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Add and manage account users

Add team members, choose a default role like Administrator or Assistant, see each role's permissions, check plan limits, and suspend users.

Account users (also called extra admin users) are team members who help run your Kajabi account. Each one gets their own login, role, and two-factor authentication (2FA), so no one has to share the account owner's password.

The account owner and their account users can work in the same Kajabi account at the same time. However, it's not recommended to edit the same page at the same time as another user. The last person to save may overwrite another person's work.

Who this is for: Kajabi Heroes who manage a team (the account owner, Co-owners, and Administrators).

Good to know:

Add an account user

To add an account user:

  1. Go to Settings > Manage Users.

  2. Click New User.

  3. Fill in First name, Last name, Email, Phone number (optional), Time zone, Password, and Password confirmation.

  4. Select a role. See "Default account user roles" on this page. If you choose Assistant, a Payments Management Access toggle appears.

  5. Under Sites, check each site the user can access. Assistants and Support Specialists need at least one site. Co-owners and Administrators get every site automatically.

  6. Under Communities, check each Community the user can access. See "Community access for account users" on this page.

  7. Click Save. Kajabi shows Successfully created user, please share the credentials with them. Additionally, they will receive an email from our system to confirm their email address.

Send the new account user their email and password. They're asked to change the password the first time they log in.

Note: Only the account owner can give a new user the Co-owner role. A Co-owner can request the Co-owner role for an existing account user, and the account owner must approve it. See "Request and approve the Co-owner role" on this page.

Email has already been taken

  • Cause: That email is already used on another Kajabi account. Each email can belong to only one Kajabi account, so one person needs a different email address for each account they join.

  • Fix: Add "+" and a word to the address, like [email protected]. Emails may still go to their inbox. If the email provider doesn't support this, use a different email address.

Verify an account user's email address

A new account user gets an email with the subject line Confirmation instructions. They must click Verify your email in that email within 24 hours before they can log in.

If the link expired or the email didn't arrive, you or the account user can send a new one. Follow "Resend the verification email" in log in to a Kajabi account.

Default account user roles

Kajabi has four default roles for account users. Choose the lowest default role the person needs.

If no default role fits, you can create a custom role by changing individual permissions for one person. See Customize permissions for an account user.

  • Co-owner: Recommended only for business partners. Has full access, including payouts and payment processor setup. Only the account owner can cancel the Kajabi account.

  • Administrator: Manages the whole account except payout exports, payout schedule changes, instant payouts, payment processor setup, sales tax setup, and API keys. Has access to every site on the account. Only the account owner or a Co-owner can connect Kajabi Payments, Stripe, or PayPal, in Settings > Payment setup.

  • Assistant: Creates and edits content, Offers, coupons, and contacts on the sites assigned to them. Can't open Settings (except their own account settings), Analytics, or Sales > Payments. Can still open Sales > Coupons and Affiliates, and see a Course's progress report in More actions > View Progress on the Course page.

  • Support Specialist: Moderates comments and manages individual contacts on the sites assigned to them.

Request and approve the Co-owner role

Only a Co-owner can request the Co-owner role for another account user, and only the account owner can approve it. Administrators can't request it.

To request the Co-owner role (as a Co-owner):

  1. Go to Settings > Manage Users.

  2. Click the user's name. Or click the more options (...) menu on the user's row and select Edit.

  3. Select the Co-owner role. A pop-up asks Selecting the Co-owner role requires approval from the Account Owner. Would you like to continue the request?

  4. Click Request role change. The page reloads, and the Co-owner option shows (Request pending approval from account owner).

While the request is pending, the user list shows (Co-owner role pending approval) next to the user. The account owner gets an email with the subject line Role change request created.

To approve the request (as the account owner):

  1. Go to Settings > Manage Users. A banner shows You have one or more users requesting their role be changed to Co-owner.

  2. Click the user's name. Or click the more options (...) menu on the user's row and select Edit.

  3. Next to the Co-owner role, click Approve request.

The role changes, the user is signed out, and the account owner gets an email with the subject line Role has been changed.

