Taboola — Update User Access, Roles & Account Permissions | OpsBlu Docs

Taboola — Update User Access, Roles & Account Permissions

Adjust Taboola user roles, account-level access, and campaign permissions for existing team members and network partners.

Update Access & Roles

Use this checklist when Taboola roles or advertiser/site scopes need to change. Updating access allows you to adjust permissions without removing and re-adding users, which preserves their login history and activity audit trails.

Role and scope changes take effect immediately in Taboola. Users don't need to log out - permissions update on their next page load.

When to Update Access

Update user access when:

  • A role changes: Account Manager promoted to Admin, or Admin stepping down
  • Site/advertiser scope expands or contracts: Agency wins/loses client; team member takes on additional sites
  • Billing visibility changes: Finance needs invoice access added or removed
  • Temporary elevation: User needs Admin for one-time task (e.g., tracking code deployment)
  • Security or compliance requirement: Audit reveals user has more access than needed
  • Agency contract amendment: Scope of work changes mid-contract

Pre-Update Assessment

Before making changes, assess:

Clarify the change

  • Role change or site scope change? Determine if adjusting role or site list
  • Permanent or temporary? Document planned revert date if temporary
  • Does user still need billing? Review whether new role requires billing visibility

Review current state

  1. Go to Admin → User Management and open user profile
  2. Note current role, site assignments, billing status
  3. Screenshot for "before" record

Identify owned assets

If reducing permissions (downgrading Admin, removing sites):

  • Check if user owns campaigns, tracking codes, audiences, budget controls
  • Transfer campaigns under removed sites first
  • If downgrading from Admin, audit tracking codes and settings

Obtain approval

For role elevations or billing additions, obtain approval from:

  • User's manager or account owner
  • Finance or security if adding billing or Admin rights
  • Save approval for compliance

Change Execution

Step 1: Access user management

  1. Sign in as Admin
  2. Go to Admin → User Management
  3. Locate the user

Step 2: Open user profile

  1. Click user's name or Edit icon
  2. Review current settings before making changes

Step 3: Adjust site list (if needed)

If user needs more or fewer sites:

  1. In Sites/Advertisers section, check or uncheck relevant sites
    • Adding: Check boxes for new sites
    • Removing: Uncheck boxes for sites to remove
  2. Avoid "All sites" unless truly needed

Best practice: Edit site list before changing role to avoid accidentally granting Admin to too many sites.

Step 4: Change role (if needed)

If responsibilities changed:

  1. In Role dropdown, select new role:
    • Admin: Full account control
    • Account Manager: Campaign management
    • Read Only: Reporting access
    • Billing: Invoice access
  2. Consider impact:
    • Upgrading to Admin: User gains billing, user management, tracking code access
    • Downgrading from Admin: Loses those abilities; ensure another Admin covers
    • Downgrading to Read Only: Loses all editing rights

Step 5: Toggle billing (if needed)

If billing visibility should change:

  1. Enable or disable Billing option
  2. Adding billing: Record approval if required
  3. Removing billing: Confirm another user handles invoices

Step 6: Save and verify

  1. Click Save
  2. Refresh and verify updated role, sites, billing status
  3. Screenshot for "after" record

Step 7: Notify the user

  1. Email user about the change:
    • New role and permissions
    • Updated site list
    • Billing status
    • Any revised procedures
  2. Provide contact for questions

Post-Update Validation

User confirmation

  • Ask user to log in and confirm expected site access
  • If downgraded, verify cannot access old role features
  • If upgraded, verify can access new features

Asset review

If site scope reduced:

  • Confirm campaigns under removed sites were transferred
  • Verify user can't edit those assets

If downgraded from Admin:

  • Ensure another Admin can access tracking codes and settings
  • Confirm user can't access User Management

Documentation

  • Update access log with details:
    • User email and name
    • Date of change
    • Role: old → new
    • Sites: old → new
    • Billing: old → new
    • Reason and approver
  • Update internal rosters
  • Add note to ticketing system

Monitoring

  • Set follow-up reminder for 1-2 weeks
  • If temporary, set alert to revert on planned date
  • Include in next quarterly access review

Troubleshooting

User can't see new sites:

  • Verify sites were checked and saved
  • Have user log out and back in
  • Check if logging into correct account

User still has old role permissions:

  • Confirm role change was saved
  • Have user log out and back in
  • Contact Taboola support if persists

User lost access to campaigns they manage:

  • Re-add site temporarily
  • Transfer campaign ownership
  • Remove site again

Downgraded Admin still has tracking code access:

  • Verify role change saved
  • Have user log out and back in
  • Contact Taboola support

Best Practices

  • Edit site list before role to avoid accidental over-provisioning
  • Always verify another Admin exists when downgrading
  • Screenshot before and after for compliance
  • Document the reason for audit trails
  • Set revert reminders for temporary elevations
  • Notify user immediately after changes
  • Run quarterly reviews to catch stale permissions

Common Use Cases

Promoting Account Manager to Admin:

  1. Obtain approval from account owner
  2. Edit user and change role to Admin
  3. Verify can access User Management and billing
  4. Document promotion with approver
  5. Notify user of new responsibilities

Downgrading Admin to Account Manager:

  1. Confirm no longer needs billing/user management
  2. Review and transfer any tracking codes configured
  3. Edit and change to Account Manager
  4. Disable Billing if not needed
  5. Verify can't access Admin features
  6. Document and notify user

Temporarily elevating for tracking code:

  1. Obtain approval with revert date
  2. Change role to Admin
  3. Notify user to complete task
  4. Set reminder to downgrade on revert date
  5. Verify tracking code configured after revert

Expanding site scope (agency wins client):

  1. Confirm covered by contract
  2. Edit user and check new site
  3. Leave role unchanged
  4. Notify agency of new access
  5. Document with contract reference

Reducing site scope (agency loses client):

  1. Confirm client leaving
  2. Transfer campaigns to internal team
  3. Edit user and uncheck site
  4. Notify agency
  5. Document and update vendor list

Adding billing to finance:

  1. Confirm needs invoice visibility
  2. Edit and enable Billing
  3. Leave as Billing or Read Only role
  4. Notify can access invoices
  5. Document with finance approval

Removing billing after role change:

  1. Confirm no longer handles billing
  2. Edit and disable Billing
  3. Verify another user handles invoices
  4. Notify user
  5. Document in access log
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