User Access Guide for GoHighLevel

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User Access Guide for GoHighLevel

Managing user access correctly in GoHighLevel is essential for secure workflows, especially if your team also uses tools like ClickUp or other project management platforms. This guide walks you through how user access works, what each role can do, and how to safely assign permissions across locations so your agency and sub-accounts stay organized.

Understanding User Access in GoHighLevel

In GoHighLevel, user access is controlled by a combination of roles and locations. Each user is assigned a role that defines what they can see and do, and one or more locations where those permissions apply.

At a high level, access is managed in three layers:

  • Agency level – Top-level account that manages sub-accounts.
  • Sub-account level – Individual client or brand accounts.
  • User level – Team members and clients with defined permissions.

By combining roles and locations, GoHighLevel helps you keep sensitive data secure while still giving users the tools they need to perform their tasks.

Types of User Roles in GoHighLevel

GoHighLevel provides predefined roles that control access. The exact labels may vary slightly by account configuration, but the core concepts remain the same.

Agency Admin Role in GoHighLevel

The Agency Admin (or equivalent top-level role) has the broadest access in GoHighLevel. Typical permissions include:

  • Access to the Agency view and all sub-accounts.
  • Ability to create, edit, and delete sub-accounts.
  • Control over global settings, billing, and integrations.
  • Management of all users and their roles across the account.

This role should be reserved for trusted owners or senior managers because it controls every aspect of the system.

Agency User Role in GoHighLevel

An Agency User usually has limited access compared to an Agency Admin. Depending on how permissions are configured, an Agency User may:

  • Access selected sub-accounts only.
  • View and manage specific tools like pipelines or conversations.
  • Be restricted from sensitive areas, such as billing and global settings.

Use this role for staff members who help manage clients but do not need full administrative control.

Location-Level Roles in GoHighLevel

Each sub-account, called a location in GoHighLevel, also has roles such as Admin or User at the location level. These define what someone can do inside a specific client account.

  • Location Admin – Can usually manage most or all features within that location, such as funnels, campaigns, contacts, and settings specific to that sub-account.
  • Location User – Typically has restricted access to certain features, like viewing conversations, handling leads, or working in the pipeline, but cannot change global settings for that location.

Assign Location Admin roles to people responsible for managing a single client account, and Location User roles for team members with more focused tasks.

How Location Access Works in GoHighLevel

Location access determines which sub-accounts a user can see in the GoHighLevel interface. A user may have access to one or many locations, and their role can differ per location.

For example, the same person can be:

  • Location Admin for one client account, and
  • Location User for another client account.

This flexible system lets you tailor access based on each team member’s responsibilities without creating multiple logins.

Best Practices for Location Permissions

When assigning access to locations in GoHighLevel, follow these guidelines:

  • Grant access only to the locations a user needs.
  • Limit admin rights to users who manage strategy and configuration.
  • Review location access regularly, especially when staff roles change.
  • Remove access promptly when someone leaves your team or a client relationship ends.

Step-by-Step: Managing User Access in GoHighLevel

Use the following steps as a general how-to workflow to manage user access. Interface labels may differ slightly depending on updates, but the overall process remains similar.

1. Open the User Management Area

  1. Log in to your GoHighLevel account with an admin-level user.
  2. Navigate to the Agency or relevant Location view, depending on where you want to manage users.
  3. Look for the section where users are listed (often under Settings or a Team/Users menu).

2. Add a New User

  1. Click the option to Add User or Invite User.
  2. Enter the user’s name and email address.
  3. Select the appropriate role (such as Agency Admin, Agency User, Location Admin, or Location User).
  4. Choose the locations the user should have access to.
  5. Save or send the invitation so the user receives an email to set up their login.

Assign the most limited role that still allows the user to complete their work. This is a key security and compliance best practice within GoHighLevel.

3. Edit an Existing User’s Access

  1. Locate the user in your GoHighLevel user list.
  2. Open their profile or edit screen.
  3. Adjust their role if their responsibilities have changed.
  4. Add or remove location access as needed.
  5. Save the changes so new permissions take effect.

Regularly revisiting user access helps keep your GoHighLevel account clean and reduces the risk of unauthorized changes.

4. Remove or Disable a User

  1. Go to the user management section in GoHighLevel.
  2. Select the user you want to remove or disable.
  3. Choose the appropriate action, such as Deactivate or Delete, depending on the options available.
  4. Confirm your choice to revoke access fully.

Deactivating or removing users promptly is important when staff leave your organization or a client relationship ends, ensuring that only authorized people can access your locations.

Security Tips for User Access in GoHighLevel

Good access management goes beyond simply assigning roles. Here are additional tips to keep your GoHighLevel account secure:

  • Use role-based access: Align each user’s role in GoHighLevel with their job function.
  • Minimize admin accounts: Limit full administrative rights to a small number of trusted users.
  • Audit access regularly: Review who has access to each location on a scheduled basis.
  • Separate client and internal access: If clients log into GoHighLevel, ensure they only see their own location.

Where to Learn More About GoHighLevel User Access

For the most accurate and up-to-date instructions on user access in GoHighLevel, always refer to the official documentation. You can review the original support article here: GoHighLevel User Access Support Article.

If you need expert help setting up your account structure, permissions, or broader marketing automations around GoHighLevel, you can also explore agency-focused resources at Consultevo.

Summary: Configuring GoHighLevel User Access Effectively

Properly configuring user access in GoHighLevel ensures your agency and client accounts stay secure, organized, and efficient. By assigning the correct roles, limiting location access, and reviewing permissions regularly, you can maintain a clean system where every user has exactly the tools they need—no more and no less.

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