So here’s the deal: you want to avoid giving out the username and password to your accounts when at all possible. However, when an external person (web designer, developer, marketer, or consultant) is helping you with something, they often need a certain level of access to a bunch of different accounts.
Instead of giving them your admin login, you can often add them as a user, limiting their access to only the things they actually need instead of giving them all the power.
(Not to mention, changing your password after their work is done is annoying, and forgetting to change your password could become dangerous—you don’t want external people to be able to access all the things, especially when you no longer have a working relationship. Worst case scenario they can change all your information and lock you out. Not good.)
The problem is, adding someone as a user is a bit of a different process for different accounts. Google Analytics works differently than Mailchimp, which works differently than WordPress. So, in the moment, it’s tempting to just hand over the username and password to your account and deal with it later.
But resist! Let me help:
Links to instructions on giving access to common accounts without sharing your username and password
MailChimp: user levels + how to grant access
Namecheap: sharing access to a domain
Hosting / Domains
Flywheel: adding a collaborator
Bluehost: create new user
Sharing files when you can’t send them over email
There are some things you can’t send through email because they contain executable files. Think plugins and add-ons. For example, if your website uses Ninja Forms and you wanted to use one of their add-ons, you wouldn’t be able to attach the add-on file to an email and send it to whoever is helping you.
You might be tempted to just give the person your account info so they could go download it themselves.
Again, resist! Instead, download the file and add it to some sort of file sharing service (like Google Drive or Dropbox).
Sometimes you have no other choice…
Unfortunately, sometimes you are unable to create an account for someone who needs access. Here’s a running list of those cases:
*Last checked on February 9 2018
This will be an ever-growing list, and has begun with the accounts we often encounter over at Wanderoak. If there’s one you find yourself constantly requesting access for, send me an email (to firstname.lastname@example.org) and I’ll see about adding it to the list!