How to manage users in bulk across a portfolio

Overview

With bulk user management, portfolio users with the correct user roles can manage user access across multiple linked accounts from a single, centralized interface. This eliminates the need to toggle between individual accounts to add, edit, or remove users, providing a "bird's-eye view" of your organization’s active users.

In this article, you will learn how to:

• Add new users to multiple accounts simultaneously.
• Edit user roles and permissions in bulk.
• Off board users from all portfolio linked accounts in one action.
• Understand SSO and Activity Log implications.

Before you begin

Bulk user management is available exclusively at the Portfolio level. To access this functionality, you must have one of the following roles:

• Portfolio Owner
• User Management EDIT permission set 

Add new users to linked accounts in bulk

You can invite one or more users to multiple accounts at once, ensuring new team members have the access they need across your entire brand portfolio.

1. Navigate to the Users tab in the left navigation column.
2. Click Invite Users.
3. In the Email Address(es) field, enter the email addresses of the individuals you wish to invite. You can separate multiple addresses using commas, spaces, or by pressing Enter.
4. Select the preferred Language for these users.
5. Under Select Accounts, check the box next to each account you want the users to access.
6. Assign a Role for each selected account. Note that Support is the default role; use the dropdown to change this if necessary.
7. Click Review Changes to see a summary of the invitations.
8. Click Send Invite.

Edit user roles in bulk

There are two ways to edit roles: by clicking into a specific user's profile or by using the bulk checkbox selection for a group of accounts.

Edit roles via User Profile

1. Find the user in the Users list and click on their name.
2. View the list of every account the user currently accesses and their specific role.
3. To update a role, select a new role from the Role dropdown next to the specific account.
4. Review and Confirm the update.

Bulk update roles across accounts

1. Within the user's profile view, select the check box next to each account name you wish to modify.
2. Select a new Role from the bulk action bar.
3. Click Review Changes.
4. Click Update Roles.

Remove users in bulk

Quickly revoke access for users who no longer require permission to specific accounts or the entire portfolio.

1. Find the user in the Users list and click on their name.
2. View the list of accounts the user currently accesses.
3. To remove access from a single account:
   • Click the More (three-dot) menu next to the account.
   • Select Remove Access.
4. To remove access from multiple accounts:
   • Select the check box next to each account name.
   • Select Remove Access from the bulk action menu.
5. Review the summary of removals and Confirm.

Activity logging and security

Every action taken within the bulk user management interface is tracked for security and compliance:

• Audit Trail: When a user’s role is changed or removed from the portfolio, an event is automatically created in the Activity Log of each affected account.
• Traceability: The log entry will specify that the change was initiated from the Portfolio level, identifying which Portfolio Admin performed the action.

Troubleshooting

• Why can't I edit a specific user? If a user is managed via an Identity Provider (SSO with JIT enabled), their role is locked within Klaviyo. You must update their permissions in your IDP (e.g., Okta or Azure).
• Why don't I see the Users tab? Ensure you are at the Portfolio level (not inside a specific brand account) and that your user role includes User Management edit permissions.
• Why can't I update or remove a user who is an Owner? You cannot update the role of an Account Owner or remove them from an account via the Portfolio bulk management interface. Because the Owner role holds the highest level of legal responsibility for an individual account, these changes must be performed at the individual account level by the current Owner.

Additional resources

• Getting started with Portfolios
• Understanding user roles and permissions