Permissions Settings FAQ

Getting your permissions right from the start saves time and prevents access issues down the line. This guide covers everything you need to know about inviting users, creating roles, and controlling who can view or edit your surveys and results.

Browse the questions below to find the answers you need and ensure the right people have the right level of access.

Permissions Overview

Questions	Answer
What is the Entity Users tab used for?	This is where you manage who has access to your EngageRocket account. Use this tab to invite new users, view the status of all current users (Active, Pending, Expired), and reassign or revoke access as needed.
What is the Entity & Employee Permissions tab used for?	This tab controls administrative access to the foundational elements of your account. Here, you can grant permissions for users to manage other users and roles, as well as to view or edit the master employee list.
What is the Survey Permissions tab used for?	This tab controls everything related to your surveys and their results. Use it to grant permissions for creating and managing survey projects, and to control access to analytics dashboards — defining whether a user can see results for the entire organisation or for their team only.

Inviting Users

Questions	Answer
How do I invite a single user to the platform?	Navigate to Entity Permissions and click the Entity Users tab. Click "Invite Users," enter the email address of the user you wish to invite, assign at least one role, and click "Send Invite." The user will receive an email with a link to join the platform. You can invite multiple users at the same time by entering multiple email addresses.
How do I invite multiple users at once?	Navigate to Entity Permissions, click "Bulk Actions," then select "Import Users." Download the Excel template, populate it with the users' email addresses and their assigned roles, and upload the completed file. This is the recommended method for bulk invitations and is typically done prior to a survey launch.
What are the mandatory fields in the Import Users template?	Columns A (Email) and B (User Role 1) are mandatory and must be filled in for all users. The column headings must match the template exactly, including casing. If a user needs more than three roles, add additional columns titled "User Role 4," "User Role 5," and so on.
Can a user be assigned more than one role?	Yes. A user can belong to multiple roles. When using the bulk import template, list each additional role in a separate column (User Role 1, User Role 2, User Role 3, etc.). When inviting individually, select all applicable roles from the dropdown before sending the invite.
What happens if I import a user who already has an existing role in the platform?	The system will update their role based on the information provided in the import file. Please review and confirm the roles you are assigning before uploading to ensure accuracy.
The system is not allowing me to send an invitation. What could be the issue?	There are two common reasons. First, every user must be assigned at least one role — the system will not allow you to send an invite without a role assigned. Second, the system automatically checks for invalid or duplicate email addresses and will prevent the invite from being sent if any are detected.

User Status

Questions	Answer
What do the different user statuses mean?	There are three statuses. Active means the user has accepted their invitation and created a password. Pending means an invitation has been sent but the user has not yet accepted it. Expired means the invitation was sent but the user did not accept it within the 7-day validity period.
A user's invitation has expired. Can I resend it?	Yes. Invitations automatically expire after 7 days. You can resend an invitation to any user with an Expired status directly from the Entity Users tab. This gives them another 7 days to accept.

Managing & Modifying Users

Questions	Answer
How do I change a user's role?	From the Entity Users tab, find the user whose roles you want to change and tick the checkbox next to their name. Click "Re-assign user roles," then select or deselect the roles you wish to assign or remove. Click "Re-assign User Role" to confirm. The user's permissions will be updated instantly.
How do I remove a user from the platform?	From the Entity Users tab, select the user you wish to remove and click "Delete users." To prevent accidental removal, you will be prompted to type "DELETE" to confirm the action. Once confirmed, the user will immediately lose all access to your organisation's entity.
How do I create a new user role?	Navigate to the Entity & Employee Permissions tab and click "Create user role." Enter a unique name for the role (up to 60 characters) and click "Create user role." Note that custom roles always start with no permissions enabled — you must manually select every permission you want the role to have.

Entity & Employee Permissions

Questions	Answer
What permissions can I configure under Entity & Employee Permissions?	There are four permissions available. Edit Entity Permissions grants full administrative control over all three permission tabs. View Entity Permissions allows the user to see all permission settings without making changes. Edit Employees allows the user to add, edit, and remove employee records and demographic data. View Employees allows the user to see the employee list and data without making changes.
I enabled Edit Entity Permissions for a role but View Entity Permissions was also automatically turned on. Is this expected?	Yes, this is by design. Enabling Edit Entity Permissions automatically enables View Entity Permissions. Similarly, enabling Edit Employees automatically enables View Employees.
A user says they cannot see the Employees tab. Why?	If a user does not have the "View Employees" permission assigned to their role, the entire Employees tab will be hidden from their view. Navigate to the Entity & Employee Permissions tab and ensure the View Employees or Edit Employees permission is enabled for their role.
How do I assign specific permissions to a role?	Go to the Entity & Employee Permissions tab and click "Edit permissions." Tick the checkboxes to select the specific permissions you want to grant to each role, then click "Save Changes" to apply.

Survey Permissions

Questions	Answer
What are the available survey permissions and what do they control?	There are four survey permissions. Edit all survey projects grants full control to create, edit, duplicate, and delete all survey projects across the entity. View all survey projects allows the user to see all survey projects and settings without making changes. Edit surveys grants permission to create new surveys and edit individual survey projects. View surveys allows the user to view the settings and questionnaire of individual surveys only.
A user cannot see the Survey Projects tab. Why?	If all survey permissions for a user's role are unchecked, the Survey Projects tab will be hidden from their view entirely. Navigate to the Survey Permissions tab and ensure at least one survey permission is enabled for their role.
I enabled Edit surveys for a role and View surveys was automatically turned on. Is this correct?	Yes. Enabling any Edit permission automatically enables its corresponding View permission. For example, enabling Edit surveys will automatically enable View surveys, and enabling Edit all survey projects will automatically enable View all survey projects.

Dashboard Permissions

Questions	Answer
How do I grant a user access to the survey results dashboard?	Go to the Survey Permissions tab and click "Edit other permissions" next to the relevant survey project or role. The Dashboard Permissions section will appear, where you can grant access to specific dashboard tabs (Overview, Responses, Hotspots). Tick the checkboxes for the desired level of access and click "Save Changes" to apply.
What is the difference between "View all respondent's data" and "View own team's data"?	View all respondent's data grants full access to the aggregated survey results for the entire organisation across the Overview, Responses, and Hotspots tabs. This is the highest level of data access. View own team's data limits access to the results of the user's assigned team or unit only and is the standard permission level for managers.

Still having trouble? Our support team is here to help. Email us at support@engagerocket.co or reach out directly to your dedicated Customer Success Manager for personalised assistance.