Why Your Team Needs Access
Sometimes, a helping hand is needed to manage your affiliate program. Giving access to other teams in your organization can significantly boost efficiency, e.g:
Sales Teams: Can analyze how affiliates impact revenue and track performance during special campaigns.
Creative Teams: Can access the platform to upload new shareable assets and content for affiliates.
❗Note on Asset Creation: The action of uploading a new creative asset to the platform is generally available to all logged-in team members, regardless of their specific permissions. The permissions listed above (Manage Programs) restrict only the advanced management functions, such as approving commissions, deleting assets, and approving new affiliates.
Product Teams: Can find out which products are the most popular among your affiliate audiences.
Finance Teams: Can carry out affiliate payouts and settle outstanding balances.
Customer Support: Can help affiliates navigate the Tapfiliate platform and answer their direct questions. To provide immediate, data-driven assistance when an affiliate encounters an issue, and to maintain the resources that enable self-service.
Permission Matrix for Team Functions
Scaling your affiliate program means you will need more hands to manage it efficiently. Granting access to other team members allows you to distribute the workload and ensure expert management across various program aspects.
💡 Important Security Note: To avoid security risks and unnecessary data sharing, never share your personal login credentials or passwords with other employees. Instead, use the "Team Members" feature to create separate user accounts with the minimum access level required for their tasks.
This table serves as a reference guide to help you determine which specific team function (e.g., troubleshooting a conversion failure or updating promotional banners) requires which permissions within the Tapfiliate system. Use this matrix to understand the necessary access level for different roles within your organization.
Permission Matrix for Team Functions
Function Requiring Access | Examples of Support Team Action | Necessary Permissions |
Troubleshooting Tracking Issues | A team member must enter the Conversions or Affiliates sections to verify why a commission failed, check the external_id, and provide a precise, data-backed answer to the affiliate. | Manage Programs (to view Conversions/Affiliates data) |
Proactive Communication & Resources | The team needs the ability to create/update welcome messages (via Triggers) and add new help articles or FAQs to the Affiliate Portal. | Manage Programs (for managing promotional Assets) and access to Triggers (for messaging). |
Direct Platform Communication | Using Tapfiliate’s built-in notifications and dialogues to send targeted updates or replies to affiliates directly within the dashboard. | Notifications (In-platform bulk affiliate notifications) and Messages (In-platform messenger)
NOTE: included on Scale and Enterprise plans |
Development Teams: Can help configure tracking scripts or set up API automation.
Access Levels and Permissions
When setting up a new team member, you must choose their permissions carefully. Here is a breakdown of what each access level allows the user to manage:
Access / Permission | Description of Rights | Typical Role |
Account Holder | Highest Privilege. Only one who can add new members and initiate the Account Holder transfer. | CEO, Primary Owner |
Admin access | Full platform access. Can manage the status (enable/disable) and permissions of existing team members. Can manage settings and integrations, but cannot add or remove users. | Head of Partnerships |
Manage programs | Can approve/disapprove commissions, add/approve affiliates, and manage assets. | Affiliate Specialist |
Manage program settings | Can edit commission structure, cookie time, and delete programs. | Affiliate Program Manager |
Manage payouts | Can generate and administer payouts. Note: Payout processing is currently manual, but automation is coming soon. | Finance Specialist |
Manage billing | Can update billing details and view invoices. | Accountant, Financial Manager |
Manage account settings | Can update White Label settings, subdomain, and domain aliasing. | Branding Specialist, Developer |
API/Zapier access | Can call API endpoints. Required for connecting Zapier accounts. | Developer, Integration Specialist |
Principle of Dynamic Interface
Tapfiliate operates on a Principle of Least Privilege:
If a user does not have permission for a specific category (like Billing or General Settings), that entire section is hidden from their main menu. This simplifies their interface, minimizes confusion, and significantly enhances security.
