Skip to main content

Add and manage account users

Add team members to a Kajabi account, choose roles like Administrator or Assistant, 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.

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 "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.

Account user roles

Each account user has one of four roles. Choose the lowest role the person needs. To adjust one person's access beyond their role, see Customize permissions for an account user.

  • Co-owner: 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, payment processor setup, sales tax setup, and API keys. Has access to every site, including all notifications, comments, and settings. 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.

Payments Management Access for Assistants

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.

The Assistant can then 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

  • Upload dispute evidence

  • Retry failed payments

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

Note: Assistants with Payments Management Access still can't open Sales > Payments, which holds the Transactions list for the whole site.

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.

Account user role permissions

This permissions table shows what each account user role (Support Specialist, Assistant, Administrator, and Co-owner) can access. A check mark means the role has access. A blank cell means the role doesn't have access.

Feature

Support Specialist

Assistant

Administrator

Co-owner

Website, Design, Pages, Blog

✅

✅

✅

Products and Offers

✅

✅

✅

Courses > Manage Comments

✅

✅

✅

✅

Analytics

✅

✅

Sales > Payments (Transactions list)

✅

✅

Payments Management (refunds, cancellations)

Only with Payments Management Access

✅

✅

Payouts

View only (no exports or payout schedule changes)

✅

Payment setup (Kajabi Payments, Stripe, PayPal)

✅

Sales tax setup

✅

Sales tax report

✅

✅

Coupons

✅

✅

✅

Bulk coupon codes

✅

✅

✅

Marketing, Funnels, Email Campaigns, Automations, Events, Forms

✅

✅

✅

Contacts

✅

✅

✅

✅

Contacts > Bulk Export

✅

✅

✅

Contacts > Bulk Unsubscribe, Bulk Delete

✅

✅

Contacts > Individual Unsubscribe, Individual Delete

✅

✅

✅

✅

Assessments, Affiliates, Partner Dashboard

✅

✅

✅

All sites (My Sites)

✅

✅

Site settings, Subscription & Billing, Manage Users

✅

✅

API Credentials

✅

Their own account settings (Account details, Sign In & Security, Notifications & privacy), Kajabi University

✅

✅

✅

✅

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

Plans that include Access, and accounts that bought extra users, can have a higher limit. Compare plans at kajabi.com/pricing.

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 shows the suspended user an error the next time they open a page or try to log in. See "This account is not active" and "Invalid email or password" in log in to a Kajabi account.

FAQs

Can I delete an account user?

Account users can't be deleted. Suspend the account user instead, using the steps in "Suspend an account user" on this page. Suspending removes their access and frees their Co-owner or Administrator seat.

Can several account users work at the same time?

Several account users can work in the same Kajabi account at the same time as the account owner, on every plan.

Warning: Don't edit the same page at the same time as another user. The last person to save overwrites the other person's work.

Did this answer your question?

Related Articles