Mediamath Add User Access | OpsBlu Docs

Mediamath Add User Access

How to invite team members and grant access to MediaMath. Covers role assignment, permission levels, API key generation, and onboarding best practices for.

Add User Access

Use this runbook to invite collaborators to a MediaMath seat with the right advertiser scope. Whether you're onboarding an agency partner, internal team member, or client stakeholder, this guide ensures you grant the minimum necessary permissions while maintaining proper access controls.

When to Add Users

Add users to MediaMath when:

  • A new campaign manager joins your team and needs to create or optimize campaigns.
  • An external agency is contracted to manage specific advertisers within your seat.
  • A client requests read-only access to monitor campaign performance.
  • Finance or billing teams need invoice visibility without media access.
  • A data analyst requires reporting access for performance dashboards.
  • A temporary contractor needs limited-term access to support a product launch.

Prerequisites

Before inviting a user, gather the following information:

  • Admin rights on the MediaMath seat where you're adding the user.
  • The user's work email address. Avoid personal emails for audit trail and security purposes.
  • The role they need: Admin, Standard/Trader, Reporting, or Billing only.
  • The specific Advertisers they should manage or view within the seat. Have the advertiser names or IDs ready.
  • Confirmation of whether they need billing visibility in addition to their primary role.
  • Approval from the seat owner or account manager, especially for Admin-level access.

Role selection guidance:

  • Admin: Only for users who will manage other users, generate API tokens, edit pixels, or handle billing. Admins see everything in the seat.
  • Standard/Trader: For media buyers and campaign managers who create, edit, and optimize campaigns within assigned advertisers.
  • Reporting: For analysts, clients, or stakeholders who need read-only visibility to reports and dashboards.
  • Billing: For accounts payable or finance team members who only need to download invoices and review payment history.

Invite Workflow

Follow these steps to invite a new user to your MediaMath seat:

Step 1: Access user management

  1. Sign in to MediaMath using an account with Admin privileges.
  2. From the top navigation bar, click Admin and select User Management from the dropdown.
  3. You'll see a table listing all current users, their roles, and assigned advertisers.

Step 2: Initiate the invitation

  1. Click the Add User button (usually located in the top-right corner of the User Management page).
  2. A modal or form will appear asking for user details.

Step 3: Enter user information

  1. Email address: Enter the user's work email. MediaMath will send an invitation to this address.
  2. Role: Select the appropriate role from the dropdown:
    • Admin if they need full seat control.
    • Standard/Trader for campaign management.
    • Reporting for read-only access.
    • Billing if they only need invoice access.
  3. If you're uncertain which role to assign, start with Standard/Trader and adjust later based on their actual needs.

Step 4: Assign advertiser scope

  1. In the Advertisers section, you'll see a list of all advertisers under your seat.
  2. Select the specific Advertiser(s) the user should access. You can select multiple advertisers by checking the boxes next to each one.
  3. Avoid selecting "All advertisers" unless the user genuinely needs seat-wide visibility (e.g., seat-level admins or agency partners managing your entire account).
  4. For agencies, only assign the advertisers covered by their contract to prevent scope creep.
  5. For internal team members, limit access to the advertisers they actively manage or support.

Best practice: Start with the minimum set of advertisers and expand later if needed. Over-provisioning access increases the risk of accidental changes or data exposure.

Step 5: Configure billing access

  1. If the user needs to view invoices, payment history, or billing contacts, toggle the Billing option to "On."
  2. Billing access is independent of the primary role, so a Standard/Trader can have billing visibility if required (e.g., an agency lead who also handles invoicing).
  3. For most campaign managers and analysts, leave billing access Off to maintain separation of duties.

Step 6: Review and send invitation

  1. Double-check the email address, role, advertiser assignments, and billing toggle.
  2. Click Send Invite.
  3. MediaMath will send an email invitation to the user with a link to accept and set their password.
  4. The user will appear in the User Management table with a status of Pending until they accept the invitation.

