Update User Access - Spotify Ads

Overview

Modifying user permissions in Spotify Ad Studio ensures team members have appropriate access levels as their roles evolve. Whether promoting a team member to Admin, adjusting campaign-level permissions, or restricting access for departing contractors, understanding the update process maintains security while enabling productivity.

When to Update Permissions

Role Promotions

Update access when team members need expanded capabilities:

Role Restrictions

Reduce access when appropriate:

Temporary Access Changes

Common scenarios requiring time-limited updates:

• Campaign launches: Elevated access for specific campaigns
• Audits: Read-only access for external reviewers
• Training: Expanded access during onboarding
• Coverage: Temporary admin access during team absences

Role Hierarchy and Permissions

Available Roles

Permission Details

Owner Capabilities:

• Complete account control
• Billing and payment management
• Transfer ownership
• Delete account
• All Admin capabilities

Admin Capabilities:

• Create, edit, pause, and delete campaigns
• View billing history (no modifications)
• Invite and remove team members
• Modify member roles
• Access all reporting
• Configure account settings

Member Capabilities:

• Create and manage campaigns
• Access full reporting suite
• Cannot modify team or billing
• Cannot access account settings

Viewer Capabilities:

• Read-only access to campaigns
• View reports and analytics
• Cannot make any modifications
• Limited to observation

Step-by-Step Update Process

Method 1: Via Team Settings

Step 1: Access Team Management

1. Log in to Spotify Ad Studio
2. Click your profile icon (top right)
3. Select Account Settings
4. Navigate to Team Members tab

Step 2: Locate the User

1. Review the team member list
2. Use search if many members exist
3. Identify the user to modify
4. Note their current role

Step 3: Modify the Role

1. Click the role dropdown next to the user's name
2. Select the new role from available options:
   • Admin
   • Member
   • Viewer
3. Confirm the selection when prompted
4. Changes take effect immediately

Step 4: Verify the Change

1. Refresh the Team Members page
2. Confirm the new role displays correctly
3. Ask the user to log out and back in
4. Have them verify new permissions work

Method 2: Re-invitation (For Major Changes)

For significant role changes, sometimes re-inviting is cleaner:

1. Remove the existing user (see Remove Access)
2. Send a new invitation with the correct role
3. User accepts the new invitation
4. Old sessions automatically invalidate

Upgrading Access Levels

Upgrading to Admin

What the User Gains:

• Billing information visibility
• Team member management
• Full campaign control
• Account settings access
• API credential management

Pre-Upgrade Checklist:

□ Business justification documented
□ Manager approval obtained
□ User understands new responsibilities
□ Current access audit completed
□ Training on admin functions provided
□ Emergency procedures reviewed

Post-Upgrade Tasks:

1. Notify the user of their new capabilities
2. Review billing sensitivity with them
3. Ensure they understand team management
4. Document the change with justification
5. Schedule follow-up review (30 days)

Upgrading from Viewer to Member

What the User Gains:

• Campaign creation abilities
• Campaign editing and management
• Full reporting access
• Cannot manage team or billing

Process:

1. Navigate to Team Members
2. Find the user currently as Viewer
3. Change role to Member
4. Notify user of new capabilities
5. Provide training on campaign management

Downgrading Access Levels

Downgrading to Viewer

When to Downgrade:

• Project completion
• Role change within organization
• Access review recommendations
• Contractor engagement ending
• Security incident response

What the User Loses:

• Campaign creation/editing
• Campaign management
• Only retains viewing access

Process:

1. Communicate First: Inform the user before making changes
2. Transfer Ownership: Reassign any campaigns they created
3. Make the Change: Update role in Team Settings
4. Verify Access: Confirm they can view but not edit
5. Document: Record the change and reason

Emergency Downgrade

For immediate security needs:

1. Navigate directly to Team Members
2. Change role to Viewer immediately
3. Notify security team
4. Document the incident
5. Communicate with user appropriately
6. Review for permanent removal if needed

