Guidance for Admins

May 17, 2024 18:02

Understand the basics of being a UserTesting account Admin.

This article applies to: ut logo tiny.png UserTesting

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Introduction to being a UserTesting account Admin

As the Admin of your account, your role is to make sure that everyone on the team has everything they need to do their part, including permissions and access to Workspaces.
- We recommend at least two Admins on the account to assist with project flow for your team.
- Having too many Admins can lead to confusion rather than efficiency.
As your team grows and the number of your tests increases, you are also there to keep your team and Dashboard organized to increase efficiency and productivity.
When you log into your Dashboard, you are taken to your account. This defaults to a view of your team’s tests and a navigation menu.
Your Dashboard consists of a list of tests in chronological order, with the most recent test displayed first.
- As an Admin, you will have the same Dashboard view as your other team members.
- You have additional functionality related to the organization of Workspaces and team member roles.
- From your Account Settings page, under your navigation menu, you’ll find some of these Admin-specific settings under the General tab as well as under the People tab.

When managing access for team members, you can add team members and remove their access if necessary.
To add new team members to the account, go to the Account Settings option under your navigation menu. From there, you can manage your team members under People.
Another one of your primary responsibilities as an Admin is to assign and manage your team’s roles. Admin options are based on your subscription type.

Admin role on the Seat-based model	Admin role on the Flex Plan
Add and remove users Assign and change seats Edit licenses and permissions	Edit roles and permissions Manage administrative privileges for specific roles Monitor Platform usage

As the Admin of your account, you want to make sure that everyone has everything they need to do their part.
- Are they in the right seat based on what they’re expected to contribute?
- Can they view the materials that are necessary for their work?
To achieve this, you will assign permissions to your team members, including:
- Who can access and manage Workspaces
- Who has access to saved audiences
- Who has access to screener questions
- Who has access to test plans
- How approval flow is set up

Assign or change permissions

Workspaces are an organizational tool—a way to manage a specific space for team members to work together on testing.
You can think of them as akin to a virtual office: you can decide who gets to enter that office, who must remain outside, and whether or not to lock the door to allow others to join or not (a public vs. a private vs. a hidden workspace).
Workspaces enable you to:
- Improve the organization of your templates, tests, and team members
- Assign and maintain privacy for projects or teams
- Assign permission capabilities at a per-Workspace level

Workspace planning

When planning your workspace, ask these questions
- Do certain teams need their own Workspaces on the account so that they can easily manage their own list of tests?
- Do certain projects need to be in their own Workspace because they will involve multiple tests?
For those on the Flex Plan, go to the Subscriptions tab to enable/disable flex usage, limit session units per Workspace, and manage Session Unit notifications. For more information, refer to Flex Plan: Subscription page.
For more information on Workspaces, such as creating Workspaces, inviting team members to Workspaces, and assigning Workspace permissions, please see:

Workspace organization

To assist in organization, have a naming convention for your Workspaces.
You can potentially utilize the names of teams, testing themes, quarter, project, team members, dates, research questions, team member roles, etc., for naming conventions.
An example is as follows:
Project Name/Research Question - Moderated/Unmoderated - Purchasing team
In addition to Workspaces, we recommend creating naming conventions for all aspects of the account, including tests, highlight reels, hashtags for clips, and more.

Workspace standards

As the Admin, we recommend that you identify standards for your team to follow, such as:
- Access settings
- Guidance for new users
  - Review the work already done in the Platform (For example, insight summaries for past testing or highlight reels)
  - Review any saved and templated assets, such as Saved Audiences and test plans
Training available for your Team
- UserTesting University - Find on-demand courses, live training, and certification programs.
- The Jumpstart Series - These courses are intended for new teams joining the UserTesting Platform and are available as live classes or on-demand courses.
- UserTesting CommUnity - Our community of UserTesting customers and experts available to help one another and discuss best practices.

As an Admin, you can view and manage testing usage, which varies based on your license type.
Testing usage is a measure of how much of the UserTesting Platform is used on the subscription.
To find to the view and manage area for usage and usage reporting, follow these steps:
1. Go to your Account Settings.
2. Select the Usage and History tab. Here, you will be able to see an overview of your testing usage, as well as the following items for each license type:

Seat-based model	Flex Plan
Tests ordered Sessions ordered, in total or per team member, per month Type of session created (device type as well as type of study - For example, Invite Network, Live Conversation) Amount of storage used for Uploaded videos	Used Session Units Available Session Units Top usage by team member Top usage by Workspace


Want to learn more? Check out these Knowledge Base articles... Flex plan: Admin overview Seat-based plan: Admin overview Workspaces: Overview Approval flow Usage Reporting for the Seat-Based Plan Testing Capacity on the Flex-Plan Usage and History Dashboard	Interested in growing your skills? Check out our University courses... Jumpstart On_demand for Admins Managing the Flex Plan for Admins

Need hands-on training? Find a live, virtual class that fits your needs. Enroll in one of our UserTesting certification programs.	Can't find your answer? Check out our CommUnity forums. Reach out to Support or our Professional Services team.