Community access for account users

Community access is set per user, even for Co-owners and Administrators. Having access to every site doesn't include access to every Community. The account user who creates a Community gets access to it automatically.

To give an account user Community access:

  1. Go to Settings > Manage Users and click the user's name.

  2. For an Assistant, first check the Community's site under Sites. Until you do, that Community's checkbox stays grayed out.

  3. Under Communities, check each Community.

  4. Click Save.

What each role gets in a checked Community:

  • Co-owner and Administrator: They become Community admins, with full moderation rights.

  • Assistant: They become Community assistants, with moderation rights.

  • Support Specialist: They get no Community access, even if a Community is checked.

No separate moderator role, Access Group, or Offer is needed. See Community moderation tools.

Default role permissions

Each default role comes with a set of permissions. Each permission group in this section has a table showing which roles have each permission by default, followed by a list of what each permission covers. A custom role can have different permissions.

A few kinds of access follow the role and aren't in the permission tables:

  • Manage Users: Administrators and Co-owners can add and manage account users.

  • Sites: Administrators and Co-owners can open every site. Assistants and Support Specialists can open only the sites assigned to them.

  • Payment processor and sales tax setup: Only the account owner and Co-owners can connect Kajabi Payments, Stripe, or PayPal, or set up sales tax.

  • Their own account settings and Kajabi University: Every role can manage their own account details, Sign In & Security, and Notifications & privacy, and open Kajabi University.

Products permissions

This table shows whether each role has each Products permission by default.

Permission

Support Specialist

Assistant

Administrator

Co-owner

Courses

❌ No

✅ Yes

✅ Yes

✅ Yes

Product announcements

❌ No

✅ Yes

✅ Yes

✅ Yes

Manage comments

✅ Yes

✅ Yes

✅ Yes

✅ Yes

Coaching

❌ No

✅ Yes

✅ Yes

✅ Yes

Podcasts

❌ No

✅ Yes

✅ Yes

✅ Yes

Backstage

❌ No

✅ Yes

✅ Yes

✅ Yes

Downloads

❌ No

✅ Yes

✅ Yes

✅ Yes

Newsletters

❌ No

✅ Yes

✅ Yes

✅ Yes

What each Products permission covers:

  • Courses: Create, edit, and publish courses and their content.

  • Product announcements: Create and send announcements to the members of a product.

  • Manage comments: Approve, reply to, and delete comments on course content and newsletter posts.

  • Coaching: Create and manage coaching programs and sessions.

  • Podcasts: Create and manage podcasts and episodes.

  • Backstage: Create and manage Backstage content, including member messaging, meetings, and assignments. Backstage direct messages can still be sent from the Universal inbox, which this permission does not cover.

  • Downloads: Create and manage digital downloads and their files. A user with Backstage access can still attach an existing download file to a member, which this permission does not cover.

  • Newsletters: Create, edit, and send newsletters, including their own email template. Comment moderation is covered by Manage comments; general email campaign templates and sending domains belong to Email campaigns, under Marketing.

Marketing permissions

This table shows whether each role has each Marketing permission by default.

Permission

Support Specialist

Assistant

Administrator

Co-owner

Email campaigns

❌ No

✅ Yes

✅ Yes

✅ Yes

Automations

❌ No

✅ Yes

✅ Yes

✅ Yes

Funnels

❌ No

✅ Yes

✅ Yes

✅ Yes

Events

❌ No

✅ Yes

✅ Yes

✅ Yes

Forms

❌ No

✅ Yes

✅ Yes

✅ Yes

What each Marketing permission covers:

  • Email campaigns: Create, schedule and send email broadcasts and sequences. Also covers the site's email templates (including the member welcome and double opt-in messages), template branding, and sending domains.

  • Automations: Set up automations – triggers, conditions, actions.

  • Funnels: Build and edit funnels and their landing pages.

  • Events: Create and manage events, registrations, reminder emails and their reports.

