If you have ever designed something in Canva, you will know it is easy to use and surprisingly powerful. But when the time comes to level up, think polished Instagram stories, animated pitch decks, or brand kits, you might call in a professional graphic designer or creative agency.
The first step in that collaboration is giving them access to your Canva account.
But before you type your email and password into a message (please do not), take a breath. Canva has a much better way to share access securely and professionally, whether you are working with one freelancer or a full-service agency.
In this guide, we will show you step by step how to give an agency access to your Canva workspace the right way, without giving up control or compromising your security. We will also show you how to manage permissions, set boundaries, and collaborate like a pro.
Why You Should Not Share Your Canva Login
Let us start with what not to do.
Giving someone your Canva login might seem quick and easy. But it is also:
- A security risk
- Difficult to track changes
- Not scalable for teams
- Against Canva’s terms of use
Instead, Canva offers tools that let you add users to your team, assign roles, and collaborate on designs, all without sharing a password.
What You Will Need Before You Start
To set this up properly, make sure you have:
- A Canva account (preferably Pro, Teams or Enterprise)
- Admin access to your Canva workspace
- The email address the agency will use for Canva
- A clear understanding of what they need to work on
You do not need a paid plan to invite others, but some features like brand kits and folders are only available on Pro or Teams.
Step-by-Step: How to Invite an Agency to Your Canva Workspace
There are two main ways to give access:
- Invite them to your team workspace
- Share specific designs or folders
Let us go through both.
Option 1: Invite the Agency to Your Team
This is ideal if the agency will be working on multiple projects or helping with ongoing brand work.
Step 1: Go to Your Canva Homepage
Log in to canva.com and click on your account name or profile image in the top corner. Then select your team or workspace.
If you have not created a team yet, Canva will guide you through setting one up in seconds.
Step 2: Click ‘Invite Members’
Once inside your team dashboard:
- Click the gear icon (settings)
- Choose People
- Click Invite members
- Enter the agency’s email address
- Choose their role:
- Member: Can access team designs, templates and folders
- Administrator: Can manage billing, branding and other users (use sparingly)
- Click Send Invite
The agency will receive an email and can join with one click. If they do not have a Canva account, they will be prompted to create one.
Step 3: Assign Them to the Right Folders
Inside your team workspace, you can create folders for:
- Social media templates
- Brand assets
- Presentations
- Client work
Once you have invited the agency, go to the folder you want to share, click the three dots next to it, and choose Share. Select the user, then set permissions:
- Can edit
- Can view
This keeps things organised and avoids clutter.
Option 2: Share Individual Designs
If you are only working on one project, you can simply share the design file.
- Open the design
- Click Share in the top right corner
- Enter the agency’s email
- Choose Can view or Can edit
- Click Send
This method is quick, but not great for long-term collaboration. Stick to team invites for anything ongoing.
Setting Permissions: Member vs Admin
It might be tempting to give full access and call it a day. But assigning the right role protects you and keeps things running smoothly. A seasoned marketing strategist can help define workflows, roles and creative responsibilities that align with your brand.
Here is a quick breakdown:
If you are unsure, start with Member. You can always upgrade later.
How to Collaborate With an Agency Inside Canva
Once you have granted access, here are a few ways to keep things flowing:
Use Comments
Click anywhere on a design and choose Add Comment. You can tag the agency with @theirname and leave feedback or requests.
Create Version History
Canva automatically tracks changes. You can click File > Version history to revert to earlier versions if something goes wrong.
Use Brand Kits
If you are on Canva Pro or Teams, set up your Brand Kit. This includes:
- Logos
- Brand colours
- Fonts
- Templates
Agencies can then work with your approved assets from the get-go.
Managing Access as You Go
View Active Users
To see who has access:
- Go to your team settings
- Click People
- View their role and activity
This is where you can also promote, demote or remove users.
Remove Access If Needed
If the relationship ends:
- Go to Settings > People
- Click the three dots next to the user’s name
- Select Remove from team
That instantly removes their access to everything in your workspace.
Common Mistakes to Avoid
Sharing Your Password
It might feel easier, but it is a terrible idea. You will not know what they accessed, and you lose control.
Giving Admin Rights to Everyone
Only give admin access to people you fully trust. Admins can change your billing, brand kit and team settings.
No Folder or File Structure
Dumping everything in one place leads to confusion. Create folders for campaigns, clients and assets from day one.
Not Reviewing Permissions
Check your team settings every couple of months and clean up access. Agencies may come and go, your access list should reflect that.
Why Canva Is a Great Tool for Agency Collaboration
If you are used to back-and-forth emails with PDFs and screenshots, Canva is a breath of fresh air. Here is why it works so well for agency work:
- Real-time collaboration
- Shared templates and folders
- Cloud-based editing
- Automatic backups and version control
- Simple feedback with comments
- Brand control through kits and locked elements
With the right access setup, you can collaborate with designers as if they are in the same room, without ever losing control of your brand.
Do You Need a Graphic Designer?
If you are spending more time resizing Instagram posts than running your business, it might be time to bring in a professional.
A graphic designer can help you:
- Build brand templates in Canva
- Design high-converting ads and banners
- Create consistent visuals across all platforms
- Improve presentation quality
- Make your brand look like it belongs in 2025, not 2015
Best of all, they can work directly in your Canva workspace. You keep the files, they bring the polish. If you're not ready to hire full-time, consider working with vetted freelance marketers who specialise in visual content and Canva design. It’s a great way to scale up without blowing the budget.
Need to Hire a Graphic Designer?
We match businesses like yours with creative professionals who can take your brand visuals to the next level. Whether you need ongoing design support or a one-off brand refresh, we will connect you with someone who gets Canva, and gets your business. Hire a graphic designer today through Cemoh and build a brand that stands out.