Admin Portal

Modified on Thu, 12 Feb at 7:11 AM

The Admin Portal provides Platform Administrators with centralized access to organizational settings and administrative features within the Perceptyx platform. Administrators can access information about company setup details and key contacts, product subscriptions and integrations, business and talent priorities, API tokens (if applicable), user and event management details, platform settings, branding, and more. Some areas of the portal are view-only, while others allow administrators to make updates based on their organization’s enabled features.

The portal features are grouped into five categories:

Dashboard
Company
Data Management
User Management
Platform Settings

Depending on the features purchased/enabled for your organization, some categories may not display.

Note: This portal is available only for Platform Administrators.

This article walks through:

Access the Admin Portal
Access Company Features
Access Data Management Features
Access User Management Features
Access Platform Settings

To view an overview video:

Overview Video

Access the Admin Portal

Log in to the Perceptyx Platform.
In the navigation bar, click the Gear icon.

The Admin Portal dashboard appears.

The dashboard provides an overview of your user directory and snapshots. You can click into each option and view, search, and manage users and snapshots. The side navigation panel provides quick access for viewing company, data management, user management, and platform settings information.

Access Company Features

Company features include Company Details, Business and Talent Priorities, and Subscriptions.

Company Details

Company details include information used for platform setup, activation/invite method, and contact information. This information is read-only.

In the side navigation panel, click Company Details.
Review the information.

Business and Talent Priorities

Perceptyx works with your organization to identify business and talent priorities and loads them into the platform to be used as the basis for creating outcomes-based listening events. In the Admin Portal you can see which ones are selected. To change selections, contact your Workforce Transformation Consultant.

In the side navigation panel, click Business and Talent Priorities.
Review the information.

Subscriptions

You can view which subscriptions your organization has purchased (active) and other subscriptions, if any, that are available for purchase (inactive). To make subscription changes, contact your Customer Success Manager.

In the side navigation panel, click Subscriptions.
Review the information.

Access Data Management Features

If your organization is using any Perceptyx API connections, you can view the active API tokens. An API, or Application Programming Interface, is a defined set of rules that allows software systems to communicate with each other. It specifies how one application can request data or services from another, without needing access to the other system's internal code or structure.

By using an API, you can automatically transfer event data collected by Perceptyx into your own systems, enabling additional processing or analysis.

The banner at the top of the screen includes a link to our guide for working with Perceptyx APIs. If needed, you can revoke a current application.

In the side navigation panel, click API Tokens.
Review the information.
To revoke an application, click Revoke Application, then click Yes, I am Sure.

Access User Management Features

The User Management area of the Admin Portal enables you to view and modify user information for Administrator and Creator users, define and assign Event Builder user access through group-based access and permissions, and view a list of pre-existing data snapshots.

Note: Reporting users are added and managed via the Listening Events functionality (in the Platform Settings section of the left navigation panel). For more information, see the Manage User Roles and Access (Platform Admins Only) | Point-In-Time & Lifecycle article.

Users

The Users screen lists the following information for each user in your organization and provides a list of actions you can take to manage users:

Employee ID
Name
Email
SSO ID (if applicable)
Last Login
Assigned Groups
Status (Active or Inactive)
Actions (User Details or Delete)

You can filter the list by assigned groups, search for specific users, and view and manage details for any user.

View Users

In the side navigation panel, click Users.

Note: You can also view users by clicking Take me to the list in the User Management widget on the Admin Portal dashboard.

Review the information.

Filter the User List

You can filter the user list by the assigned group. An assigned group is a reusable permission group that determines user access across the platform, including available features, data visibility, and who users can invite to listening events based on demographics or organizational structure. For details about creating and managing groups, see the Manage Group-Based Access & Permissions (Platform Admins Only) article.

In the Filters area at the top of the screen, click Assigned Groups to display a list of current groups.

Select the checkbox for each group you want to filter by, then click Apply Filters (top right).

The user list updates to show only the users who are assigned to the group(s) you selected.

Note: If a user belongs to multiple groups, including one you selected, they will be included in the filter.

To remove a filter, click Clear Filters (top right).

Search for a User

At the top of the screen, click the Search box, then type the identifier you want to search (first name, last name, employee ID, or email address).
Press Enter.

The display updates to show any record(s) that match your search criteria.

