Grant or Revoke Partner User Access in Your Keap CRM

Partner users — such as a Keap™ Certified Partner or Expert Coach — can be granted access to your CRM to support your account setup, automation builds, or ongoing coaching. This article covers how to add a partner user to your CRM, how an account owner can remove a partner user, and how a partner user can remove themselves from an account.

Partner users do not require a user license from your account. Adding a partner user does not take a seat and does not add any fee to your subscription — there is no cost to grant a partner user access to your CRM.

When you add a partner user, you set their permission level directly in the Add Partner workflow. Partner users are typically granted Admin-level permissions, but the permission level is your choice and can be set at the time of invitation.

Why You Might Add a Partner User

When a Keap Certified Partner or Expert Coach works with your business, they need direct access to your CRM to build campaigns, configure automations, or manage contacts on your behalf. Adding a partner user gives them a controlled entry point without requiring a paid user license or sharing your personal login credentials. When the engagement ends, access can be cleanly removed — either by you as the account owner or by the partner themselves.

How to Add a Partner User to Your CRM

To add a partner user, the account owner or an admin user must complete the following steps.

1. Click Admin in the top navigation bar. Then click Users. The Users screen displays a list of all active users on your account, including their name, email, and role. An Add Partner button appears in the upper area of the screen.
   
    
2. Click Add Partner. A dialog box appears containing a Keap ID input field and an Admin? toggle.
   
    
3. Enter the partner's Keap ID in the field provided. A Keap ID is the email address associated with the partner's Keap account. Your partner can confirm their Keap ID by checking the email address they use to log in to their own Keap account.
   
    

4. Review the Admin? toggle. The Add Partner dialog displays a Keap ID field and an Admin? toggle. If the toggle is set to Yes, the partner user will be granted Admin-level permissions in your CRM, which is most commmon. If you do not want the partner to have Admin access, switch the toggle to No before sending the invitation. When set to No, the partner user will access your CRM with their default partner permissions.

    

5. Click Send Email Invitation. The partner will receive an email invitation at the address you entered. The partner must accept the invitation before they can access your CRM. The partner user will appear in your Users list once the invitation is accepted.
   

How an Account Owner Can Remove a Partner User

As the account owner or an admin, you can remove a partner user's access to your CRM by deactivating their user profile. Partner users appear in your Users list with a P next to their name. Deactivating a partner user does not affect your user license count, since partner users do not hold a user license.

Before you begin: Check whether the partner user has any contacts, leads, or tasks assigned to them in your account. You will be prompted to reassign these before the deactivation can be processed.

1. Click Admin in the top navigation bar. Then click Users. The Users screen displays a list of all user profiles on your account.
   
    
2. In the status dropdown, select Active to filter the list to active user profiles. Locate the partner user you want to remove. Partner users display a P next to their name in the Users list.
   
    
3. Click the partner user's name. The user profile detail screen opens.
   
    
4. Scroll down and click the Deactivate button. A confirmation dialog appears.
   
    
5. Click OK. A reassignment screen appears showing the number of contacts, leads (opportunities), and pending tasks currently assigned to this user.
   
    
6. Reassign all contacts, leads, and tasks to other active users before proceeding. Use Ratio to distribute contacts evenly among available users, or use Hardcoded to specify an exact number of contacts per user. The counter at the top of the screen updates as you assign records — all records must be accounted for before you can proceed. Repeat this step for leads and pending tasks.
   
    
7. Click Process. The partner user's access to your CRM is removed. Their profile will no longer appear in the Active users list.
   

Note: Deactivating a partner user cannot be undone. If you need to restore access, you will need to send a new partner invitation. To learn how to reactivate a deactivated user profile, see Reactivate a user.

How a Partner User Can Leave an Account

If you are a partner user and you need to remove yourself from a client's account — for example, when an engagement ends — complete the following steps from your own Keap login.

Before you begin: Make sure you do not have any contacts assigned to you in the client's account. Attempting to leave an account while you have assigned contacts will result in an error that prevents the removal from completing. To resolve this, ask the account owner to reassign or unassign any contacts currently assigned to your user profile before you proceed.

1. Navigate to Account Central. Account Central is the dashboard that displays all Keap accounts your partner user profile is connected to. To reach Account Central, click your profile icon in the upper-right corner of the screen and select Account Central from the dropdown menu.
    
2. Locate the client account you want to leave. Each account appears as a card displaying the account name. Click Configure on the account card for the client you are leaving. The Configure screen displays account details and available actions for that account.
   
    
3. Click Leave Account. A confirmation dialog box appears asking you to confirm that you want to leave the account and that your access will be removed.
   
    
4. Click Confirm to complete the removal. The account will be removed from your Account Central dashboard. You will no longer have access to that client's CRM.
   

Frequently Asked Questions

Does adding a partner user cost a user license? No. Partner users do not require a user license and do not take a seat on your account. There is no additional fee associated with adding a partner user to your CRM.

What can a partner user see and do in my CRM? When you add a partner user, the Add Partner dialog includes an Admin? toggle. If you set the toggle to Yes, the partner user receives Admin-level permissions and can view and manage most areas of your CRM. If you set the toggle to No, the partner user accesses your CRM with their default partner permissions. Review the toggle before sending the invitation, as it controls the partner's level of access from the moment they accept.

What happens if a partner tries to leave but gets an error? The most common cause is that the partner still has contacts assigned to them in your account. The account owner must reassign or unassign those contacts before the partner can complete the removal. Contact your account owner and ask them to check the contact assignment list for your user profile.

Can an account owner remove a partner user without the partner taking action? Yes. An account owner or admin can deactivate a partner user's profile directly from the Users list in your CRM. Click Admin in the top navigation bar, then click Users. Locate the partner user (identified by a P next to their name), click the user's name, scroll down and click Deactivate, then follow the prompts to reassign any contacts, leads, and tasks before clicking Process to finalize the removal.

What happens to a partner user's assigned contacts when they are deactivated? You will be prompted to reassign all contacts, leads (opportunities), and pending tasks before the deactivation can be processed. Completed tasks are removed. Notes are not affected when a user is deactivated.