Team Member Limits
The number of Team Members (your employees or staff) you can add depends directly on your Tapfiliate subscription plan. Review the table below to understand your plan's capacity and when you might need to upgrade.
Key Takeaway
If you need to grant access to multiple employees (e.g., a marketing manager, finance specialist, and support lead), you must be on the Scale plan or higher, as the Launch plan only permits the Account Holder plus one other team member.
NOTE: You can review plan options and upgrade directly here Upgrading your plan, by following the steps in the article. Alternatively, to find the perfect plan for your specific team and business needs, we recommend reading our guide: Find the Ideal Tapfiliate Plan to Maximize Your Affiliate Revenue.
How to Add a New Team Member
🚨 Adding a new user to your Tapfiliate account is a simple process that must be performed ONLY by the Account Holder❗
This step is crucial for distributing responsibilities and maintaining account security.
Navigate to Settings in your main dashboard menu.
Select Team Members from the settings options.
Click the “+ Create new team member” button.
Fill in the required information: First name, Last name, and Email.
Choose the access permissions (see the table below).
Click "Add team member" to finalize the process.
How can I change the main Account Holder
You can change the main Account Holder's contact information (name, email) in your "Profile settings." Remember to hit 'Save' after entering the new information.
⚠️ IMPORTANT WORKAROUND (Transferring the Account Holder Role)
The Account Holder role cannot be directly transferred to an existing Team Member. The system blocks the use of an already registered email to protect the account's integrity and security. If you are trying to assign the Account Holder role to an existing Team Member, you must use a small trick. To successfully transfer the role and clean up the old profiles without contacting support, follow these precise steps:
How to Transfer the Account Holder Role:
Start the Transfer (+1 Alias): Go to the current Account Holder's Profile Settings. In the Email field, enter the intended employee’s email address, adding a +1 alias before the @ symbol (e.g., member+1@domain.com).
Log In: Save the Change. The system will send a password link to the original email address (member@domain.com). The new Account Holder must log in using this link.
Clear the Old Profile (+2 Alias): Once logged in (using the +1 email), the new Account Holder must:
Go to the Team Members section.
Find the old Team Member profile (member@domain.com).
Change the email of this old profile to a +2 alias (e.g., member+2@domain.com) and save. This frees up the clean email address.
Final Correction: The new Account Holder must return to their own Profile Settings and correct their email by removing the +1 alias.
Result: The clean email address (member@domain.com) is now officially and exclusively tied to the new, privileged Account Holder profile.
FAQ
❓ Do inactive Team Members count against my team limit?
No, only Active team members count against your plan's user limit. If a user is set to 'Disabled' or 'Inactive', they do not take up a seat in your plan's quota.
❓ Can I delete a team member after they have been added?
No, the option to permanently delete a team member is not available on your side. However, you can disable their access as needed.
If the team member needs a permanent deletion of their Tapfiliate account, they must contact the support team directly with their request-this is the only way to delete the profile entirely.
❓ How do I disable a team member's access?
You can choose to enable or disable their access from the main "Team members" screen. Disabling is recommended when a colleague leaves, as it immediately revokes their login rights while keeping their history intact.
❓ Why I can’t add new team members?
Only the Account Holder can add new team members.
This is a unique privilege assigned to the main account owner for security reasons, regardless of whether other team members have Admin access.
If you are not the Account Holder, you must ask the current Account Holder to perform the steps above to add a new user.
Still need help?
If you have any questions or if something in this guide is unclear, please don't hesitate to contact us at support@tapfiliate.com-we're happy to assist!
Next Steps
Now that your team members have their permissions, the next crucial step in the Settings menu is managing your account's financial health. These tasks often require the Manage Billing permission.
How to View and Download Your Invoices This section guides you through accessing your complete billing history. Learn how to quickly find and download all paid invoices for your financial records.
How to Upgrade Your Subscription This section explains the simple process of changing your plan level-whether you are scaling up to access premium features like Product Feeds and Private Assets, or adjusting your subscription based on your current needs.