How to Manage Facebook Page Admins

Managing who has access to your Facebook Page can feel like handing over the keys to your business. Granting the right permissions lets your team collaborate seamlessly, but one wrong move can create a security headache. This guide walks you through exactly how to assign, change, and remove Facebook Page access so you can empower your team without losing control of your brand.

Understanding the New Facebook Page Roles

Meta has moved away from the old, rigid roles like "Admin," "Editor," and "Moderator" for New Pages Experience. Instead, page management is now sorted into two main categories: Facebook Access and Task Access. This shift gives you more granular control over what people can and can't do, which is a big win for security and workflow management.

Facebook Access vs. Task Access: What's the Difference?

Thinking about it simply, Facebook Access is for senior-level team members or page owners, while Task Access is perfect for specific team contributors, freelancers, or agency partners.

• People with Facebook Access (Full Control): This is the equivalent of the old "Admin" role. Someone with Facebook Access can switch into the Page and manage it directly from Facebook. They can do everything, including changing page settings, managing other people's roles, and even deleting the page. Give this level of access sparingly and only to those you trust completely.
• People with Task Access (Partial Control): This is for everyone else. Instead of giving blanket "Editor" or "Moderator" permissions, you assign specific tasks. A team member can log into Meta Business Suite or other tools to perform their assigned functions without having full admin rights on the Page itself.

A Breakdown of Key Tasks You Can Assign

When you grant someone Task Access, you can pick and choose from several permissions. This 'a la carte' model is incredibly useful for building a secure and efficient team.

The main task categories include:

• Content: Allows the person to create, publish, manage, and delete posts, Stories, and other content. They can also moderate comments. This is ideal for social media managers and content creators.
• Messages: Lets a team member respond to direct messages sent to the Page. This is perfect for community managers or customer support specialists who live in your inbox.
• Community Activity: Grants permission to review and respond to comments, remove unwanted comments, and suspend or ban people. If you have a separate community manager, this frees them up to engage with your audience without needing content creation permissions.
• Ads: Enables the user to create, manage, and delete ads for the Page. You can give this to your marketing specialist or ad agency without letting them touch your organic content.
• Insights: Provides access to Page, post, and ad performance data. This is a view-only permission, perfect for analysts or team members who need to pull reports without being able to make changes.

You can mix and match these tasks. For example, your content creator might get permissions for Content and Community Activity, while your ad manager only gets access to Ads and Insights.

How to Add a New Admin or Page Role (Step-by-Step)

Ready to invite a team member? The process is straightforward and is managed directly from your Facebook Page settings. Before you start, make sure you're friends on Facebook with the person you are adding, or have their exact email address associated with their Facebook account. This makes finding them much easier.

Here's how to do it:

1. Go to Your Page Settings: Navigate to your Facebook Page. On the left-hand menu, find and click on Professional dashboard.
2. Find Page Access: In the dashboard's left-hand menu, scroll down until you see the "Your tools" section and click on Page Access.
3. Decide on the Access Level: You'll see two options: "People with Facebook access" and "People with task access." Click the Add New button next to the one you need. Choose "Facebook access" for a trusted co-owner or manager, and "task access" for most other roles.
4. Search for the Person: A pop-up will appear. Click "Next" and then type the name or email address of the person you want to add into the search bar. Select the correct user profile when it appears.
5. Assign Permissions:
   • If you chose Task Access, you'll now see a screen with toggles for Content, Messages, Community Activity, Ads, and Insights. Turn on the specific tasks you want this person to manage.
   • If you chose Facebook Access, you'll be shown a list of everything they can do. Be sure you want to grant full control before proceeding. There is also a toggle here to grant them full control.
6. Send the Invitation: After setting the permissions, click the Give Access button. For security, Facebook will prompt you to re-enter your own password to confirm the change.

Important: The new admin will receive a notification to accept the Page role invitation. Their access won't become active until they accept it. Let them know to check their notifications!

How to Safely Remove a Page Admin

Offboarding a team member, ending a contract with a freelancer, or just cleaning up your permissions list is just as important as adding someone. Removing access instantly revokes their ability to post, comment, or manage ads on your behalf, protecting your brand's security.

The steps are quick and simple:

1. Return to the Page Access Menu: Go back to your Page's Professional Dashboard and click on Page Access.
2. Find the Person to Remove: You will see a list of everyone with either Facebook or Task Access. Locate the person you want to remove.
3. Initiate Revocation: Click the three dots (...) next to their name. A small menu will pop up.
4. Remove Access: Select Remove Access from the menu. Facebook will ask you to confirm your decision.
5. Confirm With Your Password: Just like when adding someone, you'll need to enter your Facebook password to finalize the removal. This final security check ensures only authorized users can make changes to Page roles.

Once you confirm, the person's access is revoked immediately. They won't be notified, but they will simply no longer be able to manage the Page.

Best Practices for Managing Your Admin Team

Having the technical steps down is one thing, but managing admin access wisely is what truly protects your Page. Here are a few simple but effective best practices to follow.

Apply the Principle of Least Privilege

This is the golden rule of access management. Only give team members the absolute minimum level of permission they need to do their jobs. Your community manager probably doesn't need to run ads, and your ad-buying specialist doesn't need to post organic content. Using the granular Task Access model makes this easy. The fewer people who have "Full Control," the smaller your security risk.

Conduct Regular Audits of Page Roles

Don't just "set it and forget it." At least once per quarter, go to your Page Access settings and review everyone who has permissions. Ask yourself these questions:

• Does this person still work with our brand?
• Do they still need this level of access?
• Could their permissions be reduced?

This simple habit prevents "permission creep," where old employees or inactive freelancers retain access long after they should have been removed.

Establish a Clear Onboarding and Offboarding Process

Have a documented process for team member transitions. When a new marketer joins, your onboarding checklist should include adding them to the Facebook Page with the correct Task Access. When an employee leaves, your offboarding checklist must include removing their Page access on their final day. This makes security a routine part of your workflow, not an afterthought.

Promote Strong Password Security and 2FA

Your Page is only as secure as the personal Facebook accounts of your admins. Remind your team to use strong, unique passwords for their Facebook accounts and, most importantly, to enable Two-Factor Authentication (2FA). Even if a password is stolen, 2FA provides a critical second layer of defense that can stop an unauthorized party from taking over not only their account but also your brand's Page.

Final Thoughts

Effectively managing your Facebook Page admins comes down to assigning the right level of access and regularly reviewing who holds the keys. By understanding the different role types and implementing a routine for adding and removing team members, you can collaborate securely and keep your brand's online presence totally safe.

As your team grows, keeping track of who is posting or engaging with your audience can get complicated. At Postbase, we designed our platform to make team collaboration much simpler. With features like a shared content calendar and a unified inbox where everyone can see comments and DMs from all your platforms, you can coordinate activity without giving every person full admin rights. It allows you to manage all your team's social media efforts in one organized place, meaning fewer permissions to juggle and a much clearer strategy to follow in Postbase.