  • Forms: Create and edit forms and view submissions.

Website permissions

This table shows whether each role has each Website permission by default.

Permission

Support Specialist

Assistant

Administrator

Co-owner

Pages & design

❌ No

✅ Yes

✅ Yes

✅ Yes

Blog

❌ No

✅ Yes

✅ Yes

✅ Yes

Navigation

❌ No

✅ Yes

✅ Yes

✅ Yes

What each Website permission covers:

  • Pages & design: Create, edit, and publish landing and website pages. Ability to export and delete landing pages, view page analytics, run A/B tests, and modify page code if your plan allows it. Also change themes, styles, and site design settings. Pages inside a funnel belong to Funnels.

  • Blog: Create, edit, and publish blog posts.

  • Navigation: Create, edit, and delete the site's navbars and their links. The default theme menus (main menu, footer, member menu, about menu) can be renamed and relinked but never deleted.

Pricing & sales permissions

This table shows whether each role has each Pricing & sales permission by default. Assistants can also get Transaction management. See "Payments Management Access for Assistants" on this page.

Permission

Support Specialist

Assistant

Administrator

Co-owner

Affiliate management

❌ No

✅ Yes

✅ Yes

✅ Yes

Offers & coupons

❌ No

✅ Yes

✅ Yes

✅ Yes

Payouts

❌ No

❌ No

✅ Yes

✅ Yes

Payments & purchases

❌ No

❌ No

✅ Yes

✅ Yes

Transaction management

❌ No

❌ No

✅ Yes

✅ Yes

Payment settings & integrations

❌ No

❌ No

✅ Yes

✅ Yes

What each Pricing & sales permission covers:

  • Affiliate management: Manage affiliate program settings, affiliate users, links, announcements, challenges, transactions, and commissions. Affiliate reporting and its exports also require Payments & purchases; the payout actions (retrying a payout, the payout schedule and commission terms, marking or paying commissions, and balance adjustments) also require Transaction management.

  • Offers & coupons: Create, edit, and delete offers, variants, order bumps, and upsells, and export an offer's customer list. Customize checkout. Manage cart settings, coupons, bulk coupon generation, and gift settings on offers, and set an offer's affiliate commission from its settings page.

  • Payouts: Open the Kajabi Payments payout list and each payout's detail. Exporting payouts, changing the payout schedule, and sending an instant payout stay owner-only regardless of this setting.

    Here, owner-only means the account owner and Co-owners.

  • Payments & purchases: View the payments dashboard, transactions and exports, disputes, subscriptions and payment plans, orders and receipts, and invoices. Edit, send, and void invoices. Also covers dispute evidence and, together with Affiliate management and Transaction management, the affiliate payout actions (the Kajabi Payments one is the Payouts permission, not this) — granting this alone does not open them. Includes financial analytics reports.

  • Transaction management: Act on an individual transaction — issue a refund, retry a failed charge, toggle automatic collection, pay off a payment plan, pause, resume, uncancel, reprice, or cancel a subscription, and manage affiliate payouts. Does not open the payments dashboard or its lists (see permission for "Payments & purchases").

  • Payment settings & integrations: Connect and manage accounting integrations (Xero and QuickBooks), outbound webhooks, failed payment recovery emails, and converting offers to Kajabi Payments. Does not include connecting or disconnecting a payment processor.

Contacts permissions

This table shows whether each role has each Contacts permission by default.

Permission

Support Specialist

Assistant

Administrator

Co-owner

View & edit

✅ Yes

✅ Yes

✅ Yes

✅ Yes

Assessments

❌ No

✅ Yes

✅ Yes

✅ Yes

Unsubscribe a contact

✅ Yes

✅ Yes

✅ Yes

✅ Yes

Bulk unsubscribe from marketing

❌ No

❌ No

✅ Yes

✅ Yes

Delete a contact

✅ Yes

✅ Yes

✅ Yes

✅ Yes

Bulk delete

❌ No

❌ No

✅ Yes

✅ Yes

Bulk export

❌ No

✅ Yes

✅ Yes

✅ Yes

Bulk actions

✅ Yes

✅ Yes

✅ Yes

✅ Yes

What each Contacts permission covers:

  • View & edit: View contact profiles and edit their details. Also covers tags, segments, and contact insights, the Insights product progress report, member search, and the contact lookups available to the API and to AI assistants.

