Team Management (Collaborators)

Overview

Dashboardly lets you invite team members to your account so they can view your analytics or help manage your shop data. Each collaborator gets their own login, and you control what they can see and do through permission settings.

This is ideal for business partners, virtual assistants, accountants, or anyone on your team who needs access to your Dashboardly data. Agency workspaces also support Account Manager and Account Director assignments for portfolio review.

Shop Owners and Collaborators

The Current Users table shows both account types in one place:

• Shop Owners are labelled Shop Owner and their row shows Account owner. The row is locked because the account-level owner role cannot be edited, resent, or removed from the collaborator list. This label does not mean Dashboardly Support manages the account or its billing. If your business has more than one approved owner, every owner is shown.
• Collaborators keep the normal invitation, permission-editing, resend, and removal controls described below.

Shop owners do not use collaborator seats. The Users limit counter therefore counts collaborators only, even though owner rows are visible in the same table. Contact Dashboardly Support if an owner needs to be added, changed, or removed.

Step-by-Step Guide

Inviting a Team Member

Step 1: Go to Collaborators

Navigate to Settings > Collaborators in the left sidebar.

Account owners and administrators can also open this page using Manage Collaborators in the shop selector. Team members without account-level management access do not see that shortcut.

Step 2: Click "Add Member"

Click the "Add Member" button. If you have reached your plan's collaborator limit, you will see a message asking you to upgrade.

Step 3: Enter Their Details

• Name -- The team member's display name.
• Email -- The email address they will use to log in. An invitation will be sent to this address.
• Check details -- Verify the name and email before saving. This invitation form does not require a phone number.

Step 4: Set Shop Access

For each shop connected to your account, you can choose:

• Allow access -- The collaborator can view data for this shop.
• No access -- The collaborator cannot see this shop's data.

Step 5: Set Permissions

Choose what the collaborator can do within the shops they have access to. Permissions include:

• View Dashboard -- See the main dashboard, charts, and summary metrics.
• View Sales & Profit -- Access product-level profit data.
• View P&L -- Access the Profit & Loss report.
• View Orders -- See the orders table.
• View Inventory -- Access inventory and COGS data.
• View Customers -- Review customer analytics and journeys.
• View Warehouse -- Review warehouse data when this page is available.
• View Marketing -- Review advertising analytics when this page is available for the shop.
• View Cashflow -- Review cash-basis payouts when this page is available for the shop.
• View Affiliate Performance -- Review creator and video performance for an assigned US shop. This permission is separate from Profit & Loss; the shop must also have TikTok's Affiliate permission.
• View or edit VAT Settings -- Review or change VAT rules for an assigned eligible UK or EU shop. A viewer cannot save changes. This permission is separate from Profit & Loss.
• Manage Adjustments -- Create, edit, or delete manual adjustments.
• Manage Settings -- Change shop settings and preferences.
• Reporting settings -- View or edit the shared accounting basis, sales scope, and sample-cost defaults under Settings > Reporting. Edit access changes the starting values for everyone on the account.

Step 6: Send Invitation

Click Save. The collaborator will receive an email invitation with a link to set up their password and access your account.

Editing a Collaborator

1. Go to Settings > Collaborators.
2. Click on the collaborator's name or the edit button.
3. Update their permissions, shop access, or name.
4. Save your changes.

Removing a Collaborator

1. Go to Settings > Collaborators.
2. Click the delete button next to the collaborator you want to remove.
3. Confirm the deletion.

The collaborator immediately loses access to your account. They will no longer be able to log in to see your data.

Resending an Invitation

If a collaborator did not receive the invitation email or the link expired:

1. Go to Settings > Collaborators.
2. Find the collaborator whose invitation has not yet been accepted.
3. Click "Resend Invitation".

A new invitation email will be sent to the same address.

Recognizing the Invitation Email

Dashboardly collaborator invitations use a verified Dashboardly sender address and show Dashboardly as the sender name. The email includes the Dashboardly logo, one clear Accept invitation button, the same secure invitation URL as a text fallback, Dashboardly's turquoise-blue accent, and a footer marked Official TikTok Shop Partner.

The invitation link is unique to the recipient. Do not forward it. If anything about the message looks unexpected, open Dashboardly directly in your browser and ask the account owner to resend the invitation from Settings > Collaborators instead of using the email link.

Collaborator Limits by Plan

The number of team members you can invite depends on your subscription plan:

If you need more collaborators than your plan allows, consider upgrading. See Plans and Billing.

