finance
  3. Set up automated billing email recipients
  4. Use LinkedIn Business Manager for better role separation

Recommendation: Option 1 with clear documentation that Account Manager should not edit campaigns.

Agency to Internal Transition

Situation: Moving from agency to in-house team

Steps:

  1. Add internal team members as Account Managers
  2. Verify internal team has full access
  3. Downgrade agency to Campaign Manager or Viewer
  4. Eventually remove agency access entirely
  5. Transfer knowledge and documentation
  6. Update billing contacts

Compliance and Auditing

Regular Role Reviews

Quarterly process:

  1. Export current user list
  2. Review each user's role
  3. Verify role still appropriate
  4. Update if responsibilities changed
  5. Document review completion

Access Certification

Annual audit:

  1. Review all Account Manager roles
  2. Verify billing access still needed
  3. Confirm user still with company
  4. Check external user agreements current
  5. Update access documentation

Change Documentation

Record every role change:

  • Date and time
  • Who made change
  • Previous role → New role
  • Business justification
  • Approver (if applicable)
  • Next review date

Next Steps

After updating user role:

  1. Notify user of change
  2. Update documentation in access log
  3. Verify change took effect
  4. Provide training if new capabilities granted
  5. Set review date for next access audit

Summary

Updating user roles in LinkedIn Campaign Manager:

  1. Settings > Manage access
  2. Find user and click role dropdown
  3. Select new role
  4. Changes apply immediately
  5. Notify user of change

Key points:

  • No re-invitation required
  • Changes instant
  • Must maintain at least one Account Manager
  • Document all changes
  • Notify affected users
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