Campaign-Level Permission Considerations

When Changing Roles

Consider the impact on active campaigns:

Draft Campaigns

• Downgrading Creators: Reassign draft campaigns before downgrade
• Scheduled Campaigns: Verify scheduled campaigns have valid editors
• Active Campaigns: Ensure ongoing campaigns have appropriate oversight

Bulk Updates

Multiple User Changes

For organization-wide restructures:

1. Plan the Changes: Create a spreadsheet of all updates
2. Communicate First: Notify affected users
3. Execute Systematically: Update users one by one
4. Verify Each: Confirm changes applied correctly
5. Document All: Record each change with timestamp

Common Bulk Scenarios

• Team restructure: Multiple role adjustments
• Access review results: Applying principle of least privilege
• New project teams: Expanding access for new initiatives
• Contractor transitions: Adjusting external partner access

Audit Trail and Documentation

What to Record

For each access change, document:

## Access Change Record

**Date**: [Date of change]
**User**: [Email/Name]
**Changed By**: [Admin who made change]
**Previous Role**: [Old role]
**New Role**: [New role]
**Justification**: [Business reason]
**Ticket/Request**: [Reference number]
**Approved By**: [Manager/Owner]
**Expiration**: [If temporary, when to review]

Screenshot Evidence

Capture before and after:

1. Team Members list before change
2. Confirmation dialog during change
3. Team Members list after change
4. User's view of their own permissions

Retention Requirements

• Keep access change records for 2+ years
• Store with IAM documentation
• Include in quarterly access reviews
• Reference during security audits

Troubleshooting Common Issues

Role Change Not Applying

Symptoms: User still has old permissions

Solutions:

1. Have user clear browser cache
2. Try incognito/private browsing
3. Complete logout and fresh login
4. Check if multiple accounts exist
5. Contact Spotify support if persists

Cannot Find User in List

Symptoms: User not visible in Team Members

Possible Causes:

• User was already removed
• Different Ad Studio account
• User never accepted invitation
• Wrong email address

Resolution:

1. Search by email address
2. Check pending invitations
3. Verify correct Ad Studio account
4. Re-invite if necessary

Insufficient Permissions to Make Changes

Symptoms: Cannot modify other users' roles

Solutions:

1. Verify you have Admin or Owner role
2. Check if user is an Owner (cannot be modified by Admins)
3. Request Owner to make the change
4. Escalate to account Owner

Changes Affecting Active Campaigns

Prevention:

• Review active campaigns before downgrading
• Reassign ownership of critical campaigns
• Pause campaigns if necessary during transition
• Communicate with campaign stakeholders

Best Practices

Before Making Changes

1. Verify Identity: Confirm the request is legitimate
2. Check Justification: Ensure business need exists
3. Review Current Access: Understand what will change
4. Consider Timing: Avoid changes during critical campaigns
5. Plan Communication: Prepare to notify affected users

During the Change

1. Document Everything: Record the change as it happens
2. Screenshot Evidence: Capture before and after states
3. Verify Immediately: Confirm the change took effect
4. Test Access: Have user verify new permissions

After the Change

1. Notify the User: Communicate what changed and why
2. Provide Training: If access expanded, offer guidance
3. Schedule Review: Set reminder to review temporary changes
4. Update Documentation: Maintain current access records
5. Monitor Activity: Watch for issues or concerns

Security Considerations

Principle of Least Privilege

• Grant minimum access needed for the role
• Review and adjust as responsibilities change
• Don't default to Admin when Member suffices
• Regular access reviews catch privilege creep

Separation of Duties

• Different people should approve and execute changes
• Document who requested vs. who implemented
• Avoid self-service for privilege escalation

Access Review Cadence

Related Documentation

• Add User Access - Inviting new team members
• Remove User Access - Offboarding procedures
• Spotify Ads User Management Overview - Complete access guide