How Collaborator Access Works

• Separate login. Each collaborator has their own email and password. They do not share your login credentials.
• Read-only by default. Unless you specifically grant management permissions, collaborators can only view data.
• Per-shop access. You can give a collaborator access to some shops but not others, which is useful if different team members handle different shops.
• Separate feature grants. In Settings > Collaborators, choose None, View, or Edit for each available page on each assigned shop. Giving access to Profit & Loss does not automatically grant a new collaborator Affiliate Performance or VAT Settings; existing permissions issued before those separate controls were added retain their previous effective access until an owner explicitly changes the new setting.
• Regional availability. Affiliate Performance is available for US shops, while VAT Settings is available for eligible UK and EU shops. A collaborator permission does not override the shop's region, plan, TikTok authorization, or availability checks.
• Agency reports. For an agency team member using the Affiliate Performance tab inside Agency > Reports, grant Reports: View at the agency level and Affiliate Performance: View on each US shop they should see. Neither grant exposes unassigned shops. Brand Portal members instead use the seller-style Affiliates page for their assigned shops.
• Assigned shops in Settings. Agency Settings > Shops lists the same assigned shops the team member can open from the agency shop selector. It does not expose unassigned client shops.
• Safe agency empty state. An internal agency team member who is temporarily assigned no shops can still sign in to the agency workspace and sees no client data until an owner assigns access.
• Sidebar visibility. Collaborators with limited permissions will not see Settings pages they cannot access (such as Subscriptions, Payments, and Collaborators management) in the sidebar. They only see the pages relevant to their permissions.
• Personal reporting filters. A collaborator who can use a report can save personal page filters without changing anyone else's view. Changing the shared defaults under Settings > Reporting requires the separate Reporting settings: Edit permission.
• Real-time. Permission changes take effect immediately. If you revoke access, the collaborator loses access on their next page load.

Agency Roles and Portfolio Pods

Agency owners can organise internal team members as Account Managers, Account Directors, or general Team Members from Agency Settings > Collaborators. These labels add a review structure without weakening shop-level permissions: every person still sees only the client shops and modules that the owner explicitly assigns.

Use a Portfolio Pod to group one or more Account Managers with the Account Director who oversees them. For example, you can assign Amelia and Sam as Account Managers in the “Beauty” pod, assign Priya as its Account Director, and give each person access only to the shops they are responsible for. Priya can then review the combined Beauty portfolio, while Amelia and Sam see their own assigned portfolios.

The Agency Dashboard > Portfolio Review section compares Account Manager portfolios and Director pods. It shows client counts, shop counts, orders, GMV, and net profit. Financial values remain separated by their native currencies, so GBP, EUR, and USD totals are never silently combined.

Account Directors do not automatically receive access to every shop in a pod. The agency owner must still assign the shops that each Director can review. This keeps the reporting hierarchy and the security boundary explicit.

Brand-Facing Access for Agency-Managed Shops

Some agencies need a brand user to sign in and see only that brand's managed shops without exposing the agency workspace. Dashboardly supports this as a controlled Brand Portal option for selected agency workspaces.

When Brand Portal is enabled, the agency owner invites the brand user from Agency Settings > Collaborators, selects the brand-facing experience, and assigns one or more shops belonging to the same client. The brand user signs in to the seller-style Dashboardly experience and can switch between those assigned shops from the shop selector. If an agency manages several regional shops for one brand, the same login can therefore cover the selected UK, US, or European shops for that client.

A Brand Portal login cannot combine shops from different agency clients. It also cannot open an unassigned shop from the same brand, agency clients, portfolio review, agency reports, subscription management, Import History records for another shop, or other agency administration. Dashboardly checks both shop identifiers and indirect record links, so changing a URL or saved request cannot expose another client or an unassigned shop.

Brand Portal is disabled by default so existing collaborator behaviour does not change. Contact Dashboardly support if your agency needs this controlled access mode. You never need to share a TikTok Shop password or two-factor authentication code with Dashboardly or the agency team member.

Tips

• Use read-only access for most team members. Only grant management permissions (adjustments, settings) to people who need to make changes.
• Review access periodically. Remove collaborators who no longer need access, especially if they leave your team.
• Check the invitation status. If a collaborator says they cannot log in, check whether they have accepted the invitation and resend if needed.

Common Issues

Manage Collaborators does not open the team list

Only account owners and administrators can manage team invitations. A team member who opens a saved Collaborators link without that access sees an explanation and can ask an account owner to send the invitation. A plan limit does not prevent the Collaborators page from opening; if the included seats are full, the page shows the limit and asks the owner to upgrade before adding another member.

An agency client appears without any shops

The agency collaborator editor lists your existing client records even when a client does not yet have an active shop linked to it. The client row shows Shop required and opens an explanation instead of asking you to create the same client again.

Select Link a shop on Clients, or go to Agency > Clients, and connect the appropriate TikTok Shop to that client. After the shop is active, reopen Collaborators, select the client shop, and set the team member's access. You must assign at least one active shop before Dashboardly can send the collaborator invitation. Do not create a duplicate client to work around an empty shop list.

"Maximum collaborators reached"

Your plan has a limit on the number of collaborators. Either remove an existing collaborator or upgrade your plan to add more.

Collaborator cannot see a specific shop

Check their shop access settings. Go to Settings > Collaborators, edit the collaborator, and make sure "Allow access" is enabled for the shop in question.

Collaborator login shows 404 error

This issue has been resolved. If you or a collaborator still encounter a 404 error when trying to log in, try the following:

• Clear your browser cache and cookies, then try again.
• Open an incognito or private browsing window and log in from there.
• If the issue persists after both steps, contact support.

Invitation email not received

• Ask the collaborator to check their spam or junk folder.
• Verify the email address is spelled correctly.
• Try resending the invitation.
• If the problem persists, contact support.