Fathom Analytics User Management — Team Access & Sharing | OpsBlu Docs

Fathom Analytics User Management — Team Access & Sharing

Manage Fathom Analytics team members with dashboard sharing, site-level access controls, and API token permissions.

Introduction

Fathom Analytics provides straightforward user management for team collaboration. Whether you're sharing analytics with clients, granting access to team members, or managing agency dashboards, Fathom keeps it simple with clear roles and permissions.

This guide covers everything you need to know about managing user access in Fathom Analytics.

User Management Fundamentals

Access Levels

Fathom offers two primary access levels:

1. Owner

  • Full account access
  • Billing and subscription management
  • Add/remove sites
  • Manage all team members
  • Access all settings
  • Cannot be removed (account owner)

2. Team Member

  • View analytics for assigned sites
  • Cannot access billing
  • Cannot add/remove sites
  • Cannot manage other users
  • Read-only dashboard access

Site-Level Access

Team members are granted access to specific sites (domains):

  • Access can be granted per-site
  • One user can have access to multiple sites
  • Each site can have multiple team members
  • Access is either granted or not - no granular permissions per site

Key Concepts

Multi-Site Access

Team members can be granted access to:

  • Single site: Access to one domain only
  • Multiple sites: Access to selected domains
  • All sites: (Owner only) Access to all domains on the account

Example:

Account has 3 sites:
- marketing.com
- blog.marketing.com
- app.marketing.com

Team Member A: Access to marketing.com only
Team Member B: Access to marketing.com and blog.marketing.com
Owner: Access to all sites plus billing and settings

Email-Based Invitations

Fathom uses email invitations for user management:

  1. Owner sends invitation to email address
  2. Recipient receives invitation email
  3. Recipient clicks link and creates/logs into Fathom account
  4. Access is granted automatically upon acceptance

Shared Dashboards (Public Access)

For external sharing without user accounts:

  • Create shareable dashboard link
  • Anyone with link can view analytics
  • No login required
  • Read-only access
  • Can be disabled anytime

Note: This is different from team member access.

User Management Workflow

Adding Users

Process:

  1. Navigate to Site Settings
  2. Click "Team" or "Share"
  3. Enter user's email address
  4. Select sites to grant access to
  5. Send invitation
  6. User accepts invitation via email

Invitation States:

  • Pending: Invitation sent, awaiting acceptance
  • Accepted: User has accepted and has access
  • Expired: Invitation expired (after 7 days)

Updating Access

Process:

  1. Go to Site Settings > Team
  2. Find user in team member list
  3. Add or remove sites from their access
  4. Changes take effect immediately

No re-invitation needed when updating existing user's access.

Removing Users

Process:

  1. Navigate to Site Settings > Team
  2. Find user to remove
  3. Click "Remove" or "Revoke Access"
  4. Confirm removal
  5. User immediately loses access

User's Fathom account remains active - they just lose access to your sites.

Use Cases

Agency Managing Client Sites

Scenario: Marketing agency manages analytics for 10 clients

Setup:

  1. Create one Fathom account (agency owns it)
  2. Add each client domain as separate site
  3. Invite each client with access to their site only
  4. Agency owner has access to all sites

Benefits:

  • Centralized billing (agency pays)
  • Client gets read-only dashboard access
  • Easy to add/remove clients
  • Professional client reporting

Team Collaboration

Scenario: Internal team needs analytics access

Setup:

  1. Owner invites team members
  2. Grant access based on role:
    • Marketing team: All sites
    • Product team: App sites only
    • Content team: Blog sites only

Benefits:

  • Appropriate access per role
  • No accidental changes (read-only)
  • Easy onboarding/offboarding

White-Label Reporting

Scenario: Provide branded analytics to clients

Setup:

  1. Use Fathom's custom domain feature
  2. Share dashboard with client
  3. Client sees analytics on your branded domain
  4. Optional: Grant team member access for deeper insights

Benefits:

  • Professional appearance
  • Maintains your branding
  • Client doesn't see "Fathom" branding

Temporary Access

Scenario: Consultant needs short-term access

Setup:

  1. Invite consultant as team member
  2. Grant access to relevant sites
  3. Consultant works on project
  4. Remove access when project completes

Benefits:

  • Quick to grant access
  • Easy to revoke when done
  • No account cleanup needed

Best Practices

Security

1. Use Work Email Addresses

Good: john@clientcompany.com
Avoid: john.personal@gmail.com

Work emails make it easier to:

  • Track who has access
  • Identify users in dashboard
  • Remove access when people leave companies

2. Regular Access Audits

Quarterly review:

  • Who has access to each site?
  • Are all users still relevant?
  • Remove former employees/contractors
  • Update access levels as needed

3. Principle of Least Privilege

Grant access only to sites users need:

Good: Content manager → Blog site only
Avoid: Content manager → All sites including internal tools

Organization

1. Document User Access

Maintain a simple spreadsheet:

User Email              | Sites Accessed      | Role        | Added Date
john@company.com        | All sites          | Owner       | 2023-01-01
sarah@company.com       | marketing.com      | Team Member | 2023-03-15
mike@agency.com         | marketing.com      | Team Member | 2023-06-01

2. Naming Conventions for Sites

Use clear site names in Fathom:

Good: "Main Website - marketing.com"
Good: "Blog - blog.marketing.com"
Avoid: "Site 1"
Avoid: "Test"

Makes it easier to grant appropriate access.

3. Onboarding Process

Create standard onboarding for new users:

  1. Send invitation from Fathom
  2. Include welcome email with:
    • Link to Fathom dashboard
    • Quick start guide
    • Contact for questions
  3. Follow up to ensure access working

4. Offboarding Process

When removing users:

  1. Remove from Fathom immediately
  2. Document removal date
  3. Update access tracking spreadsheet
  4. Review if additional cleanup needed

Communication

1. Set Expectations

When granting access, explain:

  • What they can see (read-only)
  • What they cannot do (no settings access)
  • How to get help
  • Any reporting schedules

2. Training Resources

Provide new users with:

  • Link to Fathom documentation
  • Internal guide to your analytics setup
  • Contact person for questions
  • Overview of key metrics to watch

Limitations & Considerations

What Team Members CANNOT Do

Team members have read-only access and cannot:

  • Access billing information
  • Change account settings
  • Add or remove sites
  • Manage other users
  • Create or modify goals
  • Change site settings
  • Delete data
  • Export data (in some plans)

Invitation Expiration

Invitations expire after 7 days:

  • Recipient must accept within 7 days
  • After expiration, resend invitation
  • No penalty for expired invitations

Account Limits

Check your plan for user limits:

  • Starter plans: Limited team members
  • Growth plans: More team members
  • Business plans: Unlimited team members

Upgrade plan if you need more users.

Email Deliverability

Ensure invitations reach recipients:

  • Check spam/junk folders
  • Whitelist @usefathom.com emails
  • Use business email addresses
  • Verify email address is correct before sending

Troubleshooting

Common Issues

Invitation not received:

  1. Check spam/junk folder
  2. Verify email address correct
  3. Whitelist Fathom emails
  4. Resend invitation

User can't see data:

  1. Verify invitation accepted
  2. Check site access granted
  3. Ensure user logged into correct account
  4. Clear browser cache

User sees wrong sites:

  1. Review granted access in settings
  2. Update access to correct sites
  3. Ask user to refresh dashboard

Cannot remove user:

  1. Verify you're account owner
  2. Check user isn't already removed
  3. Contact Fathom support if issue persists

Next Steps

Detailed guides for specific user management tasks:

  1. Add User Access - Step-by-step guide to inviting team members
  2. Update Access - Modify existing user's site access
  3. Remove Access - Revoke user access to sites

Summary

Fathom's user management is straightforward:

  • Two roles: Owner and Team Member
  • Email-based invitations: Simple to send and accept
  • Site-level access: Grant access per domain
  • Read-only for team members: No accidental changes
  • Easy to add, update, and remove: Full control

This simplicity makes it easy to collaborate with teams, share analytics with clients, and manage access across multiple sites.

Additional Resources:

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