Add a User to Chartbeat | OpsBlu Docs

Add a User to Chartbeat

Invite the collaborator service account and assign site permissions in Chartbeat.

Use this workflow to invite the collaborator into your Chartbeat account. Chartbeat provides real-time analytics and content intelligence, requiring specific user roles and site permissions to ensure the collaborator has appropriate access for engagement work.

Understanding Chartbeat Roles

Chartbeat offers two primary user roles, each with distinct capabilities:

Administrator Role

  • Full access to account settings and configuration
  • Can invite, edit, and remove users
  • Manages site groups, custom dashboards, and alerts
  • Configures integrations, API access, and webhooks
  • Sets up Historical Dashboard layouts and custom metrics
  • Appropriate for implementation, configuration, and governance work

User Role

  • Read-only access to dashboards and reports
  • Can view real-time analytics across assigned sites
  • Can save personal dashboard layouts and bookmarks
  • Cannot modify site settings or manage other users
  • Cannot access account-level settings or billing information
  • Ideal for reporting-only engagements or analytics review

Chartbeat also supports site-specific permissions through Site Groups, allowing administrators to control which properties each user can view. This is particularly valuable for agencies managing multiple client accounts or enterprises with distinct business units.

Prerequisites

Before inviting the collaborator, gather the following information and confirm your own permissions:

  • Verify which Chartbeat account (organization) and site groups the collaborator should access. Note the exact site names and confirm whether staging/development properties should be included.
  • Confirm the authentication method: username/password or SSO (SAML 2.0). If SSO is enabled, pre-create the user in your identity provider and ensure group mappings are configured.
  • Collect the collaborator's service account email address and determine the appropriate default role based on engagement scope.
  • Identify which dashboards the collaborator will use: Real-Time Dashboard, Historical Dashboard, Heads Up Display (HUD), or Publishing Dashboard.
  • Ensure you have Account Administrator rights. You can verify this by checking for the "Settings" option in your account navigation.
  • Review your organization's security policies, including MFA requirements, IP allowlisting, and password complexity rules.

Invite the Service Account

Follow these steps to send the invitation:

  1. Log into Chartbeat using your administrator credentials.
  2. Navigate to Settings → Users from the main navigation menu.
  3. Click Invite Users in the upper right corner.
  4. Enter the collaborator's service account email address. Use a dedicated service account (e.g., analytics@agency.com) rather than personal emails for better accountability.
  5. Select the appropriate Role:
    • Choose Administrator if the collaborator will configure tracking, manage integrations, or provide implementation support.
    • Choose User for dashboard-only access focused on reporting and analysis.
  6. Assign Sites or Site Groups the account should access:
    • For granular control, select individual sites from the checklist.
    • For broader access, assign pre-configured site groups.
    • Include staging and development properties if the collaborator will QA implementation changes.
    • Consider creating a dedicated site group for the engagement to simplify future permission adjustments.
  7. Add an optional Note in the invitation referencing the engagement name, SOW number, or internal ticket ID. This helps with future audits and access reviews.
  8. Review the invitation summary, then click Send Invitation.

Chartbeat will immediately dispatch an email to the specified address containing login instructions and an activation link.

After the Invitation

Complete these post-invitation tasks to ensure smooth onboarding:

Verify Account Activation

  • Monitor the invitation status in Settings → Users. The account will show as "Pending" until accepted.
  • Confirm the collaborator receives the invitation email. Chartbeat emails are sent from noreply@chartbeat.com.
  • Once accepted, verify the account appears under Active Users with the correct role and site assignments.
  • Test access by asking the collaborator to log in and confirm they see the expected sites in their dashboard selector.

Share Access Requirements

  • Provide any organization-specific login policies:
  • Share links to frequently used dashboards and their purposes.
  • Document the Chartbeat account URL (e.g., https://chartbeat.com/publishing/yoursite/) for easy reference.

Update Documentation

  • Record the invitation in your access management tracker or ITSM system.
  • Document the assigned role, site permissions, and business justification.
  • Store the invitation confirmation email with your project records per compliance requirements.
  • Set calendar reminders for periodic access reviews (quarterly is typical).
  • If temporary access was granted, create a reminder to remove the user at the engagement end date.

Role-Specific Configuration

Depending on the role assigned, you may need additional configuration:

For Administrator Users

  • Grant access to the Settings area if the collaborator will manage configuration.
  • Enable API access if the collaborator will integrate Chartbeat data with other platforms.
  • Share documentation for any custom integrations, webhooks, or data exports in use.
  • Provide historical context on dashboard layouts, alerts, and reporting conventions.

For Standard Users

  • Create bookmarks or saved views for commonly requested reports.
  • Configure email digests or alerts if the collaborator should receive automated notifications.
  • Share training materials on navigating Real-Time vs. Historical dashboards.

Troubleshooting

Email Not Delivered

If the collaborator doesn't receive the invitation within 15 minutes:

  • Verify the email address was entered correctly without typos.
  • Ask the collaborator to check spam/junk folders for messages from @chartbeat.com.
  • Have your IT team allowlist chartbeat.com and *.chartbeat.com in email filters and mail gateways.
  • Resend the invitation from Settings → Users → Pending Invitations → Resend.
  • For SSO accounts, confirm the user exists in your identity provider before sending the invite.

Site Not Visible After Login

If the collaborator can log in but doesn't see expected sites:

  • Edit the user in Settings → Users and confirm site groups or individual sites are properly checked.
  • Verify the sites are active and publishing data in Chartbeat (some accounts hide inactive sites by default).
  • Check if site-level permissions are overriding group assignments.
  • Ensure the collaborator is using the correct account if your organization manages multiple Chartbeat instances.

SSO Login Issues

For accounts using SAML-based SSO:

  • Confirm the user exists in the appropriate identity provider group mapped to Chartbeat.
  • Verify SAML attribute mappings (email, role, group membership) are configured correctly.
  • Check that the IdP certificate hasn't expired.
  • Review Chartbeat SSO logs in Settings → SSO Configuration for error details.

Need Temporary Access

For time-limited engagements:

  • Document the access end date in your IAM tracker and set a calendar reminder.
  • Consider using a dedicated "Contractors" site group that can be bulk-adjusted when engagements conclude.
  • Alternatively, schedule a quarterly access review to catch and remove expired accounts.
  • For short-term needs (less than 30 days), consider creating a shared login instead of individual invites, then rotate the password after use.
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