How to add people and assign roles in bm depends on using a business portfolio, selecting the correct person, and giving only the access they need. Open Meta Business Suite or Business Manager, go to Settings, add the person’s email, choose their business role, and then assign specific assets such as Pages or ad accounts.
The result changes with your admin level, the asset type, and Meta’s current screen layout. An invitation can expire or remain pending, and a person’s business role doesn’t automatically give access to every Page or ad account.
Who should you add and assign roles to?
A business owner may need to add a teammate, agency, or contractor without sharing a personal Facebook password. That person needs a clear invitation and enough access to complete their work.
A marketing employee may already have a personal Facebook account but no access to the company’s business portfolio. They need the right business role plus access to the exact Page, Instagram account, ad account, catalog, or pixel they will use.
An agency may manage several assets for different clients. It usually needs controlled partner or employee access, not full ownership of the client’s business portfolio.
This guide serves best when you’re an admin adding people to a business you already control. It assumes you can open the business settings and can identify the correct assets. If you’re locked out, don’t know who owns the business, or need to recover a hacked account, use Meta’s account recovery and support options instead.
What controls access levels?
Your business role controls the invitation. A business admin can usually add people and manage settings, while an employee with limited permissions may not see those controls. Check Business settings > Users > People to see your role before starting.
The asset controls the real work. Adding someone to the business doesn’t automatically let them publish to a Page or create ads. Page access, ad account access, Instagram access, and catalog access are assigned separately.
The permission level controls the risk. A person who only schedules posts doesn’t need billing access or full control. If the work is publishing content, choose the smallest Page permission that still allows publishing.
The invitation email controls who joins. Send the invite to the email address connected to the person’s Facebook account or Meta account. A typo can leave the invitation pending while the intended person sees nothing.
The business portfolio matters most when businesses are linked. A person may appear in one business but not another. The mistake people get wrong most often is adding a person to the business and assuming that action also adds every asset; it doesn’t.
How to add people in Business Manager
Start in a desktop browser if possible. Meta’s labels can differ between Business Manager and Business Suite, so use the business name shown at the top before changing any settings.
-
Open Business settings. Go to Meta Business Suite, select the correct business portfolio, and open Settings or Business settings. The business name should match the company you intend to edit.
-
Open the People list. Select Users, then People, and choose Add people. If you can’t see this button, your account may not have permission to invite people.
-
Enter the person’s email. Type the work email the person uses for Meta access. Check every character before continuing; an invitation sent to the wrong address can expose access to the wrong person.
-
Choose the business role. Select Employee access for ordinary work, or Admin access only when the person must manage people, settings, or business ownership. The selected role should match the job, not the person’s seniority.
-
Assign assets. Choose the Page, Instagram account, ad account, catalog, or other asset the person needs. Select the smallest permission that supports the task.
-
Review the permissions. Read each asset and permission on the review screen. Remove billing, full-control, or management access unless the person genuinely needs it.
-
Send the invitation. Select Invite or Send invitation. A confirmation should show the person as invited or pending.
-
Ask the person to accept. They should open the invitation email or Meta notification and accept it while signed in to the intended account. Their status should change from pending after acceptance.
-
Check the access record. Return to the People list and open the person’s profile. Confirm the expected business role and assets appear there before asking them to work.
The key judgment is whether the person can complete the task without gaining control of unrelated assets. If the next step involves recovering ownership, bypassing security, or changing a payment account, stop and contact Meta support or the business owner rather than trying to force the setting.
Access choices at a glance
The right choice depends on the person’s task, the assets involved, and how much control you’re willing to give.
| Situation | What to do | What it takes | What to watch for |
|---|---|---|---|
| New employee joins | Add employee access | Email and review | Assign assets separately |
| Content contractor | Page publishing access | Selected Page permissions | Remove billing access |
| Ad specialist | Ad account access | Campaign permissions | Check payment visibility |
| Business administrator | Admin access | High trust required | Can change settings |
| External agency | Add partner access | Business ID required | Confirm agency identity |
| Temporary worker | Limited asset access | Short review cycle | Remove access afterward |
Details that protect your account
Prepare the access plan
Write down the person’s task before opening settings. For example, “schedule Page posts” points to Page content permissions, while “launch campaigns” points to an ad account and possibly a connected Page.
Check the asset name and business name twice. Similar Page names can cause a costly mistake: the person may publish on the wrong brand account, or an ad may use the wrong Page identity.
Check during and after setup
Review each permission before sending the invitation. If the person needs one ad account, don’t select every ad account shown in the list.
After acceptance, ask the person to confirm only the tools they can see. If they can see an unrelated Page, catalog, or payment setting, remove that access immediately. Don’t change settings just because a permission appears available; Meta’s labels can include controls the task doesn’t require.
