Meta Ads — Update User Roles, Asset Access & Partner

Update Access & Roles

Use this guide to adjust permissions when job duties change, users need additional assets, or roles need to be downgraded for security or compliance reasons.

When to Adjust Roles

• Role transition: Moving a media buyer to reporting-only (Advertiser → Analyst) or promoting to Admin for billing access.
• Scope expansion: Granting access to additional ad accounts, markets, or assets (pixels, catalogs).
• Scope reduction: Removing access to assets the user no longer works on without fully offboarding them.
• Temporary changes: Adjusting permissions for a project, leave period, or audit.
• Security tightening: Downgrading Admins to Advertiser after onboarding to reduce blast radius.
• Compliance or audit: Ensuring users have only the access required for their current role.

Prerequisites

• Business Manager Admin rights on the owning business.
• Decision on the new role or asset assignment for the user.
• Approval from manager or business owner for the role change.
• Documentation of the reason for the change.

Update Workflow

Step 1: Navigate to the User

1. Go to Meta Business Suite (business.facebook.com) and sign in.
2. Click the Settings gear icon in the top-right corner.
3. In the left sidebar, select Users → People.
4. Find and click the user whose access you want to update.

Step 2: Update Ad Account Roles

1. Scroll to the Ad Accounts section.
2. Find the ad account where you want to change the role.
3. Click the dropdown menu next to the current role.
4. Select the new role:
   • Admin: Full control including billing and user management.
   • Advertiser: Campaign creation and editing.
   • Analyst: Reporting only.
5. Click Save or Update to apply the change.

Step 3: Add or Remove Assets

To Add Assets

1. In the user's profile, scroll to the relevant asset section (Ad Accounts, Pixels, Catalogs, Pages).
2. Click Add assets or Assign [asset type].
3. Select the asset(s) to add.
4. Choose the appropriate role for each asset.
5. Click Save to confirm.

To Remove Assets

1. In the user's profile, find the asset you want to remove.
2. Click the X or Remove button next to the asset.
3. Confirm the removal in the dialog box.
4. Verify the asset no longer appears in the user's assigned list.

Step 4: Update Related Assets

When changing ad account roles, consider whether related assets (pixels, catalogs, pages) should also be adjusted:

• Downgrading from Admin to Advertiser: May need to remove pixel or catalog Admin access.
• Upgrading to Admin: May need to grant pixel or catalog access for tracking setup.
• Changing markets or teams: Remove old assets and add new ones to match current scope.

Step 5: Confirm and Document

1. Review the user's profile to ensure all changes are correct.
2. Click Save or Done if prompted.
3. Capture a screenshot of the updated permissions for your records.
4. Update your internal access log or ticketing system with:
   • User name and email.
   • Date of change.
   • Old role → New role.
   • Assets added or removed.
   • Reason for change and approver name.

Common Update Scenarios

Scenario 1: Downgrade Admin to Advertiser

Trigger: User completed onboarding or no longer needs billing/user management access.

Steps:

1. Change ad account role from Admin to Advertiser.
2. Remove pixel Admin access if they were only using it for initial setup.
3. Verify they retain Advertiser access to catalogs and pages needed for campaign work.
4. Document the change as a security best practice (least-privilege).

Scenario 2: Change Advertiser to Analyst

Trigger: User transitioning to reporting-only role, on leave, or moving to a different team.

Steps:

1. Change ad account role from Advertiser to Analyst.
2. Remove any pixel or catalog Advertiser access.
3. Retain read-only access to pages if needed for reporting.
4. Set a review date to confirm the role is still appropriate.

Scenario 3: Add New Ad Accounts to Existing User

Trigger: User takes on additional markets, product lines, or client accounts.

Steps:

1. In the user's profile, click Add assets in the Ad Accounts section.
2. Select the new ad accounts.
3. Assign the appropriate role (typically Advertiser or Analyst).
4. Add related pixels, catalogs, or pages for the new accounts.
5. Notify the user of their expanded access.

Scenario 4: Remove Old Assets, Keep Others

Trigger: Project ends, user changes teams, or scope narrows.