  • Assessments: Create and edit assessments, and view and export their results.

  • Unsubscribe a contact: Unsubscribe individual contacts from marketing email. SMS consent and newsletter subscriptions are not part of this permission.

  • Bulk unsubscribe from marketing: Unsubscribe many contacts from receiving any email marketing.

  • Delete a contact: Delete individual contacts. Also required to merge two contacts, since a merge deletes the contact that is merged away.

  • Bulk delete: Delete many contacts at once.

  • Bulk export: Export contact lists on CSV files.

  • Bulk actions: Grant or revoke offers, add or remove tags, manage subscriptions for emails, newsletters and events — for many contacts at once. Doing the same for one contact at a time from their profile is controlled in the "View & edit" permission.

Settings permissions

This table shows whether each role has each Settings permission by default.

Permission

Support Specialist

Assistant

Administrator

Co-owner

Site settings

❌ No

❌ No

✅ Yes

✅ Yes

API credentials

❌ No

❌ No

❌ No

✅ Yes

Billing

❌ No

❌ No

✅ Yes

✅ Yes

What each Settings permission covers:

  • Site settings: Change site-level settings and defaults. Together with the "Agents" permission, also choose what customers' AI assistants can read from the site.

  • API credentials: View and manage API keys.

  • Billing: View and manage the Kajabi subscription and invoices.

Other tools permissions

This table shows whether each role has each Other tools permission by default.

Permission

Support Specialist

Assistant

Administrator

Co-owner

Partner dashboard

❌ No

❌ No

✅ Yes

✅ Yes

Universal inbox

❌ No

✅ Yes

✅ Yes

✅ Yes

Media library

❌ No

✅ Yes

✅ Yes

✅ Yes

Branded app

❌ No

✅ Yes

✅ Yes

✅ Yes

Agents

❌ No

✅ Yes

✅ Yes

✅ Yes

Cofounder

❌ No

✅ Yes

✅ Yes

✅ Yes

Analytics

❌ No

❌ No

✅ Yes

✅ Yes

What each Other tools permission covers:

  • Partner dashboard: Open the Kajabi Partner dashboard, including referrals and partner payouts. The Partner Program links show only for users who also have access to the Kajabi Partner Site.

  • Universal inbox: Open the universal inbox and read, reply to, and manage conversations from connected channels. Backstage direct messages can still be sent from Backstage itself, which this permission does not cover.

  • Media library: Open the media library and add, edit, tag, and delete its media, including replacing media in place where it is used across the site. Also covers browsing and uploading library media from the media picker in other areas of the admin, and the AI assistant's media tools.

  • Branded app: Open the branded mobile app area, including app design and onboarding, store offers, and the app's push notifications. Store transaction reports also require a role with financial access, which this permission does not grant.

  • Agents: Create, configure, enable, and delete the site's AI agents, including their knowledge, analytics, and admin test chats. Viewing and taking over agent conversations is controlled by the "Universal inbox" permission. Choosing what customers' AI assistants can read from the site also requires the "Site settings" permission.

  • Cofounder: Chat with Cofounder in the admin and the Kajabi Creator mobile app — voice, chat history, attachments, suggestion nudges, the dashboard composer, and the mobile action-item list. Cofounder still respects the user's other permissions, so it can't act where they otherwise couldn't.

  • Analytics: View the Analytics overview and reports, including the AI assistant's contacts analytics. Revenue and payment reports follow Payments & purchases instead; the product progress report follows Contacts view & edit instead.

Payments Management Access for Assistants

Payments Management Access is a toggle on the Assistant role. Turning it on gives the Assistant the Transaction management permission, described in "Pricing & sales permissions" on this page. All of the Assistant's other permissions stay the same.

