Sooner or later, you’ll need to give someone access to your accounts, and how you do this matters more than most people realise.
What’s the problem?
When working with developers, marketers, or agencies, access is often needed quickly. Many business owners share passwords because it feels like the fastest option. Unfortunately, this removes all control, creates security risks, and often leads to being locked out of accounts later.
Every major platform already has a safer way to do this. You just need to know where to click.
Why this hurts your business
- One password gives full control of your account
- You can’t see what was changed or by who
- Removing access later becomes messy or impossible
Quick fix you can do today
Never share passwords.
Always give access using permissions.
Step 1: Understand permission-based access
Permission-based access means:
- You invite someone using their email
- They use their own login
- You control what they can see or change
- You can remove access instantly
This keeps you in control at all times.
Step 2: Give access to Google Workspace (Gmail, Drive, Admin)
If you use Google Workspace, this is the correct way.
To add a user (recommended):
- Log in to Google Admin
- Go to Users
- Click Add new user
- Enter their name and email
- Choose their role (User or Admin)
They get their own login.
You keep full control.
To give admin access (only if needed):
- Go to Users
- Select the user
- Assign an Admin role
Never share your main Google login.
Step 3: Give access to Facebook and Instagram (Meta Business Suite)
Never use personal Facebook logins.
Correct setup:
- Go to Meta Business Manager
- Open Business Settings
- Go to People
- Click Add
- Enter their work email
Choose:
- Employee access for staff
- Partner access for agencies
Assign only what they need:
- Pages
- Ad accounts
- Instagram accounts
You can remove access in seconds.
Step 4: Hosting access (same principle)
Hosting providers work the same way.
- Add users instead of sharing logins
- Limit access to what’s needed
- Remove access when work ends
This applies to Hostinger, FastHosts, and others.
Step 5: The universal security rule
Remember this rule:
If a platform doesn’t support permissions, don’t use it for business.
Always:
- Use role-based access
- Review access every few months
- Remove old users
This avoids long-term security issues.
Step 6: When access should always be removed
People often forget this step.
Remove access when:
- A project finishes
- A freelancer stops working with you
- An employee leaves
- An agency relationship ends
This keeps your accounts secure.
How Web Guidance works with access
We never ask for passwords.
We always:
- Use official access systems
- Request only what’s needed
- Keep access limited and auditable
You stay in control at all times.
Need help setting this up safely?
If you’re unsure how to give access or want this set up properly, message us and we’ll guide you through it or handle it securely for you.
This applies whether:
- We manage your setup
- Or you follow this guide yourself