Steps:

1. Remove the specific ad accounts, pixels, or catalogs the user no longer needs.
2. Retain access to assets they still actively work on.
3. Update your asset tracking sheet to reflect the new scope.

Scenario 5: Grant Finance User Billing Access

Trigger: Finance team needs to review invoices and payment methods.

Steps:

1. Upgrade to business-level Admin if they need full billing control.
2. Or, if only reporting on spend is needed, grant Analyst role on ad accounts.
3. Add access to Payment Settings in Business Manager if needed.
4. Require two-factor authentication before granting billing access.

Scenario 6: Temporary Role Elevation for Project

Trigger: User needs temporary Admin access for pixel setup or domain verification.

Steps:

1. Upgrade to Admin on pixel or ad account.
2. Document the temporary nature and set a review date (e.g., 2 weeks).
3. After the project, downgrade back to Advertiser or Analyst.
4. Confirm the user no longer has elevated permissions.

Role Transition Guidelines

Downgrading from Admin

• Why: Reduce security risk, enforce least-privilege, or match changing responsibilities.
• Considerations: Ensure another Admin remains for billing and user management tasks.
• After downgrade: Transfer ownership of payment methods, pixels, or catalogs to another Admin.

Upgrading to Admin

• Why: User needs to manage billing, add/remove users, or control pixel/catalog sharing.
• Considerations: Require two-factor authentication before upgrading.
• After upgrade: Document the reason and set a review date to ensure ongoing necessity.

Switching Between Advertiser and Analyst

• Why: Role changes from campaign management to reporting-only (or vice versa).
• Considerations: Analyst role prevents campaign editing but allows full reporting access.
• After switch: Confirm the user can still perform their required tasks.

Pixel & Catalog Access Updates

Updating Pixel Roles

• Admin → Analyst: User no longer manages pixel settings but still needs to view events.
• Analyst → Admin: User now responsible for Conversions API, domain verification, or event configuration.
• Remove entirely: User no longer works on tracking or attribution.

Updating Catalog Roles

• Admin → Advertiser: User can use catalog for dynamic ads but cannot modify feed settings.
• Advertiser → Admin: User now manages product feeds, pricing, and catalog sharing.
• Remove entirely: User no longer runs dynamic product ads.

Page Access Updates

• Admin → Editor: User can create content but cannot manage page settings or billing.
• Editor → Advertiser: User only needs to create ads, not post organic content.
• Advertiser → Analyst: User needs reporting on page performance but not ad creation.

Guardrails & Best Practices

• Reserve Admin for people who manage billing, pixels, and users: Downgrade after onboarding or project completion.
• Use Analyst for auditors or stakeholders who only need reporting: Prevents accidental campaign changes.
• Document the reason for each change: Include approver name and business justification.
• Set review dates: For temporary elevations, set a calendar reminder to downgrade after the project.
• Notify users of changes: Send an email or Slack message explaining the role update and any new permissions.
• Revisit pixel and catalog sharing: When users change teams or responsibilities, audit related asset access.
• Capture screenshots: Document before and after states in Business Settings for compliance and audits.

Troubleshooting

User Can't See New Assets After Update

• Confirm you clicked Save after assigning the assets.
• Ask the user to refresh their browser or log out and back in.
• Check that the user is Active (not Pending) in Business Settings.

User Lost Access They Still Need

• Verify you didn't accidentally remove the wrong assets during the update.
• Re-assign the assets immediately if removed in error.
• Review the user's profile to ensure all required assets are assigned.

Role Change Didn't Take Effect

• Confirm the change was saved (look for a confirmation message).
• Check that you selected the correct ad account or asset.
• Ask the user to refresh their Business Manager view.

Checklist

• Business Manager Admin access confirmed.
• New role or asset assignment documented and approved.
• User profile opened in Business Settings → People.
• Ad account roles updated (Admin, Advertiser, Analyst).
• Related assets added or removed as needed.
• Changes saved and confirmed in the UI.
• Screenshot captured of updated permissions.
• Access log updated with change details and reason.
• User notified of role or asset changes.
• Review date set for temporary or elevated access.