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Adding users and managing teammates

Invite your colleagues, change user roles, or delete a teammate from your organization

Written by Agnieszka

You can add new teammates to your workspaces and manage their permissions. After reading this article, you will know how to:

  • Invite your teammates to your account,

  • Choose which members can edit subscription & billing details,

  • Create and manage Teams.

  • Change users' roles,

  • Remove teammates from your organization.

What are the available user roles?

There are four roles (access levels) in Survicate, each serving a different purpose. You can be either an organization owner, a workspace admin, a user, or a guest.

📌 Please note that user roles and teams are included in some of our paid plans.

The owner is the person who created the account for your company in Survicate. Owners can control every aspect of the organization.

Ownership can be transferred only by the current owner. Our support team can change ownership in exceptional situations (for example, when your current owner has left the company and you don't have access to their account). In such cases, as a security measure, we will need a written request from the management or the team leader with the details of who the new owner should be.

Members of the organization can have different permissions on separate workspaces or in different teams. Below, you'll find a table of features and permission limits of the corresponding access levels:

Guest

User

Admin

Owner

Add workspaces

⛔

⛔

⛔

✅

Connect integrations

⛔

✅

✅

✅

Invite teammates and manage permissions

⛔

⛔

✅

✅

Manage access permissions of Folders

⛔

⛔

✅

✅

Delete teammates

⛔

⛔

⛔

✅

Export results

⛔

✅

✅

✅

Create/Edit surveys

⛔

✅

✅

✅

View survey results

✅

✅

✅

✅

Delete survey responses

⛔

✅

✅

✅

Add and analyze data in the Research Hub

⛔/✅*

⛔/✅*

⛔/✅*

⛔/✅*

View the Billing tab in the settings

⛔

✅**

⛔

✅**

⛔

✅**

✅

View Dashboards and Widgets

✅

✅

✅

✅

Create Dashboards and Widgets

⛔

✅

✅

✅

Counts toward the user limit

⛔***

✅

✅

✅

* Decided separately from the role.

** If the option to allow modifying subscription & billing has been enabled.

*** Guests don't count toward the user limit, as long as they're a Guest on every workspace they belong to. If they have a User or Admin role on any workspace, they count as a paid seat.

What are Teams?

Teams enable you to connect teammates into groups, where each team can be granted different access levels to your survey folders.

💡 If your organization uses SCIM provisioning with Okta, your Okta groups appear here as Teams labeled Synced. Their members are managed in Okta and can't be edited in Survicate, but you can use these Teams in folder permissions.

If you're an Owner or Admin, go to Settings ➡️ Teams ➡️ Create team:

Choose a name for the team and its members:

Go to your Surveys ➡️ find a folder, and click on the three dots next to the folder name. Then, click on Access permissions:

Decide whether access to this particular folder should be Open or Limited:

  • Open - everyone in the Survicate account can view, edit, and launch surveys within a given folder.
    ​

  • Limited - this option lets you decide about privileges for all surveys within a given folder. You can allow each teammate and team to either:

    • Edit, launch, and view survey results (Edit & Launch)

    • Edit & view survey results (Edit)

    • Only have access to survey results (View)

    Adjust the permissions for each team and/or user and click Submit:

    💡Owners & admins have Edit & Launch rights to all folders.

    💡If a regular user does not have any of the mentioned rights to a given folder, they won't be able to access it.

    💡 You can add a maximum of 100 users + 100 teams to a folder.

How to add a new teammate to my organization?

1. To invite a new person, go to Settings ➡️ Teammates and click Invite. You can also use the Invite Teammates icon in the bottom left corner of the main panel:

2. Enter the email addresses of the people you want to invite. You can add several at once, separated by a comma, space or new line, so you can invite your entire team in one go!

💡 With SCIM provisioning, people assigned to the Survicate app in Okta get a Survicate account automatically, so you don't need to invite them.

On the next screen, you can decide on:

  • the access level of new teammates, for each workspace separately (if your subscription plan supports various user roles),

  • whether they should have access to the Research Hub or not.

Those settings can be quickly enabled for all invited teammates, or for each of them separately:

💡 If your subscription plan doesn't include various user roles, all teammates will have the User access level.

💡 Teammates you invite as a Guest on every workspace don't use a paid seat.

On the next screen, you can enable your colleagues to modify the account's billing and subscription information:

You can enable the same permissions for all invited teammates, or separately for each one of them.

📌 Only organization Owners can enable the permission to modify billing and subscription while inviting teammates.

📌 Please note that every teammate with Billing Management Rights can access the Billing tab in the Survicate panel settings.

Click Invite to send invitations to the new teammates.

❗️Invitation links are valid for 7 days. If a teammate doesn't accept the invitation within that time, you'll need to send them a new one.

How do I change user roles in my organization?

1. To change your colleague's account permissions, go to Settings ➡️ Teammates:

Click on the teammate whose permissions you wish to change. You can enable/disable their subscription management and set different roles per workspace. 

📌 Teammates synced from Okta show a Synced badge. Their name, email, roles and Research Hub access are managed in Okta ("Managed by your identity provider"), so you change them there.

Remember to save the changes with the Save button.

How do I delete a teammate from my organization?

To remove a teammate from your organization, go to Settings ➡️ Teammates and click the trash bin icon corresponding to this teammate. Their account will be permanently deleted.

Removing a teammate won't remove the surveys created by this teammate.

📌 To remove a teammate synced from Okta, deactivate or unassign them in Okta first. Their account becomes Deactivated: they can't sign in, they stay on the Teammates list, and they don't take a paid seat. After that, you can delete them in Survicate.

❗️ Please note that only organization owners can delete teammates.

FAQ

How do I switch between workspaces after joining my company's account?

Click your profile picture at the bottom of the screen, go to Workspace, and select the organization and workspace you want to open:

How do I switch between folders in my workspace?

You can check out surveys in all the folders you have access to, on the left-hand side of your Survicate panel:

Use the 1st search option to look for a survey in all the folders, or the 2nd search bar to search in a specific folder:

Why can't I see a survey my teammate created?

When you join a Survicate account, you can either be granted access to all folders, or some of them.

If you don't see a survey your teammate created or has access to, you possibly weren't added to the folder the survey is in.

📞 If you have any questions about adding and managing teammates, feel free to reach out to our team via chat or email: support@survicate.com.

Related search queries: teammembers, users

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