Manual permissions: Create report viewers and set permissions

Report viewers are people who have permission to view your survey's reports.

There are two ways you can set their permissions:

Automatically (automated permissions): This method generates report viewers based on your organisation's structure. It identifies People Leaders and gives them permission to view survey results for their reporting lines. Learn more about setting report permissions based on reporting lines.
Manually: This method lets you select who can be a report viewer. These people may be anyone internal or external to your organisation, for example a Board Executive through to a Team Lead. This contrasts with automated permissions, which is for People Leaders only.

This guide focuses on setting up Manual permissions.

Before you start, go to My surveys in the left menu and check your survey status. You can only set permissions for a survey if it's Pending, Active, or Closed.

If the correct status is showing, follow our step-by-step instructions to get started.

Step 1: Go to Create permissions

Let's start by navigating to Create permissions.

Find the survey you want to set permissions for.
Select the three dots on the survey card.
Select Permissions.
Select Create permissions (if permissions have already been set for the survey, the button will say Manage permissions).

Step 2. Add report viewers

Now it's time to add some report viewers:

Select Add new report viewer. This will open a modal.
Select the people you want to make report viewers. You can scroll through the list or search for them.
When you've selected all your report viewers, select Done.

You'll now be taken to the page where you can set their permissions.

Step 3: Set permissions

You can now set permissions for the report viewers added to your survey.

You can give them access to:

Demographics: Select what demographics you'd like these report viewers to have access to. Demographics control whose results the report viewer can see. You can choose specific groups of people (for example, the Sales and Finance department). Or, you can give full access which includes all survey participant data in the results they see.
Filters: Select what criteria you'd like these report viewers to filter results by.
- Example: You may not want report viewers to filter results by age. Leave this option deselected and it will not appear in their report filter menu.
Reports: Select the reports you would like these report viewers to have access to.
- Example: If you'd like report viewers to see the distribution of responses for a particular question, select Breakdown under the Questions report. If this isn't selected, the overall average will show.
- The Heatmap report may not be relevant to report viewers with limited access to filters. This is because it needs filters applied to show meaningful results
Question permissions: If you want don't want report viewers to see results for a specific question, select Question permissions. This will open a modal where you can select any questions you don't want them to see.
- Question permissions are linked directly to the Questions report. If you turn on the Questions report before providing access to any questions, all questions will be enabled.

Step 4: Check permissions

It's a good idea to double-check you're happy with the permissions you've set. So make sure to Preview them. (Only Account Managers can do this.)

You can find the Preview & Save button at the bottom left of your screen.

When you select it, a new browser tab will open, showing the reports as that person will see them.

If the preview looks good, you can close the tab.

💡 Previewing while the survey is still active?

Some AI content may be missing as it won't be generated until the survey closes (standard surveys) or the reporting period is met (ongoing surveys). It cannot be previewed because it does not exist yet.

This affects the following content:

Insights Dashboard
Question and topic summaries in the Text Analysis Report
Suggested Actions under the Actions tab.

Step 5: Manage report viewers and send invites

When you Save permissions, you will be taken to a list of your report viewers.

On this page, you can edit permissions for a:

specific report viewer by selecting their name,
group of report viewers by checking the box next to their names and selecting Bulk changes.

You can also:

Enable Access: The eye icon shows if the People Leader's access has been enabled. If there is a line through the eye, their access hasn't been enabled. They won't be able to log in and see results. If there is no line through the eye, they can. You can turn their access on or off by selecting the icon.
Invite the report viewer (active or closed surveys only): Selecting the envelope icon will send an email to the report viewer, inviting them to review survey results and reports. When the invitation is sent, the icon changes to a re-send invitation icon.
Preview: If you want to double-check what a specific report viewer will see, you can also launch a preview from this page. Select the eye icon to open a new browser tab with the preview.
Reset access: You can remove a report viewer's access to this survey's results by selecting the Reset icon. If the Report Viewer has access to other surveys, they will remain a User under the organisation.