Common Business Manager access problems
The visible problem usually points to the next safe check. Don’t resend invitations repeatedly before confirming the email, business, and pending status.
| What you notice | What it usually means | What to do first | How to stop it happening again |
|---|---|---|---|
| Add button missing | Your role lacks permission | Ask an admin to invite | Keep two trusted admins |
| Invitation not received | Wrong email or spam filter | Verify email address | Use the work account |
| Person accepted, sees nothing | Assets weren’t assigned | Review asset permissions | Assign assets during invite |
| Page doesn’t appear | Page belongs elsewhere | Check business ownership | Record the owning business |
| Ad account unavailable | Account access is separate | Assign ad account access | Use named asset lists |
| Wrong person invited | Email was entered incorrectly | Cancel pending invitation | Confirm address aloud |
| Person has too much access | Permissions were too broad | Remove extra permissions | Start with least access |
Meta permissions and account rules
Meta controls access through business portfolios, users, partners, and assets. The exact labels and available roles can differ by account, country, asset type, and Meta’s current interface.
Use Meta’s own business access help when the screen shows a different role name or when an invitation behaves differently from these steps. The help page is the right place to check current instructions for adding people.
Don’t share a personal Facebook password to avoid the invitation process. Each person should use their own account, so access can be reviewed and removed separately.
Business ownership and asset ownership can also differ. If a Page, Instagram account, or ad account is owned by another business, an admin of that owning business may need to approve or assign access.
Stop before changing ownership, removing the last admin, or editing billing details. Those actions can affect business control and payments; ask the current business owner or Meta support to handle them.
The real cost of access mistakes
The direct setup usually takes only the time needed to confirm the email, role, assets, and permissions. The larger cost comes from correcting broad access after it has been accepted.
Giving admin access saves clicks, but it increases the risk of unwanted changes to people, assets, settings, and payments. Limited access takes more planning because you must select each asset, but it’s safer for contractors and short-term work.
A wrong Page or ad account can waste campaign time and create brand confusion. Compare the business name, asset name, and person’s task before sending the invitation; those three checks cost less than reversing a wrong change.
Meta’s prices, advertising charges, and billing settings vary by account and country. Read the billing screen inside the correct ad account rather than relying on a general price or an old screenshot.
Keep access correct afterward
Review the People list when someone changes jobs, leaves the company, or finishes contract work. Remove access when the work ends instead of leaving an unused invitation or permission active.
Check the person’s assigned assets, not just their business role. A person can have the right employee role but still retain access to an old Page or ad account.
Keep a simple record with the person’s name, email, business role, assigned assets, and reason for access. Compare it with Business Manager whenever responsibilities change.
If a person reports that access has disappeared, first check whether the asset was removed, the invitation was never accepted, or the person signed in with a different Meta account. Fix the matching problem instead of sending a new invite immediately.
When Business Manager access is wrong
This approach isn’t for someone trying to recover a hacked business or a lost personal account. Use Meta’s account recovery process and secure the account first. If an attacker controls the email, phone, or authentication method, fix that control before changing Business Manager access.
It’s also not the right choice when you need to transfer ownership between businesses. Ask an existing owner or authorized Meta support contact to handle the ownership change; don’t remove admins to make the transfer work. If the ownership record is unclear, resolve that before changing anyone’s role.
If the person needs access to regulated payment information, customer data, or high-value advertising accounts, use a formal approval process as well as Meta permissions. A business admin should make the access decision. Record what the person needs and remove access when that need ends. If access is temporary, set an end date in the approval record and review it when the work is complete.
Frequently asked questions
Can I add someone without a Facebook account?
No, the person needs a Meta account that can accept the business invitation. Send the invite to the email they use for that account, then ask them to sign in and accept it. A work email alone doesn’t create the required Meta account.
Why can’t I add people in Business Manager?
You likely don’t have permission to manage people, or you’re viewing the wrong business portfolio. Check your own role and the business name first. If the add option remains missing, ask an existing admin to send the invitation.
How long does a Business Manager invitation last?
Meta’s invitation period can depend on the current account setup and interface. Check the invitation’s status and any expiry message shown in Business settings. If it has expired, cancel the old invitation and send a new one to the confirmed email.
Is it safe to give someone admin access?
Only give admin access to a trusted person who must manage users, assets, or business settings. Admin access can expose controls beyond one task. For publishing or advertising work, limited asset permissions are usually the safer choice.
What happens if someone accepts the wrong invitation?
The person may gain access to the wrong business or assets. Open the People list, select that person, and remove the incorrect access. Then confirm the correct email and business before sending a new invitation.
Does adding a person give them Page access?
No, adding a person to the business doesn’t automatically assign every Page. You must select the Page and choose its permissions separately. The same applies to ad accounts, Instagram accounts, catalogs, and other business assets.
Can I remove someone after adding them?
Yes, an admin can remove a person or change their asset permissions from Business settings. Check every assigned asset before saving. Removing access won’t undo actions already taken, such as published posts or launched campaigns.
What to do next in Business Manager
Write down the person’s exact task and required assets, such as a Page or ad account. Grant the narrowest role that can complete the work, rather than access to the whole business. Invite the person through the email they confirm they can access, and check the address before sending.
After the person accepts, open their profile and verify the role and each assigned asset. If something is missing, adjust only the asset or permission needed; don’t solve it by granting a broader role. Remove access when the work ends, and never share a password or login. Stop and get help before changing ownership, payment or billing settings, or account security.
Olivia Jones
Contents
Need help with your Facebook setup?
We set up profiles, Business Managers and ad accounts the right way.
See our services →