Effectively Manage User Access in GoHighLevel: A Step-by-Step Guide

To manage user access in GoHighLevel, go to Agency Settings → Team for agency-level users or Sub-Account Settings → My Staff for sub-account users. This process typically takes 3-5 minutes per user, depending on the number of permissions you configure.

• ✓Always apply the principle of least privilege: grant only the minimum necessary permissions to each user.
• ✓Utilize 'Account' type users for specific client access, restricting their view to designated sub-accounts.
• ✓Regularly review and update user permissions to align with changing roles and responsibilities.
• ✓Understand the distinct functionalities of 'Agency' vs. 'Account' user types for proper assignment.
• ✓Leverage multi-channel OTP for secure verification when changing sensitive user information like email addresses.

Understanding User Access in GoHighLevel

Managing user access in GoHighLevel is crucial for controlling who can do what within your agency and client accounts. This guide shows you how to add, edit, and delete users, ensuring your team and clients have the right level of access. You will learn to navigate both agency-level and sub-account-level user management settings.

How to Manage Users at the Agency Level

This section is for agency owners or administrators who need to grant or modify access for employees or client personnel across multiple client accounts. Here, you manage users who operate across your entire agency structure.

1

Access Agency Settings — Go to Settings from the left-hand navigation menu while you are in your Agency View. This takes you to your agency-wide configuration options.

2

Navigate to Team Management — Click on Team. This displays a list of all current users associated with your agency, including those added at the sub-account level.

3

Add a New User or Edit Existing — To create a new user, click + Add User in the top right corner. To modify an existing user, click on their name in the list.

4

Enter User Details — Fill in the user's First Name, Last Name, Email (which serves as their login email), Phone Number, and Password. You can also upload a Personal logo for their profile picture.

5

Define User Type — Under User Type, select either Agency or Account. An 'Agency' user can access all client accounts, while an 'Account' user is restricted to specific client accounts you assign.

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6

Assign Account Access — If you chose 'Account' type, specify which client accounts this user can access. If you selected 'Agency' type, choose which specific accounts they receive notifications for.

7

Set Roles and Permissions — Configure granular permissions under Roles & Permissions. This controls precisely what the user can view, edit, or delete within GoHighLevel, from marketing tools to settings.

8

Enable Login As (Optional) — Toggle Enable Login As if you want this specific admin to be able to impersonate and log in as other users. This option is permission-gated per admin.

9

Save Changes — Click Save to create the new user or update the existing user's profile. The user can now log in with the provided credentials and assigned access.

How to Manage Staff within a Specific Sub-Account

This section guides you on managing users (staff or clients) within a specific client's GoHighLevel account. Any user you add here will also be visible and manageable under your Agency Team Management.

What are GoHighLevel Roles and Permissions?

Roles and permissions are the core of GoHighLevel's user access control. They allow you to fine-tune exactly what each user can do, which parts of the platform they can see, and what actions they can perform. This ensures data security and operational efficiency.

How to Securely Change a User's Email Address

Changing a user's login email is a sensitive update that requires verification to maintain account security. GoHighLevel supports multi-channel One-Time Password (OTP) verification to confirm identity, even if the existing email is inaccessible.

GoHighLevel User Management Best Practices

Adhering to best practices ensures optimal security and efficiency in your GoHighLevel user management. These tips help you maintain a robust and compliant access structure.

Troubleshooting Common Issues

Common Mistakes to Avoid

• →Granting full agency access ('Agency' user type) unnecessarily, violating the principle of least privilege.
• →Forgetting to assign specific sub-accounts to 'Account' type users, leading to access denied issues.
• →Not regularly reviewing and updating user permissions as roles change, creating security vulnerabilities.
• →Using weak or generic passwords for new users, increasing the risk of unauthorized access.
• →Ignoring the multi-channel OTP for email changes, which bypasses a critical security layer.

Frequently Asked Questions

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