Empowering key stakeholders with the appropriate level of access in the Entromy platform ensures data is shared securely and effectively. This guide consolidates instructions for managing user roles and configuring access at both the organization and survey levels.
Watch the video below to learn how to add managers and manage their access to survey results:
Overview of User Roles
Entromy provides several distinct user roles, each with different levels of access:
Org Admin:
Full access to the platform
Can view all reports, run and configure surveys, and manage all organizational settings and users
Survey Admin:
Limited access
Can create, run, and modify surveys
Can view selected survey reports based on assigned visibility (e.g., department or region)
Report Viewer (formerly Discussion Materials):
View-only access to survey reports
Access is restricted to assigned groups
Cannot configure or run surveys
Participant (formerly Limited User):
Can complete assigned surveys only
No platform or reporting access
Consultant:
Used for cross-org access
Grants visibility into another organization’s survey data
Managed via the Consultant Access section in user settings
Tip: Always assign the lowest level of access required for a user to maintain data integrity and security.
Assigning Survey-Level Access
To control access to a specific survey:
Navigate to the Surveys tab
Select the relevant survey
Go to the Access tab
Add users who need access
Define access scope using filters like department, region, or custom groups
Example: If a manager should only see Product team results, restrict access to that group.
Click Save and Continue to apply changes
To send login credentials:
Individually: Use the three-dot menu next to a user's name
In Bulk: Select multiple users, then send credentials together
Assigning or Updating Platform-Wide Access
To update a user's access across the platform:
Click the Settings (⚙️) icon > go to Users
Select the user and click Edit
Under Details choose the appropriate role from the Role dropdown (e.g., Report Viewer, Org Admin)
To assign visibility for specific surveys:
Under the user profile, locate Report Access
Select a survey from the dropdown to assign surveys and associated groups
Click Save and send login credentials if needed
Assigning Consultant Access (Multi-Org Visibility)
To allow users to view data from multiple organizations:
Click the Settings (⚙️) icon > go to Users under the user’s primary org (Org A)
Select the user and click Edit
Under Details choose the Org Admin role from the Role dropdown
Under Consultant Access, click the dropdown to select an Organization and select Org B
Repeat to assign additional organizations as needed
Consultants will have access only to the survey data assigned under those organizations.
Best Practices: Review Access Regularly
Periodically audit user roles and permissions
Go to Settings > Users to verify access levels
Update roles as responsibilities change to maintain security
By streamlining access roles and configurations, you can ensure your organization maintains secure, efficient, and role-appropriate visibility throughout the Entromy platform.