Introduction
Effectively managing user roles and permissions in Klaviyo is crucial for maintaining control over your email and SMS marketing platform. Properly configuring Klaviyo user roles ensures that team members have the appropriate access to features and data, enhancing both security and workflow efficiency. In this guide, we'll provide a detailed walkthrough on how to set permissions in Klaviyo, explore different user roles, and share best practices for managing team access in Klaviyo.
How Do I Manage User Roles and Permissions in Klaviyo?
To manage Klaviyo user roles and permissions, you need to add new users to your account, assign specific roles based on their responsibilities, and regularly review permissions to align with your business needs. This setup helps you manage team access and ensures sensitive information and critical account settings are protected.
Step-by-Step Guide: Setting Up Klaviyo User Roles and Permissions
1. Log in to Your Klaviyo Account
Visit www.klaviyo.com and log in using your admin credentials.
2. Navigate to Account Settings
Click on your Account Name in the bottom left corner.
Go to Account > Settings > Users.
3. Add a New User to Your Klaviyo Account
a. Click on "Invite New User"
Enter the Email Address of the user you wish to invite.
Select the User Role from the dropdown menu.
b. Choose an Appropriate User Role
Account Owner: Full access to all settings, billing, and sensitive data.
Admin: Manage users, settings, and create content.
Manager: Access to most features, excluding billing and user management.
Analyst: View analytics and reporting without editing permissions.
Campaign Coordinator: Limited to creating and scheduling campaigns.
Custom Role: Configure specific permissions tailored to the user’s needs.
c. Send the Invitation
The new user will receive an email invitation to join your Klaviyo account.
Once accepted, they will appear in the Users List with the assigned role.
4. Set Custom Permissions for Users
a. Create a Custom Role
In the Users section, select Create Custom Role.
Assign specific permissions, such as:
Email Campaign Management
Flow Editing
List Management
Analytics Viewing
b. Assign the Custom Role to a User
When adding a new user, select the Custom Role from the Role Dropdown Menu.
Click Save Changes to apply the new permissions.
5. Review and Manage User Permissions Regularly
a. Monitor User Activity
Go to Account > Activity Log to view actions taken by each user.
Identify if any unauthorized changes were made.
b. Update User Roles as Needed
If a user’s responsibilities change, adjust their role in the Users section.
To remove access, click Remove User to revoke permissions immediately.
Best Practices for Managing User Roles and Permissions in Klaviyo
1. Assign the Least Privilege Necessary
Avoid giving Admin Access unless necessary.
Use Custom Roles to limit access to only the features required by a user's role.
2. Regularly Audit User Permissions
Set a reminder to review user roles quarterly to ensure permissions are still appropriate.
Remove access for former employees or external partners immediately.
3. Use Custom Roles for Contractors and Temporary Staff
Create Custom Roles with limited access, such as only allowing email design or analytics viewing.
This approach minimizes the risk of accidental changes to account settings or subscriber data.
4. Monitor Account Activity
Regularly check the Activity Log to track user actions.
Set up alerts for sensitive actions, such as list deletions or billing changes.
Common Mistakes to Avoid When Managing Klaviyo User Roles
Over-Permitting Access: Avoid granting Admin Rights to everyone.
Ignoring Role-Based Permissions: Take advantage of Custom Roles to fine-tune access.
Not Removing Old Users: Immediately deactivate accounts for users who no longer need access.
Conclusion
Effectively managing Klaviyo user roles and permissions is essential for maintaining security, improving workflow efficiency, and ensuring the right team members have appropriate access. By following this guide, you can confidently set permissions, manage team access, and avoid common pitfalls.
📩 If your email and SMS marketing strategies are underperforming and you’re unsure how to manage user roles and permissions, let’s talk.
At Dispatch, we help brands maximize revenue from email & SMS without damaging subscriber engagement.
👉 Connect with Dispatch today to optimize your Klaviyo setup and marketing strategy.
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