Add & Manage Users | Point-In-Time

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). 

This article walks through:

• Add/Edit Users
• Manage Users
  
  

Add/Edit Users

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 settings for individual 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, the Admin can edit their current record accordingly.

1. Navigate to the Listen page.

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

The Event Builder opens.

3. Click Event Options, then select Add/Edit Users.

The User Management dialog box for the listening event appears.

4. Click +Add New User (top left).

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

5. Enter the information for each required field (Username, First Name, Last Name, Email Address, and Employee ID).

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

7. Display the Approval dropdown, then select None or Required.

8. Ensure the Enable Account checkbox is selected, then click Save.

The new user is added to the event.

9. 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 Add Demographic Access for a Reporting User topic below. You can add the user while creating the event, but cannot specify the demographics the user will have access to until after the event is active.

1. Navigate to the Listen page.

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

2. The Event Builder opens.

3. Click Event Options, then select Add/Edit Users.

The User Management dialog box for the listening event appears.

4. Click +Add New User (top left).

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

5. Enter the information for each required field (Username, First Name, Last Name, Email Address, and Employee ID).

6. Display the Role dropdown, then select Reporting - Access to Reporting Only.

7. Ensure the Enable Account checkbox is selected, then click Save.

The new user is added to the event.

8. Click Close to return to the Event Builder.

Add Demographic Access for a Reporting User

For reporting users, you can specify which demographics they can view data for when accessing the reporting results for the event.

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

1. Navigate to the Listen page.

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

The Event Builder opens.

2. Click Event Options, then select Add/Edit Users.

The User Management dialog box for the listening event appears.

3. Use the Search box to search for the user by username, email address, or employee ID.

4. 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.

5. 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.

6. Display the Choose a Demographic dropdown, then select a demographic.

7. Display the Demographic Options dropdown, then click to select the checkbox for each option you want to give access to.

8. Click outside the list to close it.

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

9. Repeat the process to add all the demographics and options you want to make available to the user.

10. 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.

11. Click Save to save your selections.

12. If necessary, add demographic access for additional reporting users.

13. 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 after the survey closes to give reporting access to individual users or to large segments of the hierarchy all at once.

Note: This option is only available to customers on the People Insights Platform, with an automated data file aligned to Perceptyx data specifications, and the feature is enabled.

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:

1. Navigate to the Listen page.
   Click Manage Event for the event you want to work with, then select User Management

The Snapshot screen displays in List View.

2. 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.

   3. Select Managers: 
      Click this option to display only the employees who are managers.

3. 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.

4. Select the Enable access to the reporting site checkbox to enable reporting access.

5. Select the corresponding checkbox(es) to allow access to demographic data or comment reporting (or both).

6. 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).

Using Hierarchy View:

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

The screen displays in Tree View.

2. Click through the hierarchy tree to display the employee(s) you want to work with:

   1. Click the CEO branch to start expanding the tree view.

   2. Click additional branches to navigate to the employee you want to work with.

3. Click Edit Access to the right of the employee’s information.

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

4. Select the Enable access to the reporting site checkbox to enable reporting access.

5. Allow access to demographic data or comment reporting (or both) by selecting the corresponding checkbox(es).

6. 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

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

1. Navigate to the Listen page.

2. Click Manage Event for the event you want to work with.

3. Click Event Options, then select Add/Edit Users.

The User Management dialog box for the listening event appears.

4. Use the Search box to search for a user by username, email address, or employee ID.

5. 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

6. Follow the on-screen prompts for the option you selected.

7. Click Close to close the dialog box and return to the Event Builder.