Add & Manage Users | Point-In-Time

Modified on Mon, 9 Jun at 9:55 AM

As the need arises, you can add new Creator or Reporting users to an event, edit the information for existing users, and manage users (clone or delete).

If you are an Admin user with applicable permissions, you can add Creator or Reporting users to the platform and then give them access to specific listening events.

This article walks through:

Add/Edit Users for a Specific Event
Manage Users for a Specific Event
Add Users and Provide Access to Events

Add/Edit Users for a Specific Event

You can easily add users to specific events. Your own user type determines which kinds of users you can add:

Admin: You can add Creator and Reporting users.
Creator: You can add Reporting users.

Note: You cannot add other types of organization-specific user roles.

If Manager Hierarchy is enabled for your organization, you can use the Manager Hierarchy feature to add multiple reporting users simultaneously.

You can also edit access rights for individual reporting users.

Add a Creator User

Before you add a Creator user, confirm with your Admin that the user does not already exist in the platform. If the user does exist, an Admin can edit their existing user account access to grant them access to your event.

Navigate to the Listen page.
Click Manage Event for the event you want to add the user to.

The Event Builder opens.

Click Event Options, then select Add/Edit Users.

The User Management dialog box for the listening event appears.

Click +Add New User (top left).

The dialog box displays the Personal Data tab and fields for adding a new user.

Enter the information for each required field (Username, First Name, Last Name, Email Address, and Employee ID).
Display the Role dropdown, then select Creator - Survey Creation Only.
Display the Approval dropdown, then select None or Required.
Ensure the Enable Account checkbox is selected, then click Save.

The new user is added to the event.

Click Close to return to the Event Builder.

Add a Reporting User

When you add a reporting user to an event, the new user has access to view all the results within that event. To restrict or limit which data the user can view, see the Specify Demographic Subsets for a Reporting User topic below. You can add the user while creating the event, but cannot specify the demographic subsets until after the event is active.

Note: If you add reporting users during event launch, they will be able to access results in real time, as soon as they receive their access email. If you don’t want reporting users to access results until they are final, add them after the event has closed.

Navigate to the Listen page.

Click Manage Event for the event you want to add the user to.

The Event Builder opens.
Click Event Options, then select Add/Edit Users.

The User Management dialog box for the listening event appears.

Click +Add New User (top left).

The dialog box displays the Personal Data tab and fields for adding a new user.

Enter the information for each required field (Username, First Name, Last Name, Email Address, and Employee ID).
Display the Role dropdown, then select Reporting - Access to Reporting Only.
Ensure the Enable Account checkbox is selected, then click Save.

The new user is added to the event.

Click Close to return to the Event Builder.

Specify Demographic Subsets for a Reporting User

For reporting users, you can specify which subset of survey data they can see based on a demographic. For example, if the Country demographic is included in the event reporting, you can specify which countries the user can view results for.

Note: The event must be active before you can specify demographic subsets for a reporting user.

Navigate to the Listen page.

Click Manage Event for the event you added the reporting user to.

The Event Builder opens.

Click Event Options, then select Add/Edit Users.

The User Management dialog box for the listening event appears.

Use the Search box to search for the user by username, email address, or employee ID.
Click the Settings (gear) icon for the user, then select Edit User.

The dialog box updates to display the user’s personal data and also displays a Demographic Access tab.

Click the Demographic Access tab to display demographic access options for the selected user.

Use this tab to choose demographics and associated options from your data file. You can choose multiple demographics. You can also optionally specify a view name to describe the assigned demographic access.

Display the Choose a Demographic dropdown, then select a demographic.
Display the Demographic Options dropdown, then click to select the checkbox for each option (subset) you want to give access to.

Click outside the list to close it.

The chosen demographic and options display in the table below the dropdowns.

Repeat the process to add all the demographics and options you want to make available to the user.
If you want to provide a view name, type it in the View Name box.

Note: If you change your mind about a choice, you can click the x icon to its right to delete it.

Click Save to save your selections.
If necessary, add demographic access for additional reporting users.
Click Close to close the User Management dialog box.

Use Manager Hierarchy to Grant Reporting Access

Manager Hierarchy is a feature that, among other things, enables Admin and Creator users to include the organizational hierarchy during the survey setup process and use it to give reporting access to individual users or to large segments of the hierarchy all at once.

Note: This option is available only to customers on the People Insights Platform that have an automated data feed aligned to Perceptyx data specifications. The Manager Hierarchy feature needs to be enabled by the Perceptyx team. The process may take up to 3 business days, and must be completed before event creation.

You use the Snapshot screen to edit reporting access using Manager Hierarchy. The Snapshot screen has two views: List View and Hierarchy View. Both views provide access to the same information, just in different ways. You can toggle back and forth between the views and use whichever one you prefer.

Grant Reporting Access

Using List View:

Navigate to the Listen page.
Click Manage Event for the event you want to work with.
Click Event Options (top right), then select Edit Reporting Access.

The Snapshot screen displays in List View.

