Understanding Your Dashboard Access Level

⚠️ Who is this article for? This guide is for any EngageRocket user who wants to understand why their dashboard looks different from a colleague’s, or why certain data or tabs are not visible. It covers access levels on the standard Survey Dashboard. If you believe your access level is incorrect, contact your Entity Admin for help.

Not everyone in EngageRocket sees the same data on their dashboard. What you can view depends on the Dashboard Permission your Entity Admin has configured for your account. Understanding your access level will help you make sense of what you see — and what you don't.

💡 Good to know: Your dashboard access level is set by your Entity Admin in the Survey Permissions section. If you need your access updated, contact your Entity Admin directly. See how to configure survey and dashboard permissions.

The Two Dashboard Access Levels

1. View all respondents' data

This is the broadest dashboard access level. Users with this permission can see survey results for the entire organisation — all units, all departments, and all respondents. It is typically given to Entity Admins and senior HR leaders who need an organisation-wide view. With this permission you will have access to the full Overview tab with organisation-wide scores, eNPS, and trends, all response data across all units on the Responses tab, and the Hotspots tab with the ability to segment by any attribute.

2. View own team's data

This is the standard access level for Unit Heads and team managers. Users with this permission can only see results for their assigned unit — they cannot view data from other units or the wider organisation. With this permission you will see Overview scores and trends for your unit only, responses from your unit's survey participants, and Hotspot analysis scoped to your unit.

💡 Custom permission roles: Some users may have a custom permission role that differs from the two standard options above. A custom permission role only changes which data and tabs you can see on the standard dashboard. It is not the same as a custom dashboard. If you are unsure what access level you have, check with your Entity Admin or see how do I know what permissions I have?

Access level vs. custom dashboard: Your access level controls how much of the standard dashboard you can see. A custom dashboard is a separate dashboard built specifically for some organisations, with its own tabs, charts or metrics. If you see tabs or charts that aren’t described in our Resources articles, you may be using a custom dashboard. Contact support@engagerocket.co for help. See Standard vs. Custom Dashboards in How to navigate the survey dashboard overview.

Why Some Data May Not Be Visible to You

There are several reasons why certain results or tabs may not appear on your dashboard:

• Your permission is set to View own team’s data, so you will only see results for your assigned unit and not the full organisation.
• No responses have been submitted yet. Results appear as soon as responses start coming in, whether the survey is still live or has closed.
• Your unit’s results fall below the confidentiality threshold. If too few respondents completed the survey for your unit, results are hidden to protect confidentiality.
• You don’t have access to a specific tab. For example, the Hotspots tab requires specific permission settings beyond the standard access level.
• An optional tab is not enabled for your entity. The Actions tab requires the ACT module, and the Response Rate tab is enabled by EngageRocket. These are standard tabs, but they don’t appear unless they’re switched on.

See how to navigate the survey dashboard overview.

See how to use hotspots for targeted insights.

⚠️ Important: Your dashboard access level is set by your Entity Admin. If you believe your access is incorrect or you need broader access to do your job effectively, contact your Entity Admin to update your permissions.

Something Not Working?

I can see some data but not all the tabs I expected.

• Likely cause: Your current dashboard permission may not include access to all tabs.
• Action: Contact your Entity Admin to review and update your permission settings. See how to configure survey and dashboard permissions.

I expected to see organisation-wide data but I can only see my unit.

• Likely cause: Your permission is set to View own team's data.
• Action: Ask your Entity Admin to change this to View all respondents' data if you need the broader view.

My dashboard is showing no data at all.

• Likely causes:
  • Data is still processing. Newly submitted responses can take a few minutes to appear.
  • Results are below the confidentiality threshold. If the number of respondents for the survey, or for your unit, is below the minimum set by your organisation (often 3), results are hidden to protect respondent confidentiality.
• Action:
  • For processing delays: Allow a few minutes, then refresh the page. If data still doesn’t appear, contact support@engagerocket.co with the survey project name.
  • For the confidentiality threshold: This is by design and cannot be overridden. Results will appear once enough responses are received. If you only have access to your own unit, the full organisation’s results may be visible to your Entity Admin even when yours are hidden. See what is the confidentiality threshold and why can’t I see results?

My dashboard looks different from what’s described in the Resources articles.

• Likely causes: Your access level or custom permission role limits what you can see, or your organisation uses a custom dashboard.
• Action: If tabs you expected are missing, ask your Entity Admin to check your permissions. If you see tabs, charts or metrics that aren’t described in our articles, you may be on a custom dashboard. Contact support@engagerocket.co for help.

Still Need Help?

If you have questions about your dashboard access level or permissions, reach out to us at support@engagerocket.co and we'll be happy to assist!