How to Add an Editor to Your Instagram Account

Adding another person to manage your Instagram account is a significant step in scaling your brand, but the process isn't as straightforward as you might think. Unlike Facebook Pages, there isn’t a simple Add Editor button. This guide will show you the correct and secure ways to grant access for content creation and scheduling, so you can collaborate with your team without compromising your account's security. We'll cover everything from the official Meta Business Suite method to the professional approach using third-party tools.

Why Add an Editor to Your Instagram Account?

Juggling every single aspect of Instagram - from content creation and scheduling to community engagement - is a surefire path to burnout. Bringing another person into the fold isn't just about delegating tasks, it's a strategic move to grow your presence more effectively. Whether you're a small business owner, a creator, or a marketing manager, collaboration can completely change your workflow.

Consider these common scenarios:

• For the Solopreneur: You’re the CEO, marketer, and content creator all in one. Bringing on a virtual assistant (VA) to handle scheduling and caption writing frees you up to focus on product development or client services. They can prepare posts for review, giving you back hours each week.
• For the Growing Brand: Your marketing team is expanding. You need your graphic designer to upload visuals, your copywriter to draft captions, and a community manager to handle comments and DMs. Giving them direct, appropriate access streamlines this entire process.
• For the Creator: You're planning a vacation but don’t want your account to go silent. An editor can post pre-approved content while you're away, maintaining your posting consistency and keeping your audience engaged.

Simply put, adding an editor allows you to produce more high-quality content, maintain a consistent posting schedule, improve community management, and ultimately, scale your efforts without working around the clock.

Understanding Instagram’s Access Levels

Before jumping into the step-by-step methods, it's important to understand that Instagram itself does not have a native "editor" role. Account access is managed through its parent company, Meta. To properly grant permissions, your Instagram account needs to be set up as a Creator or Business account, and it must be connected to a Facebook Page. If you’re still using a personal account, you’ll need to make that switch first in your Instagram settings.

There are three main ways people give others access to manage an Instagram account:

1. The Official Method: Using Meta Business Suite to assign specific tasks and permissions. This is the safest and most recommended route for direct access.
2. The Professional Method: Using a trusted third-party social media management tool. This is ideal for teams and agencies as it offers more control and security without sharing direct login details.
3. The Risky Method: Sharing your username and password. We strongly advise against this, but we'll explain the risks and some harm-reduction steps if you have absolutely no other choice.

For most situations, the first two methods are the only ones you should seriously consider.

The Official Method: A Step-by-Step Guide to Using Meta Business Suite

Meta Business Suite is the centralized command center for managing your connected Facebook Page and Instagram account. It's the only official way to grant another person access to your Instagram profile without giving them your password. This method gives you granular control over exactly what someone can and can't do.

Here’s how to do it step-by-step.

Step 1: Get Your Accounts Ready

Make sure you have the basics in place:

• Your Instagram account must be a Creator or Business profile.
• Your Instagram account must be linked to a Facebook Page that you manage.

If you haven't done this yet, you can connect them in Instagram by going to your professional dashboard and following the prompts to connect or create a Facebook Page.

Step 2: Sign In to Meta Business Suite

Navigate to business.facebook.com and log in using the Facebook credentials associated with your business assets. You should land on your business suite dashboard.

Step 3: Navigate to 'People' in Your Settings

In the bottom-left corner, you'll see a gear icon for "All tools" or "Settings". Click on that. From there, find and select the "People" tab under the "Business settings" section. This is where you can add new users and manage existing ones.

Step 4: Invite a New Person

Once you’re in the "People" section, click the blue "Add people" button in the top right. A new window will pop up asking for the team member's details.

Step 5: Enter Their Email and Assign Business Account Access

You'll be asked to enter the email address of the person you want to invite. It’s best to use the email address associated with their personal Facebook account, as that’s how Meta will connect them. Then, you will be prompted to assign "Business account access."

You have a few options here:

• Basic Access (Recommended for Editors): This is the default. With Basic Access (or "partial access"), you specifically choose what tasks they can perform. This is the most secure option for an editor, writer, or VA.
• Full Control: This grants administrative privileges, allowing them to add or remove other people, change settings, and even delete the business account. Only give this to a trusted business partner or co-owner.

