Author

Analytics advocate

SEO expert

User Experience passionate

Follow me on
Category | Google Analytics
Difficulty |

Understanding Google Analytics User Permissions at Account, Property and View Level

Often when I'm reviewing analytics accounts for new clients I find that every user has either full permissions or not enough to be able to do some tasks, for example, create filters.

Assigning the correct permissions in Google Analytics will ensure that:

  • People can work without interruptions.
  • Your data is protected from possible misconfigurations.
  • Your users can see only the data concerning to them, for example, only data from their city.
Google Analytics User Permissions

The different Google Analytics permissions and levels

If you are the owner and only user of the account you shouldn't worry much about this. But if you have or need to add more users you should assign the right permissions at the correct level to avoid users lurking around other views/properties or permanent loss of data because someone messes up some setting.

There are 3 levels for permissions and 4 type of permissions for each level.

3 Permissions Levels

  • Level 1: Account: Grants access to all Properties and Views in the Account.
  • Level 2: Property: Grants access to all Views in the Property.
  • Level 3: View: Grants access only to that View.
google-analytics-permissions-account-property-view
Level 1: Account Level 2: Property Level 3: View

4 Permissions Types

Each level has the same 4 type of permissions, from lower to higher: 1. Read & Analyze, 2. Collaborate, 3. Edit, and 4. Manage Users.

Permission Actions

 1. Read & Analyze

google-analytics-permisions-read-analyze
  • See reports and manipulate data within them. (sort, use report filter,  use the second dimension...)
  • Create/Edit/Share personal assets, like segments, dashboards, annotations or custom alerts. (Full list at the bottom of the post)

 2. Collaborate

google-analytics-permisions-collaborate
  • All Permissions from "Read & Analyze"
  • Can collaborate on shared assets,

 3. Editgoogle-analytics-permisions-edit

  • All Permissions from "Collaborate" and "Read & Analyze"
  • View Level:
    • Delete that view,
    • Create/edit goals,
    • Create/edit channel groupings,
    • E-commerce setup,
    • Create calculated metrics,
    • Add/remove filters (existing filters ONLY).
  • Property Level:
    • All view level permissions,
    • Delete that property,
    • Create new views,
    • Configure the "Referral Exclusion List", "Session settings",  "User-ID", Remarketing, "Organic Search Sources"
    • Link Adwords, Search Console, and other Products,
    • Create/edit custom dimensions and metrics,
  • Account Level:
    • All property level permissions,
    • * Edit/Create Filters,
    • Delete the account,
    • Create new properties,
    • See "Change History" log,
    • See "Rubbish bin" (Trash can) and restore deleted elements.

* Filters are a special case, although they are applied at a view level, to create and update filters you need edit permissions at account level. At a view/property level, you can only add/remove existing filters.

 4. Manage Users

google-analytics-permisions-manage-users
  • By itself doesn't grant any other permission, a user can manage other users without access to the data or assets in the account.
  • Add and remove users, and edit their permissions.

How to Give/Change User Permissions in Google Analytics

To be able to assign and change permissions you must have 'Manage Users' rights, and you can only give permissions on the level you are and below. Account->Property->View

Note: if you don't have 'Manage User' permissions you will only see the button Remove myself from this account

To change/assign permission:

  1. Go to the admin section of your Google Analytics (gear icon at the bottom left corner),
  2. Select User Managment at the correspondent level,
    google-analytics-permissions-account-property-view
    Level 1: Account Level 2: Property Level 3: View
  3. Enter the email you want to grant access,
  4. Click on the dropdown and select the type of permissions you want to grant,
  5. IMPORTANT! Check the box notify this user by email, not only to let him know but to save the record and send information about the Analytics property to their email, How to add new users with the correct permissions to Google Analytics
  6. Finally, click Add.

How to Remove a User from Google Analytics

Even if you can add new users with 'Manage User' permissions at property and view level, you can only remove users if you have 'Manage Users' permissions at Account level.

To delete users from Analytics go to User Management at the top level and click on Delete next to the user email. You might want to tell the user that it has been removed because there is no automatic notification.

Example: A simple scenario

Assuming the following Analytics account structure:

  • Account (UA-000000)
    • Property 1 (UA-000000-1): Site A
      • View 1: All Website data
      • View 2: Blog
    • Property 2 (UA-000000-2): Site B
      • View a: Mexico
      • View b: USA

With the following team:

  • 1 marketing team for Site A and 2 for Site B one for each country
  • 1 external consultant for both sites
  • 1 analytics expert that creates filters and make configurations in site A
  • 1 Administrator for the whole account.

Following the example you can assign the permissions as follows:

USER PERMISSION LEVEL DESCRIPTION
Marketing A Collaborate Property 1 Can make assets and see data from both views in Site A
Marketing B Mexico Collaborate View a Can make assets and see data from view a - Mexico 
Marketing B USA Collaborate View b Can make assets and see data from view b - USA 
External Consultant  Read & Analyze Account Sees the data from all properties all views but can't make permanent changes
Analytics Expert Edit Account Can create filters. *Even if the user only needs to create filters for a specific view, they need edit permissions at account level.
Administrator User Management /Edit Account All permissions - Can add/remove users

For more information on user management and permissions.

Extra: What are Personal Assets in Google Analytics

Personal assets are configurations created by any user with edit, collaborate, or read & analyze permissions. These assets are user-based and can be shared with other users in the account.

List of personal tools & assets:

  • Segments
  • Annotations
  • Attribution Models
  • Custom Channel Groupings
  • Custom Alerts
  • Scheduled Emails
  • Shortcuts
  • Share Assets