Add team members and manage sub-users

For account owners who want to give teammates access to their Cruva workspace.

The short answer

Add teammates from Dashboard → Users. You send an email invite; they set their own password from the link. Each teammate is either an Admin (full access to every shop, plus billing and user management) or a User. A User can be limited two ways, independently: to specific shops, and to specific sections of the dashboard (Ads only, everything but Ads, Social Intelligence only — whatever you tick). You don't need to share your password — and you shouldn't. Invite links last 14 days.

Add a user

1. Go to Dashboard → Users.

2. Click Add Subaccount (the page is titled Subaccounts) and enter their email address.

3. Choose a user type: Admin or User (see below).

4. For a User, optionally tick Limit user to specific shops and pick the shops. Leave it unchecked for all shops.

5. For a User, optionally tick Customize feature access and pick the sections they can open. Leave it unchecked and they get every section except billing and user management.

6. Send the invite. They receive an email with a registration link, click it, and set their own password.

The account owner and Admin teammates can add users; a regular User cannot. Admins can only create User-type teammates (not other Admins), and can't edit or remove another Admin.

Admin vs User

• Shops — User: can be limited to specific shops · Admin: always all shops (never shop-scoped)
• Sections of the dashboard — User: can be limited to specific sections · Admin: always everything
• Billing — User: no · Admin: yes
• Manage other team members — User: no · Admin: yes — but cannot edit or remove another Admin
• Activity Logs (audit log) — User: no · Admin: yes

An Admin bypasses both limits by design, which is why the shop and section pickers disappear the moment you pick Admin.

Does a teammate need to be an Admin to set up outreach campaigns? No. A regular User can create and run outreach as long as Outreach is in their section access. If a teammate can't set one up and they do have the section, it's a specific error to troubleshoot — not a role limit.

Limit a user to specific sections

Tick Customize feature access in the Add or Edit access dialog and you get the dashboard's own section tree, with the same names and icons as the sidebar. There are twelve top-level sections:

Dashboard · Creator Messages · AI Creator Search · Outreach · Affiliate CRM · Content · Ads · Social Intelligence · Creator Community · Copilot Chat · Agency Dashboard · Connectors

Six of them expand into individual pages you can tick one at a time — for example Ads opens into Usage Rights, TikTok Ads and Meta Ads, and Content opens into Videos, LIVEs, Carousels, Moderation, Halo Effect and Insights. Tick the parent to grant the whole section; tick single pages for finer control. The checkbox shows a dash when only some pages under a section are selected.

Presets. Five buttons fill the grid for you: Full access, Affiliate Manager (everything except Ads), Ads Specialist (Ads only), TikTok Ads Specialist, and Meta Ads Specialist. They're a starting point, not a saved role — click one and then adjust the ticks however you like. Nothing is stored except the sections themselves, so there's no "role" to go stale.

Granting a whole section is future-proof. If you tick Content rather than its six pages, a new page we add under Content later is automatically visible to that teammate. Tick individual pages and they stay exactly as you left them.

What a limited teammate sees. Sections they don't have are hidden from the sidebar and from global search, typing the URL directly redirects them to the first page they can open, and Cruva refuses the underlying requests — so a hidden link and a blocked action can never disagree. (The public API is a separate contract: a key a teammate generates is limited to the shops they can reach and to the routes chosen when the key was created, not to their dashboard sections.)

Always available. Billing, My Shops, notifications, and the help center belong to no section and stay reachable for everyone — a teammate can never be locked out of the whole product.

A few pages come as one grant because they're views over the same records: in Creator Community, Brand Hub, Retainers and the Creators list are unlocked by Campaigns. Payments, Discord and Shopify are their own separate grants.

You must leave at least one section ticked. If you want to give someone everything, uncheck Customize feature access rather than ticking every box — that way new sections reach them automatically.

Changing access later. Open the ⋯ menu on their row and choose Edit access. The Feature Access column on the Users table shows what each person currently has — All features, the section names, or a count once there are more than three.

External collaborators

If the email you're inviting already belongs to a Cruva account outside your organization, the Add dialog switches to inviting them as an external collaborator instead of a sub-user. They keep their own account and sign in as themselves; your shops just appear alongside their own.

You choose the same two things you would for a sub-user: which shops (or Access to all shops, including ones added later), and which sections they may use on those shops. Manage it later from the ⋯ menu → Manage access, or cut it off with Revoke access.

Two rules worth knowing:

• The narrower rule wins. If a collaborator's own organization already limits them to certain sections, what they can do on your shops is the overlap between that and the access you granted — never more than either one allows.
• Your shops stay out of their aggregate views. On account-wide surfaces like the agency dashboard, shops you granted only count toward the numbers for sections you actually granted. A collaborator given only Affiliate CRM can't read your GMV off a total elsewhere.

External collaborators appear in your Users list and in your Activity Logs, tagged External.

Remove a user / revoke access

Open the ⋯ menu on their row. You'll see one of two destructive actions, and which one depends on the person:

• Delete — for an ordinary sub-user. Their Cruva account is deleted and their sessions end immediately.
• Remove from organization — shown when that person also holds access granted by other brands. Their Cruva account can't be deleted by you, so instead they leave your organization: they lose your shops, your shop and section limits are cleared, every session of theirs is invalidated, and they keep their own account and any shops other brands shared with them. They're emailed to let them know.

A pending invite that was never accepted can only be deleted, not removed — there's no account yet to keep.

Admin sub-accounts can't delete or remove another Admin; the account owner can.

If you're worried about a former teammate still being signed in, change your password and use Log all users out of this account (below) — deleting or removing an account also revokes its active sessions.

Resend an expired invite

There's no separate "resend" button. To send a fresh invite, delete the pending user and add them again — this issues a new link.

New links are valid for 14 days, so expiry is far less common than it used to be.

Log out of other devices

If you're logged in somewhere you no longer control (a shared computer, an old phone):

1. Go to Dashboard → Account.

2. Under Active Sessions, click Log all users out of this account, then confirm Log everyone out (owner-only).

This ends every session, including current ones, so you'll sign back in afterward.

Yes, you can be logged in on more than one computer at the same time with the same account.

See what your team has done

Every important action a teammate takes — starting automations, approving samples, changing settings — is recorded in your Activity Logs, along with when they did it and from which IP address. To review one person’s activity, open the ⋯ menu on their row and choose Audit logs; it opens the log filtered to just them. It works for external collaborators too. To see everyone's activity, click the Activity Logs button at the top of the Users page or go to cruva.com/dashboard/audit-logs. Only the owner and Admins can see it. See Activity Logs: see who did what in your account for everything it captures.

Common problems

"I'm the owner but a teammate's email can't reach the admin panel." Admin-only areas are gated by user type. Make sure that teammate is set to Admin on the Users page. Note that an Admin still cannot edit another Admin.

"A teammate says a page vanished from their sidebar." Their section access no longer includes it. Open ⋯ → Edit access and check the grid — if the section was granted page by page, a page added since then won't be included. Tick the parent section to have future pages flow in automatically.

"A teammate gets sent to a different page when they sign in." A limited teammate lands on the first section they're allowed to open, in sidebar order — not on the main Dashboard, unless Dashboard is one of their sections.

Can I add a teammate who already has their own Cruva account? Yes — as an external collaborator rather than a sub-user. See above.

Can I limit an Admin to certain sections? No. Admins have billing and user management, which means they could lift any limit you set on themselves. Use a User with customized feature access instead.

How many teammates can I add? Up to 500 sub-accounts.