In a digital age when sharing passwords is common for running an online business, it can be a little scary to give that information to someone you haven't known every long and may have never met in person.
As a Squarespace website designer, I work with many clients who are already on the Squarespace platform, but are ready to hire a professional to make updates or finish their website design because they are overwhelmed. And almost every time, the client asks me if they should give me their Squarespace user name and password.
Luckily, Squarespace makes it easy to give someone access to edit and update your website without sharing your login information. This also means that it's easy to remove someone from your website if you stop working together without having to change your password.
How to Give Permissions
First, log into your website back-end so you can make changes. You will need to have Administrator permissions to add anyone else to a Squarespace website.
In the main menu, navigate to Settings.
Open the Permissions tab and choose Invite Contributor.
Enter the new contributor's name and email address and assign which type of permission they have. Once you save this information, they will receive an email from Squarespace notifying them that they have been invited. Then, they can either log in to their existing account or create an account.
Depending on the type of Permissions a user has to your website, they will see different options in the menu limited by what they have access to.
If you have given someone access to your website, you can always remove them or change their permissions. To do this, go back to Settings > Permissions and click on the user's profile. A box will pop up allowing you to modify or remove permissions for that person (unless they are the owner of the website).
Working with Multiple Squarespace Websites
If you have been granted permissions on multiple Squarespace websites, you can navigate between them without having to bookmark each site individually. When you log in to one website, click on your profile image at the bottom of the menu and a list of all the websites (live and trial) that you can access. Then, choose the website you want to work on and it will open in a new tab.
Types of Permissions
- Administrator - this gives the user full permission to access and change everything on the website. When I am designing a website, both I and my client have Administrator permissions.
- Content Editor - this allows the user to edit website content, but not to change settings. This is useful for allowing a virtual assistant or copywriter access to your content without worrying about them changing the settings.
- Billing - this lets the user update the credit card information on file for processing payments to Squarespace.
- Reporting - this gives the user access to the website statistics and reports. This can be useful for a VA or social media manager who wants to see which pages are the most popular and where visitors are coming from.
- Comment Moderator - this allows the user to edit, approve, and add comments as a contributor and website administrator instead of as a website visitor. A VA who helps to monitor and edit comments can be allowed access to the comments without needing to adjust any settings.
- Trusted Commenter - this lets the user bypass comment moderation, meaning that their comments are automatically approved. This could be useful if you have a business bestie or tribe who regularly comments and you trust.
- Store Manager - this allows the user to receive store notifications via email, manage custom orders, and edit website content, including products. If you want to have an assistant help you manage orders, they will need to be given Store Manager or Administrator permissions in order to receive order emails and update products.
How I Use Permissions with my Clients
When I'm working with a website design client, I get access to their website one of two way - either I create the website as a trial version myself (and am the owner of the website) or my client invites me to their already existing website.
Either way, as a designer, I need Administrator permissions so that I can add and design pages, update the website styling, and add any custom coding. I also recommend that my client has Administrator permissions as well so they can get used to the back-end of their website before it goes live.
As an Administrator, I can also give permissions to my team members if they need access to the website without the client needing to worry about it. This is really helpful for the copywriter and social media strategist who are a part of The Lemonade Collective. It also means that I can set up my client's VA, office manager, or blog contributor for them.
If I've created the website, I will transfer ownership to my client once the final invoice has been paid and the project is complete. Then they can choose to leave me with access to their website to continue offering on-going support or remove me if they no longer need my help.
Are you using Squarespace Permissions with your clients or employees?
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Lemon and the Sea is a brand and website design company located in Richmond, VA. I specialize in making the branding process personal. I work with creative women who have a heart to serve others grow their businesses so they can focus on what's most important - family. I work closely with small businesses to help them dig into what makes them unique, share their vision, and build a business that genuinely represents who they are.