For an editor, stick with Basic Access and click "Next."

Step 6: Assign Access to Your Instagram Account

This is the most important step. On the next screen, you’ll see a list of your "assets" - your Facebook Pages, Instagram accounts, ad accounts, and more.

1. On the left column, find and select the Instagram account you want to assign them to.
2. Once selected, on the right column, a new set of permissions will appear. This is where you define their "editor" role.
3. Toggle the switch for each permission you want to grant. For an editor, you'll likely want to enable:
   • Content: Allows them to create, manage, or delete posts, Stories, and Reels. This is the core permission for any content editor.
   • Messages &, Community Activity: If they also handle community management, enable these so they can respond to DMs, comments, and mentions.
4. Review the permissions carefully, then click "Invite."

Meta will send an invitation email to your new editor. They must accept the invite to gain access. Once they do, they can manage your Instagram content directly through Meta Business Suite or the Creator Studio interface without ever needing your personal password.

The Professional Method: Using Third-Party Social Media Management Tools

While Meta Business Suite works well, many professional marketers, agencies, and brands prefer using dedicated social media management platforms. These tools offer more robust workflow features and enhanced security, making collaboration much smoother.

Why Professionals Prefer This Method

• Superior Security: Team members never get direct access to your Instagram account or its password. If a team member leaves, you simply remove them from the third-party tool - no need to change passwords or worry about lingering access.
• Granular &, Custom Roles: You can create custom roles beyond what Meta offers. For example, assign someone as a "content creator" who can draft posts but not publish them, and an "approver" (like you) who gives the final green light.
• Streamlined Workflows: These tools usually include visual content calendars, approval queues, asset libraries, and unified inboxes, putting everything your team needs in one organized place.
• Multi-Platform Management: Your team can manage Instagram, TikTok, Facebook, LinkedIn, and more from a single dashboard, creating a cohesive strategy across all channels.

How It Generally Works

Though an oversimplification, the general process looks something like this:

1. The account owner securely connects their social media profiles (including Instagram) to the management platform.
2. Using the tool's interface, they invite their editor, graphic designer, or other team members via email.
3. Inside the platform, the owner assigns specific permissions to each team member (e.g., "Jane can create posts for Instagram and Facebook," while "John can only reply to comments").
4. The editor logs in to the third-party tool - not Instagram - to draft, schedule, and manage content based on the permissions they've been given.

The Risky Way: Sharing Login Details (And Why You Shouldn't)

We need to be crystal clear: sharing your Instagram username and password is a last resort and is strongly discouraged. It might seem like the simplest solution, but it opens you and your brand up to significant security risks that can have lasting consequences.

The Real Dangers of Password Sharing

• Full Account Takeover: Anyone with your password has complete control. They can change your email, password, and phone number, locking you out of your own account permanently. They can read all your DMs, delete your content, and post anything they want.
• Security Vulnerabilities: If the person you share your password with has their own accounts compromised (e.g., their email is hacked), your Instagram password could be exposed to bad actors.
• Instagram’s Security Triggers: Logging in from a new device or unfamiliar location can trigger Instagram's security protocols. This might force you to verify your identity or, in a worst-case scenario, temporarily lock your account.
• Zero Accountability: If multiple people have the login, you have no way of knowing who made a particular change or posted a piece of content.

If you absolutely must use this method for a short-term, high-trust situation, take these precautions:

1. Activate Two-Factor Authentication (2FA). This adds a crucial layer of security. The editor will need a code from you every time they try to log in from a new device.
2. After the project or collaboration is over, change your password immediately.

Final Thoughts

Effectively adding an editor hinges on choosing the method that balances efficiency with security. For most users, using Meta Business Suite provides the official, built-in way to grant partial access for content and community management. However, for professionals looking to build scalable workflows, third-party management tools offer superior security, control, and features designed for team collaboration.

For us, cutting through the complexity of permissions and workflows was a core mission when building our tool. At Postbase, we make team collaboration simple. You can easily invite your team, assign them to specific social accounts, and let them plan, schedule, and create content in one visual calendar - all without ever needing to share a single password. It provides the security of working through a third-party tool with the simplicity that lets your team focus on creating great content instead of fighting with the software.