Step 7: Verify invitation sent

  1. Confirm the user appears in the pending list with the correct role and advertiser scope.
  2. Note the invitation date in your access log or ticketing system for follow-up tracking.

Post-Invite Follow-Up

After sending the invitation, complete these follow-up tasks to ensure smooth onboarding:

User communication

  • Notify the user that an invitation has been sent to their email. Ask them to check spam/junk folders if they don't receive it within 15 minutes.
  • Provide a deadline for acceptance. MediaMath invitations expire after 7 days. If the user doesn't accept within 72 hours, send a reminder.
  • Share any onboarding materials such as MediaMath training guides, campaign naming conventions, or your organization's SOPs for campaign management.

Documentation

  • Capture the invitation details in your ticketing system or access log:
    • User email
    • Role assigned
    • Advertisers granted
    • Billing access (Yes/No)
    • Date invited
    • Approver name
  • Screenshot the pending user from the User Management page for compliance records, especially if your organization requires audit trails for SOC 2, ISO 27001, or other frameworks.

Validation

  • Once the user accepts and logs in, ask them to confirm they can see the expected advertisers and no others.
  • Schedule a check-in after their first campaign changes to ensure they have sufficient access and aren't blocked by permissions.
  • If they report access issues, revisit the User Management page to verify advertiser assignments weren't accidentally omitted.

Tracking and review

  • Set a calendar reminder for your next quarterly access review to validate this user still needs MediaMath access.
  • If the user is a contractor or temporary resource, document their removal date in your system and set an alert to offboard them when the project ends.
  • Update your internal roster or SSO directory to reflect the new MediaMath user so your identity management stays synchronized.

Troubleshooting

User didn't receive the invitation email:

  • Verify the email address was entered correctly without typos.
  • Ask the user to check spam, junk, or quarantine folders.
  • If still missing after 30 minutes, resend the invitation from the User Management page.
  • Some corporate email filters block automated invitations; work with the user's IT team to whitelist MediaMath emails.

User accepted but can't see expected advertisers:

  • Go back to Admin → User Management and edit the user to verify advertiser assignments.
  • Ensure the user is logging in to the correct seat. If your organization has multiple seats, they may be accessing the wrong one.
  • Refresh the user's session by having them log out and back in.

User needs access to additional advertisers after invite:

  • Edit the user from User Management and add the new advertisers. No need to resend the invitation.
  • Notify the user that access has been updated and ask them to refresh their browser.

Wrong role was assigned:

  • Edit the user's role immediately from User Management. Role changes take effect on the next page load.
  • If you accidentally granted Admin access, downgrade immediately and audit any API tokens or settings they may have changed.

Common Use Cases

Onboarding an agency partner:

  • Role: Standard/Trader
  • Advertisers: Only those covered by the agency's statement of work
  • Billing: Usually Off unless they handle invoicing for client reconciliation
  • Follow-up: Provide agency with campaign naming conventions and brand safety guidelines

Adding a client stakeholder:

  • Role: Reporting
  • Advertisers: Only the client's own advertisers, never competitors
  • Billing: Off
  • Follow-up: Show client how to access dashboards and export reports; emphasize read-only limitations

Onboarding an internal campaign manager:

  • Role: Standard/Trader
  • Advertisers: Specific to their portfolio or region
  • Billing: Off (unless they reconcile invoices)
  • Follow-up: Pair with a senior trader for the first week; review their campaign builds before launch

Adding finance team member:

  • Role: Billing
  • Advertisers: All (or specific if your finance team is segmented by business unit)
  • Billing: On
  • Follow-up: Confirm they can download invoices and don't accidentally have campaign editing rights

Temporary contractor for product launch:

  • Role: Standard/Trader
  • Advertisers: Only the launch-related advertiser
  • Billing: Off
  • Follow-up: Document the end date in your ticketing system and set a reminder to remove access when the launch concludes
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