Without Payments Management Access, Assistants can open a contact's purchases and view and download their receipts, but they can't refund or change payments. On some accounts, Assistants also can't open orders without Payments Management Access.

Payments Management Access is off by default. The account owner, a Co-owner, or an Administrator can turn it on:

  1. Go to Settings > Manage Users and click the Assistant's name.

  2. Under the Assistant role, turn on Payments Management Access.

  3. Click Save. The Assistant is signed out, and the new access applies when they log in again.

With the Transaction management permission, the Assistant can do these on a contact's profile, in the Purchases tab (click View Details on a purchase):

  • Open orders, on accounts where orders require Payments Management Access

  • Issue refunds

  • Cancel, pause, or resume subscriptions and payment plans

  • Edit billing amounts or dates

  • Respond to disputes

  • Retry failed payments

They can also create manual transactions for affiliate users in Sales > Affiliates.

Note: Payments Management Access doesn't include the Payments & purchases permission, so Assistants still can't open Sales > Payments, which holds the Transactions list for the whole site.

Plan limits for account users

Your plan limits how many account users can have the Co-owner or Administrator role. Co-owners and Administrators share one limit. The account owner doesn't count. The limits for current plans are:

  • Kickstarter: 1

  • Basic: 1

  • Growth: 10

  • Pro: 25

Additional account users are available for purchase, see Manage subscription.

Note: Assistants and Support Specialists are unlimited on every plan, including legacy plans, and they don't count toward the limit. Suspended users don't count toward the limit either.

What happens at the limit:

  • Adding or editing a user: The Co-owner and Administrator roles are hidden, and Kajabi shows Need more co-owners or administrators?

  • Unsuspending a Co-owner or Administrator: Kajabi shows User was not unsuspended. Upgrade your plan to add more users.

Edit an account user

To edit an account user:

  1. Go to Settings > Manage Users.

  2. Click the user's name. Or click the more options (...) menu on the user's row and select Edit.

  3. Change the details and click Save.

  • Role or site changes: The user is signed out. They see their new access the next time they log in.

  • Name or Community changes: The user stays logged in.

  • Email changes: The change isn't complete until the user verifies the new address, and Manage Users keeps showing the old address until then. See "Verify a new email address after changing it" in log in to a Kajabi account.

Reset an account user's password

To make an account user reset their password:

  1. In Settings > Manage Users, click the user's name.

  2. Click Reset password.

  3. In the Confirm password reset pop-up, click Yes, reset password. Kajabi shows Successfully reset password.

The user is signed out and gets an email with the subject line A reset of your Kajabi user password is required. They must set a new password the next time they log in.

Account users can also reset their own password anytime by clicking Forgot your password? on the Kajabi login page.

Note: Account owners can't reset another user's 2FA. If an account user lost their 2FA device, they can reset 2FA themselves from the login page. See "Reset 2FA from the login page" in log in to a Kajabi account.

Suspend an account user

Suspend an account user to remove their access to your Kajabi account, for example when they leave your team. To suspend an account user:

  1. In Settings > Manage Users, click the user's name.

  2. Scroll to the bottom of the page and click Suspend User.

  3. In the Confirm user suspension pop-up, click Suspend user. The user can no longer log in.

To restore access, open the user the same way, click Unsuspend User, then click Unsuspend user in the pop-up.

  • Who can suspend a Co-owner: Only the account owner can suspend a Co-owner.

  • What a suspended user sees: Kajabi signs the suspended user out the next time they open a page, and logging in again shows Invalid email or password. See "Invalid email or password" in log in to a Kajabi account.

Note: The account owner can't delete account users from the Manage Users page.

If an account user was hacked

If an account user was hacked:

  1. Suspend the account user as soon as possible to prevent unexpected changes.

  2. Inform your account user to reset their password on the login page (this is allowed even though they are suspended)

  3. After they've changed their password, unsuspend the account user.

  4. If necessary, the account user can reset 2FA

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