Mastering Collaboration on Your Wix Site: A Step-by-Step Guide
- Bella & Bloom
- 14 hours ago
- 6 min read
Updated: 9 hours ago
Everything you need to know about Wix's Roles & Permissions system — and why bringing me in as a collaborator is the smoothest way to get work done on your site.
A practical guide for Wix site owners
If you've ever reached out to me to help with your Wix website — whether for a redesign, a quick fix, a content update, or ongoing maintenance — you've probably heard me say: "Just add me as a collaborator." And if you've never done that before, you might be wondering what that actually means, how it works, and whether it's safe.
Good news: I'm going to walk you through the whole thing right here. By the end of this post, you'll understand exactly how Wix's collaboration system works, what roles and permissions mean, and how to invite me in just a few clicks so we can get to work without any back-and-forth delays.
What Does "Collaborator" Mean on Wix?
Wix has a built-in system called Roles & Permissions that lets site owners invite other people to access and work on their site. Instead of sharing your login credentials (which is a security risk and something you should never do), you send a formal invitation to someone's email address and assign them a specific role.
That role determines exactly what they can and can't do on your site. Some roles give full admin access; others are limited to just editing content or managing specific features. You're always in control, and you can change or remove access at any time.
This is the professional, secure way to work with a Wix designer or maintenance partner. And it's exactly what I need to be able to do my best work on your site.
Ready to Get Started?
If you already know what you need and just want to add me, scroll down to the step-by-step instructions below.
Understanding the Collaborator Roles
When you invite someone to collaborate on your Wix site, you'll need to assign them a role. Here's a quick breakdown of the predefined roles Wix offers, and what each one actually means in practice:
Co-Owner (Admin):
Full access to everything — the site editor, dashboard, apps, and settings. Best for a trusted developer or ongoing agency partner.
Website Manager:
Can manage most site features and invite other collaborators. Great for a partner who handles day-to-day operations.
Website Designer:
Can edit the site's design and content in the editor, but doesn't have access to the business dashboard.
Blog Writer:
Can create and edit blog posts. Ideal for content contributors who only need access to your blog.
Blog Editor:
Can publish and manage blog posts from all writers. Useful for an editorial lead managing contributors.
Custom Role:
You can build a fully custom role with exactly the permissions you want — no more, no less.
For most of the work I do — design updates, technical fixes, app configuration, and maintenance — I'll typically ask to be added as a Co-Owner or Website Manager. This isn't about having unlimited power over your site; it's about having the access I need to actually get things done efficiently, without running into permission walls mid-task.
A Note on Your Collaborator Seats
By default, Wix gives you one free collaborator seat on a standard site. Sites connected to a Wix Studio account get five free seats, even on a free plan. A seat is only "filled" once someone accepts your invitation — so sending an invite doesn't immediately use up your seat.
If you ever need to add more collaborators than your plan allows, you'll need to upgrade your site's plan. That said, for most of our working arrangements, one seat is enough for me.
Tip: You can check how many collaborator seats you've filled by looking at the progress bar at the top of your Roles & Permissions dashboard.
How to Add Me as a Collaborator — Step by Step
Here's exactly how to send me a collaborator invitation on Wix. It takes less than two minutes:
Log in to your Wix account and go to your site's Dashboard.
In the left-hand sidebar, navigate to Settings and then find Roles & Permissions.
Click the Invite Collaborators button in the top right corner of the page.
In the Emails field, enter my email address. (Reach out to get this if you don't already have it.)
Select the role you'd like to assign me — I'll let you know which one makes sense for your specific project.
Click Send Invites. That's it — I'll receive an email and accept the invitation from my end.
Once I accept, I'll show up in your Roles & Permissions dashboard with my name and role listed. You'll always be able to see exactly what access I have, and you can remove me at any time with a single click.
Good to know: Invitation emails are valid for 30 days. If I don't accept in time (or the email goes to spam), you can resend the invite or generate a direct invite link from your Roles & Permissions dashboard.
What if I Don't Get the Invitation Email?
It happens. Wix invitation emails occasionally end up in spam or promotions folders. If I tell you I haven't received the invite, here's what to do:
Go back to your Roles & Permissions dashboard. If my name shows up with a "PENDING" label, it means I haven't accepted yet. Hover over my name, click the three-dot menu, and choose either Resend Invite or Get Invite Link. The invite link option lets you send me the link directly via email or message — bypassing the Wix email system entirely.
Why This Matters Most for Ongoing Maintenance
Here's where I really want to make a case for keeping me as a long-term collaborator on your site — not just for one-off projects, but for ongoing website maintenance.
Your Wix website isn't a set-it-and-forget-it situation. Wix regularly updates its platform, apps get new versions, content needs refreshing, SEO needs tending to, and small technical issues have a habit of creeping in when you're not looking. Most site owners don't notice these things until they become big problems.
"A website that isn't actively maintained is a website that's slowly falling behind — in speed, in search rankings, and in user experience."
When I'm a standing collaborator on your site, I can:
— Check in regularly without waiting for you to send credentials every time something comes up.
— Make quick updates (a button fix, a broken link, an outdated image) without turning it into a formal back-and-forth project.
— Be ready to jump on urgent issues fast — because I already have access.
The alternative — removing me after every project and re-adding me each time you need something — creates unnecessary friction. Every time we have to go through the invitation process again, that's time spent on admin instead of actually improving your site.
Let's Set Up a Maintenance Arrangement
If you're tired of scrambling every time something needs fixing on your site, let's talk about a regular maintenance plan. I can keep things running smoothly in the background — you focus on your business.
Is It Safe to Give Someone Collaborator Access?
This is probably the most common question I get, and it's a fair one. The short answer is: yes, when you're working with someone you trust — and when you use the collaborator system properly instead of sharing your password.
Here's why the collaborator system is actually safer than the alternatives:
You control the role.
You decide exactly what I can and can't do based on the role you assign. If you only want me to be able to edit the design, give me the Website Designer role. If you need me to manage everything, Co-Owner makes sense. You're always setting the boundaries.
You can remove access instantly.
If you ever want to revoke my access — for any reason — you go to Roles & Permissions, hover over my name, and click Remove. Done. No password changes needed, no complicated process.
You can see everything I'm doing.
Wix keeps logs of site activity, so you always have visibility into what's happening on your site.
What Happens When I'm Done With a Project?
That's entirely up to you. If we've completed a one-time project and you'd prefer I don't retain ongoing access, simply remove me from your Roles & Permissions dashboard. Your collaborator seat becomes available again immediately.
If we're working together on an ongoing basis — which I'd genuinely recommend for any site that needs regular attention — keeping me as a standing collaborator just makes everything easier. You can always reach out at any time and know I can jump straight into the site without any setup delay.
Your Next Step Starts Here
Whether you need a one-time fix, a full redesign, or a reliable partner to keep your site healthy and up to date — I'm here for it. The collaborator system on Wix makes it easy for us to work together professionally, securely, and efficiently.
If you're ready to add me to your site, use the step-by-step instructions above. And if you want to talk through what kind of support would be most useful for your site right now — from maintenance to bigger projects — I'd love to hear from you.
Ready to Work Together?
Add me as a collaborator using the steps above, then drop me a message and let's figure out the best way I can support your site.
Questions about the process? Just ask — I'm happy to walk you through it.
