Taboola Add User Access

Add User Access

Use this runbook to invite collaborators into Taboola Backstage. Whether you're onboarding an agency partner, internal campaign manager, or client stakeholder, this guide ensures you grant the minimum necessary permissions while maintaining proper access controls.

When to Add Users

Add users to Taboola Backstage when:

• A new campaign manager joins your team and needs to create or optimize content discovery campaigns.
• An external agency is contracted to manage specific sites/advertisers within your account.
• A client requests read-only access to monitor campaign performance for their brand.
• Finance or billing teams need invoice visibility without media access.
• A data analyst requires reporting access for performance dashboards and exports.
• A temporary contractor needs limited-term access to support a product launch or seasonal campaign.
• A content strategist needs to review creative performance without editing campaign settings.

Prerequisites

Before inviting a user, gather the following information:

• Admin permissions in Taboola Backstage.
• The user's work email address. Avoid personal emails for audit trail and security purposes.
• The role they need: Admin, Account Manager, Read Only, or Billing only.
• Which Advertiser(s) or Sites they should access within the account. Have the advertiser/site names ready.
• Confirmation of whether they need billing visibility in addition to their primary role.
• Approval from the account owner or manager, especially for Admin-level access.

Role selection guidance:

• Admin: Only for users who will manage other users, edit tracking codes, configure billing, or create new sites. Admins see everything in the account.
• Account Manager: For media buyers and campaign managers who create, edit, and optimize campaigns within assigned sites. This is the most common role.
• Read Only: For analysts, clients, or stakeholders who need visibility to reports and dashboards without editing campaigns.
• 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 Taboola account:

Step 1: Access user management

1. Log in to Taboola Backstage as an Admin.
2. From the top navigation, click Admin and select User Management from the dropdown.
3. You'll see a table listing all current users, their roles, and assigned sites/advertisers.

Step 2: Initiate the invitation

1. Click Add user.
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. Taboola will send an invitation to this address.
2. Role: Select the appropriate role from the dropdown:
   • Admin if they need full account control.
   • Account Manager for campaign management.
   • Read Only for reporting visibility.
   • Billing if they only need invoice access.
3. If you're uncertain which role to assign, start with Account Manager and adjust later based on their actual needs.

Step 4: Assign site/advertiser scope

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

Best practice: Start with the minimum set of sites and expand later if needed. Over-provisioning access increases the risk of accidental changes or cross-brand content distribution.

Step 5: Configure billing access

1. If the user needs to view invoices, payment history, or billing contacts, enable the Billing option.
2. Billing access is independent of the primary role, so an Account Manager 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 disabled to maintain separation of duties.

Step 6: Review and send invitation

1. Double-check the email address, role, site/advertiser assignments, and billing toggle.
2. Click Send Invite.
3. Taboola 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 site/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.
• Ask the user to accept within 72 hours to ensure timely onboarding.
• Share any onboarding materials such as Taboola training guides, campaign naming conventions, content quality guidelines, or your organization's SOPs for content discovery campaigns.
• If the user is new to Taboola, consider scheduling a brief orientation call to walk through Backstage and explain site-specific strategies.

Documentation

• Capture the invitation details in your ticketing system or access log:
  • User email
  • Role assigned
  • Sites/Advertisers granted
  • Billing access (Yes/No)
  • Date invited
  • Approver name
  • Planned review date (for contractors or temporary users)
• 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 sites/advertisers and no others.
• Schedule a check-in after their first campaign launches to ensure they have sufficient access and aren't blocked by permissions.
• If they report access issues (e.g., can't see a specific site), revisit the User Management page to verify site assignments weren't accidentally omitted.
• Verify they can access the features appropriate for their role (e.g., Account Managers should be able to create campaigns, Read Only users should not).

Tracking and review

• Set a reminder to review access at your next quarterly access review to validate this user still needs Taboola access.
• If the user is a contractor or temporary resource, document their planned removal date and set an alert to offboard them when the project ends.
• Update your internal roster or SSO directory to reflect the new Taboola 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, check the User Management page to confirm the invite was sent, then try resending.
• Some corporate email filters block Taboola emails; work with the user's IT team to whitelist Taboola domains.

User accepted but can't see expected sites/advertisers:

• Go back to Admin → User Management and edit the user to verify site/advertiser assignments.
• Ensure the user is logging in to the correct Taboola account (if your organization has multiple accounts).
• Ask the user to log out and back in to refresh their session and permissions.

User needs access to additional sites after invite:

• Edit the user from User Management and add the new sites. 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 review any tracking codes or account settings they may have changed.

User can see campaigns but can't edit them:

• This likely means they were assigned Read Only instead of Account Manager.
• Edit the user and change their role to Account Manager, then notify them to refresh.

Common Use Cases

Onboarding an agency partner:

• Role: Account Manager
• Sites/Advertisers: Only those covered by the agency's statement of work
• Billing: Usually disabled unless they handle invoicing for client reconciliation
• Follow-up: Provide agency with campaign naming conventions, content guidelines, blocklist policies, and brand safety requirements.

Adding a client stakeholder:

• Role: Read Only
• Sites/Advertisers: Only the client's own sites/advertisers, never competitors
• Billing: Disabled
• Follow-up: Show client how to access performance dashboards, export reports, and understand content discovery metrics. Emphasize read-only limitations.

Onboarding an internal campaign manager:

• Role: Account Manager
• Sites/Advertisers: Specific to their portfolio or region
• Billing: Disabled (unless they reconcile invoices)
• Follow-up: Pair with a senior campaign manager for the first week. Review their campaign setups and content selections before launch.

Adding finance team member:

• Role: Billing
• Sites/Advertisers: All (or specific if your finance team is segmented)
• Billing: Enabled
• Follow-up: Confirm they can download invoices without accidentally having campaign editing rights.

Temporary contractor for product launch:

• Role: Account Manager
• Sites/Advertisers: Only the launch-related site/advertiser
• Billing: Disabled
• Follow-up: Document the end date and set a reminder to remove access when the launch concludes.

Best Practices

• Use work emails only for all Taboola invitations to maintain audit trails and security.
• Start with minimal permissions (fewer sites, lower role) and expand as needed.
• Document every invitation with approver, date, and reason in your access log.
• Set review reminders for temporary users to ensure timely offboarding.
• Separate billing from campaign roles when possible to maintain separation of duties.
• Never grant account-wide access unless truly necessary. Limit users to specific sites to reduce risk.
• Verify acceptance within 72 hours to ensure users can start work on schedule.
• Screenshot pending invitations for compliance and dispute resolution.