To redisplay the full list, click X in the Search box.

View and Manage User Details

User details (accessed via the Actions button) include:

Status - Active or Inactive. You can change the user’s status by turning the toggle on or off.

Account - Account details for the user. You can modify the following fields: Employee ID, SSO ID, Username, Email, First Name, and Last Name.

Important: If your company has an automated data feed in place, any updates made here will be overwritten by the next data file. To prevent data overwriting, make the applicable changes in your data feed file.

Preferences - Language and Notifications. You can select a different default language for the user or turn email notifications for Intelligent Nudges (if enabled) on or off.

Groups & Permissions - View which groups and permissions (if any) are assigned to the user.

Search for the user whose details you want to view.
Click Actions, then select User Details for the user.

The display updates to show details for the user.

To modify account information, click Edit Account, make your changes, then click Save Changes.
To change the language, click Edit Preferences, display the Language dropdown, select a new language, then click Save Changes.
To change notification preferences, click Edit Preferences, select or clear the Email checkbox, then click Save Changes.

Delete a User

If necessary, you can delete a user.

Search for the user you want to delete.
Click Actions, then select Delete for the user.

A confirmation message appears.

Click Delete.

Important: If your company has an automated data feed in place and your deleted user is still in the data file, they will be re-added with your next data file. To permanently delete the user, remove them from the data feed file.

Groups and Permissions

The Groups and Permissions feature enables you to efficiently manage user access to the Event Builder by assigning permissions through reusable groups. This approach simplifies role assignment, enhances data security with clearly defined access controls, and supports scalable user management.

For details and step-by-step instructions about how to assign and manage groups and permissions, see the Manage Group-Based Access and Permissions | Point-In-Time & Lifecycle article.

Snapshots

A snapshot captures a fixed, point-in-time view of your employee data and reporting structure. When a snapshot is created, the platform takes the people and manager relationships that exist at that moment and builds a hierarchy that remains the same, even if your underlying employee data changes later.

Snapshots are commonly used to support surveys, reporting, and group creation where consistency is important.

Why snapshots are useful:

Point-in-time accuracy: A snapshot preserves employee demographics and reporting relationships exactly as they were when the snapshot was created.

Better filtering and analysis: Snapshot data is optimized for filtering and querying (for example, when assigning demographics or hierarchy for groups and permissions), making it easier to analyze or select than live employee records.

Snapshot types:

Automated snapshots: Created automatically when employee data is refreshed (for example, from an HR system or file import). There is always one active automated snapshot representing the most recent data (Displays as “Live” with a green dot).

Manual snapshots: Created intentionally and often used for surveys or specific analyses. These can be promoted to “Live” when in use.

Important things to know:

Snapshots are representations of employee data at a moment in time.

Changes made inside a snapshot do not flow back to your HR system or live employee records.

When you set up an automated data feed with Perceptyx, you receive a nightly read-only snapshot of all users and their associated demographics. This ensures that the most current information and organizational hierarchy are always available for launching listening events.

You can view, search, and display details for existing snapshots.

In the side navigation panel, click Snapshots.
Review the information.
To view details for a snapshot, click Actions, then select View Snapshot.

Access Platform Settings

The Platform Settings section provides access to global default settings and tools to tailor the platform's appearance to align with company branding. If your company has an Activate subscription, you can also create custom learning links to internal resources and display them in nudges for added support and engagement.

Listening Events

The Listening Events option provides access to settings and templates for your events (based on your organization’s subscriptions). For Point-In-Time and Lifecycle events you can access System Settings, Demographic Settings, User Management, Event Templates, and Notification Templates. For Crowdsource events, you can access Account Settings and Organizations Settings.

For details and step-by-step instructions about working with global/event platform settings, see the following articles:

Activate

If your organization purchases Activate, your Admin Portal may include the Activate option in the Platform Settings area. You can use this option to add and manage custom learning links to nudges.

For details and step-by-step instructions for adding custom learning links to nudges, see the Add and Manage Custom Learning Links for Nudges (Admins Only) article.

Appearance (Platform Branding)

The Appearance option allows you to customize the look and feel of the platform by updating the logo, primary colors, and more to align with your brand. Your branding choices automatically carry over to reports as well.

For details and step-by-step instructions for customizing platform branding, see the Platform Branding (Admins Only) article.