New Feature: User Permissions
This is a great example of how everyone’s feedback is making SurveyGizmo better. So many of you asked for user-based permissions that we bumped it to the top of our list. Among other things, this feature allows you to create separate logins with restricted access to surveys and features in SurveyGizmo. You can create reporting-only users and survey-testing users. Heck, you can even lock a user down to a specific survey.
If you just need to change your username or password, check out the quick change password tutorial!
Here is how it works:
Setting User Permissions in SurveyGizmo
User permissions are available for all Pro and Enterprise Accounts. (These are our two account levels that allow more than a one user.)
To create a new user, click on your account management link in the upper right side of your screen. It will take you to a brand new page that looks like this:
Click on the Users tab (circled above). This is how you can access all of your users for resetting passwords, changing email addresses, etc.
Now, you’ll see a screen like this:
This works like an excel sheet. Simply edit the information you need to change. You can select the trash can icon to remove a user.
By default, all users have full account access (except new users are not given administrative access). To change this, click the clipboard icon next to the user. This brings up a detail screen shown below:
This screen is very simple. Select as many permissions as you want; the options are:
Can Edit/Create Surveys & Clear Responses
This option allows the user to create/copy/delete surveys. It also allows the user to upload images & files to the file library. It includes the ability to test surveys — obviously!).
Can Preview/Test Surveys
This option allows the user to preview/test surveys, but they cannot access data collected or modify the survey in any way. They do not have permission to launch a survey.
Can Launch/Close Surveys
This option allows the user to launch a survey and schedule it in a feed. It also allows the user to close the survey (stop taking responses) manually.
Can Create, Edit & Launch Email Invites
This option allows the user to upload a list of email addresses and invite people to take a survey. It does not include access to reporting by default, but they can see which people responded to the invite and send follow-ups.
Can Create & Edit Reports and Clear Responses
This option allows the user to create, modify and run reports. They can export data and create filter sets. These users can also edit & delete responses (in order to clean up data for reporting).
Can View & Re-Run Reports
This provides very limited access to surveys. It allows the user to login and view reports created by other users — but they cannot create new reports themselves. This access level cannot export data.
Account Administrator
This does not give access to everything as it might imply. Instead, it gives the user access to the account management page. There they can reset passwords (and permissions) and update account management “stuff,” like 3rd party software integration and API keys.
Survey-Specific Permissions
This is a nifty permission. Setting this will limit the user’s access to just a single survey — no matter what other permissions they have. They will not see other surveys at all — even on the main survey list. For Enterprise customers, you can select multiple surveys. Note: If the survey is in a different team, the user will not be able to see the checked survey unless they are in the same team or the survey is set to ‘All Teams’. Furthermore, this option supersedes team permissions (Enterprise), further restricting the user to view only the surveys checked that are in their team, and not any surveys in their team that are not checked.
Teams – Enterprise & Dedicated Level Accounts
Users within your SurveyGizmo account can be assigned to a specific team number or assigned to the Admin/All team, which grants them access to all surveys, regardless of which team the survey is assigned to. This does not grant the user access to Account Settings; it only applies to teams.
Surveys can be assigned to individual teams (visible only by members of that team or Admin/All) or assigned to ‘All Teams’, making them visible to all teams and users that are not restricted by other methods (see above: Limit access to the following surveys).
This feature is great for departments within an organization and reduces the need to micro-manage survey permissions. When surveys are created by a member of Team 1 for instance, the survey is automatically assigned to Team 1.
Keep giving use feedback and suggestions to make SurveyGizmo better. Happy Surveying!
1
This is a great feature and one that led me to choose SurveyGizmo over other online survey tools. Nice additon!!! Thanks
2
This is a very useful guide and feature, thank you.
Also, fyi, the page has a minor typo: under “Limit access to the following survey:” it says …now matter what permissions they have… and I am guessing it should be “no matter.”
3
Is there a way to limit each user’s access to another user’s surveys? For instance, if one user set up a confidential survey, is there a way to protect the results from the other users seeing it?
Thanks.
4
There are two ways to do this:
1) Add the particular user and their survey to a team that is different than the other members. This way, only members of that team (this one account login) will see this survey (except people who have Admin/All access and can see everything). This is the easiest method.
2) Set the other users to limit access to particular surveys, specifically not including the one that you do not want them to see. This method is more cumbersome than the first as it requires more changes and micromanagement by the administrator.
5
I initially set the survey up with a password protection and limited it for email invite only. I was asked to launch the survey so it could be tested however, I did not mark either the password protection type nor the email invite as I wanted to give access for testing. Now, I can’t get the survey to open. What do I do?
6
Hi Kathleen,
Can you please submit a ticket into our Support/Help system. That way our support team can help you get to the bottom of it.
Thanks,
Brittany
7
Can you have it so you can assign a user to view a certain group of emails instead of teams?
8
Sorry, I meant a certain group of surveys/survey folder.
9
Hi MK,
Yes, you can limit a user to only view certain surveys that are associated with their team. You can do this under the Account Settings link, and then the Users tab.
Cheers!
10
This is a great feature – is it possible to have members assigned to more than one team – but not to all teams? I am thinking in a situation where you have surveys specific to projects – and want that project team to have access. However – members could belong to several project teams within the one department – not all of which would have the same members – e.g. team 1 has a,b,c,d; Team 2 has a,b,e,f……….?
11
Hi Jacquie, That’s an excellent question. Right now, you can assign a person just to be on one team or to be the admin and they can see all the teams. You can also only assign a survey to be accessed to one team at a time (not multiple). But this is an excellent suggestion and it would be great if you suggested it on our User Voice page, so everyone can vote on it here.
12
Sorry, this may sound silly. Is there a way as an ADMIN you can see which surveys have been created by whom/team? We seem to have many teams that have been created which were probably not necessary. Your assistance is appreciated. Thanks
13
Sylvie,
On the ‘ALL SURVEYS’ page (link in the top left) it will show you which user created the survey on the right side.