Use the search or filtering options to display the employee(s) you want to work with:
1. Search:
  Type a name, email address, or employee ID in the Search box, then click Search.
2. Select Threshold Met:
  Click this option to display only the employees whose results meet the minimum threshold for the number of responses. If you choose to grant reporting access during the active survey window to help monitor response rates and encourage participation, it may be premature to use this filtering option.
3. Select Managers:
  Click this option to display only the employees who are managers.
Display the access options for the employee(s):
1. For an individual employee:
  Click Edit Access to the right of the employee’s information.
2. For multiple employees:
  Select the checkbox for each employee, then click Edit Access (top right).
3. For all employees displayed on the screen:
  Select the checkbox in the header row of the table. Note that if your employee list spans more than one screen, only the employees you see on the first screen are selected.
4. For all employees in the list or filtered results:
  Select the checkbox in the header row of the table, then click Select all xxxx employees for this table to select every employee in the list or, if applicable, your filtered results.

The access options display in the Edit Access for User dialog box.

Select the Enable access to the reporting site checkbox to enable reporting access.
Select the corresponding checkbox(es) to allow access to demographic data or comment reporting (or both).
Click Accept.

The Snapshot screen refreshes, and the record(s) for the selected employee(s) display an active (green) reporting status and active icons for the type(s) of access granted (demographic data and/or comment reporting).

Note: When you click Accept, the platform immediately adds a card for the listening event to each selected user’s Analyze page. The card displays the response rate for each manager’s team, helping them identify whether they need to encourage more participation. Managers can only see the results once their team's participation meets the minimum response threshold.

Using Hierarchy View:

With Hierarchy View, you can grant reporting access to one employee at a time.

In the Snapshot screen, click Hierarchy View (top right).

The screen displays in Tree View.

Click through the hierarchy tree to display the employee(s) you want to work with:
1. Click a CEO branch to start expanding the tree view.
2. Click additional branches to navigate to the employee you want to work with.
Click Edit Access to the right of the employee’s information.

The access options display in the Edit Access for User dialog box.

Select the Enable access to the reporting site checkbox to enable reporting access.
Allow access to demographic data or comment reporting (or both) by selecting the corresponding checkbox(es).
Click Accept.

The Snapshot screen refreshes, and the information for the selected employee displays an active (green) reporting status and active icons for the type(s) of access granted (demographic data and/or comment reporting).

Manage Users for a Specific Event

User management for an event includes editing user details, cloning users, and deleting users.

Navigate to the Listen page.
Click Manage Event for the event you want to work with.

Click Event Options, then select Add/Edit Users.

The User Management dialog box for the listening event appears.

Use the Search box to search for a user by username, email address, or employee ID.
Click the gear icon next to the user you want to manage, then select an option:
- Edit User - Edit their details and/or demographic access (reporting users only)
- Clone - Duplicate all details (ID, email, and username need to be unique)
- Delete - Delete the user
Follow the on-screen prompts for the option you selected.
Click Close to close the dialog box and return to the Event Builder.

Add Users and Provide Access to Events

If you are an Admin user with appropriate permissions, the User Management function enables you to add Creator and Reporting users to the platform and give them access to multiple listening events. This function differs from the Add/Edit feature accessed via Event Options, which event admins can use to add Creator and Reporting users to a specific listening event and determine which demographic subsets they can access for reporting.

Access User Management

You access the User Management feature directly from the Listening Event Builder. By opening any Point-In-Time event in Manage Event mode, you can add users and assign them access to one or more events. Although accessed through an individual event, user access does not need to be specific to that event.

Navigate to the Listen page.
Click Manage Event for any Point-In-Time event.

The event opens in the Overview phase.

Click User Management (top right).

The User Management screen appears.

The User Management screen displays a table with user records for Creator and Reporting users who have been added to the platform. Record information includes the following details:

Username
First Name
Last Name
Email Address
Employee ID
Role (creator or reporting)
Active (whether the user is active or inactive)
Status (available or preparing)
Last Password Change
Last Email Sent

You can search for specific users, filter user records, add new users, and edit, clone, or delete users, among other options.

Search for Specific Users

You can search for specific users by username, first or last name, email address, or employee ID. As you type your search criteria in the Search box, the table updates dynamically to show matching user records.

Navigate to the User Management screen.
Click the Search box, then type your search criteria.

The table updates to display records that match your search criteria.

Note: To clear a search, click the x icon next to your search criteria.

Filter User Records

You can filter the table by active or inactive users.

Navigate to the User Management screen.
Display the Filter By dropdown, then select Active or Inactive.

The table updates to display records that match your filter selection.

Add New Users

You can add new Creator and Reporting users to the platform as needed and give them access to specific listening events.

Navigate to the User Management screen.
Click + Add New User (top left).

The Add New User dialog box appears.

Type the username, first name, last name, email address, and employee ID for the new user in the corresponding text boxes.
Specify the type of user:

Creator:

Display the Role dropdown, then select Creator - Survey Creation Only.

The role is selected and an Approval dropdown appears. You can use this dropdown to specify that approval is required for any listening events the user creates. The selection is set to None by default.

If approval is required for new events the user creates, display the Approval dropdown, then select Required. If approval is not required, leave the selection as None.

Reporting: