Managing Salesforce Marketing Cloud Users

By Chester Bullock, Mark Pollard

Every person who uses your Marketing Cloud account should have his or her own user account. That means each person will have a username and password that he or she doesn’t share with anyone.

Having a separate user account for each person makes your Marketing Cloud account more secure. You can track when and from where each user accesses Marketing Cloud. And if a person leaves the company, you can disable his user account without disrupting the other users’ workflow.

Marketing Cloud uses permissions and roles to determine which features in Marketing Cloud a particular user can access. So having separate user accounts for each person has the added benefit of giving you granular control over who accesses what in Marketing Cloud.

You maintain Marketing Cloud user accounts on the Users page. You can get to this page from the Marketing Cloud toolbar or the Email app.

Users page Salesforce Marketing Cloud
The Users page is where you create, view, and edit user accounts.

From the Users page, you can perform the following actions:

  • See a list of user accounts and when each user last logged in.
  • Enable or disable each user’s access.
  • Reset each user’s password.
  • Assign roles and permissions to the user.
  • Indicate which business units the user has access to.
  • Create, edit, and disable user accounts.

Accessing the Users page

To get to the Users page from the Marketing Cloud toolbar, follow these steps:

  1. Pause your mouse pointer on your username and select Administration from the drop-down menu that appears.

    The administration page appears.

  2. Pause your mouse pointer on the Account menu and select Users from the drop-down menu that appears.

    To get to the Users page from the Email app (which is part of Email Studio), do the following:

  3. Select Admin from the Email toolbar.

    The administration page appears.

  4. In the navigation tree on the left, click the + next to Account Settings and then click My Users.

Creating a user account

Use the following steps to create a user account:

  1. From the Users screen, click the Create button.
  2. Complete the following fields:
    • Name: The user’s name as you want it to appear in Marketing Cloud. This is not the same as the username to log in.
    • Reply Email Address: In most cases, this is the user’s email address. Marketing Cloud uses this email address when the user clicks Forgot Password on the login screen.
    • Notification Email Address: The user’s email address. Marketing Cloud uses this email address when a user chooses to have results of a process, such as a tracking report, emailed to him or her.
    • Username: The username to log into Marketing Cloud. Usernames must be unique, so people often use the user’s email address.
    • External Key: A value the API uses to identify the user. If you leave this field blank, Marketing Cloud will assign a value when you save the user account.
    • Time Zone: The user’s time zone. Marketing Cloud uses this value to display dates and times.

      Experience says you might want to set all your users to the same time zone, even if they’re working from different time zones, to prevent confusion.

    • Culture Code: Basically the user’s language. Marketing Cloud uses this value to tweak the user interface, such as the display of dates and times.
    • API User check box: Indicates that the user account is used by programming code. You can set up your account security to prevent API user passwords from expiring.
    • Temporary Password: The password for the user’s first login. The user must change this password and answer a security question when he or she logs in for the first time.
    • Verify Password: The temporary password again. Marketing Cloud uses this field to make sure you typed the password you meant to type.
  3. Do one of the following:
    • If your contract is for an Enterprise 2.0 account, click Save and see the following Warning. Most contracts are for Enterprise 2.0 accounts.
    • If your contract is not for an Enterprise 2.0 account, select the check boxes to set the permissions for the user, and then click Save.

If you’re using an Enterprise 2.0 account, you must assign user roles to the user account and grant it access to business units after you create it. Otherwise, the user will be able to log in to the account but will not be able to access any of the apps or tools.

Giving an Enterprise 2.0 user access to business units

The following procedure is required only if you’re using an Enterprise 2.0 Marketing Cloud account and have multiple business units. Use the following steps to give a user access to the business units:

  1. From the Users screen, select the check box next to the user’s name and then click Manage Business Units.

    The Manage Roles screen appears. The default business unit area to which the user is assigned appears shaded in the box at the top of the page. You can select a different business unit area if necessary.

  2. In the lower section of the page, select the check boxes next to the business units to which you want to give the user access.
  3. Click Save.

If you need to create or update many user accounts at once, you can save time by performing a bulk import of user account data. Select Import from the toolbar on the Users page and then follow the on-screen instructions for configuring and importing a .csv data file containing your user information.