Guidance for Admins

Introduction to Being an Admin on the Account

Adding Team Members

Managing Team Members

Managing Workspaces

Reviewing Usage

Introduction to Being an Admin on the Account

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 having at least two Admins on the account to assist with project flow for your team. However, be wary of having too many Admins, as that 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 in order to increase efficiency and productivity. 

Once you log into your Dashboard, you will be taken to your account, which 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. However, you will 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.

Adding Team Members

When managing access for team members, you can add team members and remove their access if necessary. 

When you wish 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. These details will vary slightly depending on your license type, which includes the following examples: 

Admin role on the Seat-based Model: 

• Add and remove users
• Assign and change seats
• Edit licenses and permissions

Admin role on the Flex Plan:

• Edit roles and permissions
• Manage administrative privileges for specific roles
• Monitor Platform usage

Managing Team Members

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 

How to assign/change permissions

To change permissions for anyone on the account, go to the People tab (under Account Settings). There, you can adjust settings, including assigning additional Admins. Select the "..." drop-down menu, select the View Profile option, and select among the different permissions, such as who can create, review, and/or launch tests. 

Managing Workspaces

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 in order 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

As you plan for Workspaces, consider:

• 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?

Note: 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, read our article Managing Your Subscription on the Flex Plan.

For more information on Workspaces, such as creating Workspaces, inviting team members to Workspaces, and assigning Workspace permissions, please see:

• Workspaces: Overview 
• How to Manage Unlimited Workspaces
• Workspaces: Frequently Asked Questions
• Managing Tests in Workspaces
• Workspaces and Video Security

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. 

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 (such as insight summaries for past testing or highlight reels)
• Review any saved and templated assets, such as Saved Audiences and test plans 
• Guidance on training for the team 
• UserTesting University - site for on-demand courses, live training, and certification programs
• The Jumpstart Series - intended for new teams joining the UT Platform, available live or on-demand
• Join the CommUnity - your community of customers and UT experts here to help one another and discuss best practices

Reviewing Usage

As an Admin, you have the ability to 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 navigate to the viewing and management area for usage and usage reporting, go to your Account Settings, and then onto 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:

• Tests ordered
• Sessions ordered, in total or per team member, per month
• Type of session created (device type as well as type of study e.g. Invite Network, Live Conversation)​
• Amount of storage used for Video Upload

Flex Plan:

• Used Session Units
• Available Session Units
• Top usage by team member
• Top usage by Workspace

For more information, see “Managing Your Subscription.”

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