How to Grant User Access in Google Analytics

How to Grant User Access in Google Analytics – Google Analytics provides the option to authorize other individuals to access your data or offer them increased permissions, such as managing users or editing settings. Well, our support team might request access to your Google Analytics account to assist in resolving any issues. Granting access serves as a secure method to share your website’s data without needing to disclose your login credentials.

 This guide will walk you through the process of providing user access within Google Analytics.

Understanding the Significance of Google Analytics Access Sharing

Google Analytics is a robust platform that provides a wealth of information about website traffic, user behavior, and the effectiveness of online strategies. Sharing access to Google Analytics becomes crucial for several reasons:

• Collaboration: Enabling multiple team members to access Google Analytics fosters collaboration. Various departments, from marketing to content creation, can benefit from shared insights to align strategies and enhance overall performance.
• Transparency: Sharing access promotes transparency within an organization. Stakeholders, clients, or team members can independently verify data, fostering trust and a shared understanding of performance metrics.
• Efficiency: When different team members have direct access to Google Analytics, it streamlines the decision-making process. Instead of relying on a single person to provide reports, stakeholders can access real-time data and make informed decisions promptly.
• Flexibility: Sharing access via email allows for flexibility in defining roles and permissions. You can grant different levels of access to individuals based on their responsibilities, ensuring that sensitive information remains secure.

First Step: Access the Google Analytics Property

Sign in to your Google Analytics account.

Click on the All Accounts dropdown located at the top of the page to select the property linked with your website.

Choose the appropriate property from the account picker.

Step 2: Access the Property’s User Management Settings

Navigate to the Admin section situated at the bottom left corner of the page.

Within the Property settings area, select Property Access Management.

Step 3: Introduce a New User

Navigate to the top right corner of the page and click on the “+” icon. From the dropdown menu, choose “Add users.”

Input the email address of the individual you wish to provide access to and specify their relevant role. Optionally, apply any data limitations if necessary.

For assistance from the MonsterInsights support team in tasks like event modification, creation, or cross-domain tracking configuration, assign the Editor user role.

To notify each newly added user, ensure the “Notify new users by email” checkbox remains selected.

Finally, click the “Add” button situated at the top right corner of the page.

Congratulations! You’ve effectively granted access to your Google Analytics property.

Best Practices for Sharing Google Analytics Access via Email

Here are some best practices for sharing Google Analytics access via email:

• Principle of Least Privilege: Grant access based on specific roles and responsibilities. Not everyone needs full administrative rights. Assign permissions according to job functions to enhance security.
• Regular Review and Update: Periodically review the list of users with access to Google Analytics. Remove users who no longer require access and update permissions as roles change within the organization.
• Use Secure Email Channels: When sharing access details via email, ensure the email channel is secure. Avoid sending sensitive information like passwords in plain text and consider encrypted communication methods.
• Google Account-Linked Emails: Add email addresses associated with Google Accounts to ensure seamless integration with Google Analytics. Using non-associated emails can create complications in permissions and access.
• Educate Users on Google Analytics: Provide training or resources to users who may not be familiar with Google Analytics. Understanding the platform enhances the value of shared access and promotes better utilization of insights.
• Document Access and Permissions: Maintain a record of who has access to Google Analytics and the permissions granted. This documentation assists in audits, reviews, and managing access over time.
• Limit Access Based on Need: Grant access levels based on the specific needs of users. Restrict access to sensitive areas unless necessary for the individual’s role.
• Enable Two-Factor Authentication (2FA): Encourage users to enable 2FA on their Google Accounts. This adds an extra layer of security, preventing unauthorized access even if login credentials are compromised.
• Implement Access Policies: Establish clear access policies outlining who can access Google Analytics, how access is granted or revoked, and the expectations for responsible use.
• Communicate Changes in Access: Notify users about any changes in access or permissions promptly. Keeping users informed ensures transparency and avoids misunderstandings.
• Keep Account Recovery Information Updated: Ensure the account recovery information for the Google Analytics account is up-to-date. This includes recovery email addresses and phone numbers in case access needs to be restored.
• Regularly Backup Data: Regularly backup Google Analytics data to prevent loss in case of accidental deletions or other unforeseen events.

First, Confirm You Have the “Master Key

Before you let others into the account, you need to ensure that you have the relevant permissions also called the “Master Key”. In Google Analytics, only users with the “Manage Users” permission will allow the addition or modification of access to other users. If you are an Administrator or you own the account, you should already have this permission. But if you are not the account owner or have no access to the settings in the control panel, which deals with user management, then you will have to ask an Administrator for an entitlement to “Manage Users”. Then, and only then, can you confirm that you have this level of access and be good to go. 

Signing in to Google Analytics allows you to choose the account and property that you would like to administer, followed by clicking Admin. This brings you into the Account User Management or Property User Management section, depending on the level of access you wish to provide. It is here where you may add users by entering their email addresses and choosing suitable permissions.

The 3 Analytics Access Levels

Access permissions in Google Analytics exist at three primary levels: Viewer, Editor, and Administrator. At each level of access, you can determine who has permission to either see, change, or manage account settings and data.

Viewer

The most basic level of permission is Viewer, which is ideal for users who don’t need to make any adjustments to the account or settings but only review data reports and insights. It provides access to view reports, metrics, and dashboards but has no rights to edit, management, or configuration to change any settings. Assign this level to team members who will just analyze data without making adjustments. 

Editor

Editor access gives more than the viewer and allows for the user to change settings within the property of Google Analytics. Editors can create and edit views, goals, filters, and segments while also linking analytics to other apps in the Google suite, such as Google Ads. So, this is an intermediate access level best suited for stakeholders with a role of responsible management of the setup and configuration in Google Analytics but do not require access at the administrative level. 

Should assign the Editor permission to marketing specialists, analysts, or even third-party consultants with a duty to edit objectives or filters in their work but do not have any role in managing accesses of all users or the settings of an account. 

Administrator

Administrator level gives permission with full rights in Google Analytics. Such an access level enables the addition or removal of users, changing account settings, and making important settings concerning both property and account levels. Such an access level is usually assigned to the account owner or a trusted team member who would need such thorough control over the Google Analytics setup. With a user having Administrator access, he acquires the “Master Key” and can give or remove others’ permissions. 

Administrator access is the greatest, so this should be only allowed when given to users who necessarily require it because any change, they’ll make would really affect your data tracking and reporting. 

Knowing these three access levels gives you an assurance that your team is getting the right kinds of access they need while at the same time maintaining the security and integrity of your Google Analytics data

Conclusion

In the digital landscape, the ability to harness data for informed decision-making is paramount. Sharing Google Analytics access via email is a strategic move to empower collaboration, foster transparency, and streamline the decision-making process within your organization.

By following this step-by-step guide and adhering to best practices, you unlock the full potential of Google Analytics as a collaborative tool. As you navigate the world of digital analytics, remember that shared insights lead to shared successes, and the journey towards data-driven excellence is a collective endeavor.