It’s best practice too simply add users to Google Analytics when someone needs to access your data. Don’t ever share your own login and password! So if someone asks for access to Google Analytics, add that someone as a separate user.
There are four different levels of users. Depending on the user level, that user will have different permissions inside Google Analytics. This is basically called role management. And it allows you to control what users can do. Some users should only be able to view data, while other users should be able to setup filters (which can modify your data).
The different user levels are:
- Read & Analyse
This type of user can view all reports (including shared assets such as segments, custom reports and dashboards. This user type can also create his/hers own personal assets and share them with other users.
Apart from including the same permissions as the Read & Analyse user, collaborators can, well, collaborate on shared assets. Which means this user can edit dashboards, custom reports and create annotations.
The ‘Editor’ has the same rights as the two previous user types. In addition, this user can perform administrative tasks. This involves adding, editing and deleting accounts, properties and views, create new filters, edit existing filters etc.
- Manage Users
Well, this user is special and does not include rights of any other user types (which must be assigned explicitly). This user can simply add and remove users and also edit the rights of those users.
Add Users to Google Analytics
So, now that you know something about different user permissions, it’s time to add some users to Google Analytics.
Start by logging in to Google Analytics (duh!). Then go to the Admin tab (1). Use the dropdowns to select the Account, Property and View on which you want to grant access.
Then click on User Management (2a, 2b or 2c) below the dropdowns. If granting access on Account level, the permissions will apply to all properties and views in that Account. If you grant access on View level, the permissions only apply to that view and not to the property or account. (Note: If an ‘Editor’ needs to create filters, he/she must be given Edit permission on Account level).
When you’ve clicked on User Management, you’ll see a list of existing users. Each user has a dropdown where you can change that user’s permission levels.
Below the list, there’s a section called Add Permissions For followed by a text input field. This is where you simply enter the email address of the user you want to have access. In the dropdown on the right, simply select the permissions for that user.
You can opt to notify the user of the granted permissions by checking the “Notify this user by email” option.
It’s important to note that the email address of the user *must* be a Google Account or attached to a Google Account. Every Gmail address is automatically a Google Account. But it’s also possible to create a Google Account for other email addresses.
When you’re ready, hit the Add button, and you’re good to go!