Add User Access to GoSquared | OpsBlu Docs

Add User Access to GoSquared

Add new users and grant access in Gosquared — role assignment, permission levels, and onboarding steps.

Adding Users Overview

Adding team members to GoSquared enables collaboration across your organization. Users receive email invitations to join your project with specific role permissions, allowing controlled access to analytics data, live chat, and project settings.

Prerequisites

Before adding users:

  • Account Access: You must be an Owner or Admin
  • Plan Limits: Check your plan allows additional users
  • Email Address: Valid email for the user you're inviting
  • Role Decision: Determine appropriate permission level

Step-by-Step Guide

Step 1: Navigate to Team Settings

  1. Log in to your GoSquared account
  2. Select the project you want to add users to
  3. Click Settings in the navigation menu
  4. Select Team from the settings options
  5. View the current team member list

Step 2: Initiate Invitation

  1. Click the Invite or Add Team Member button
  2. The invitation dialog will appear

Step 3: Enter User Information

In the invitation form:

  1. Email Address: Enter the user's email address

    • Must be a valid email address
    • User will receive invitation at this address
    • Cannot be an email already associated with the project

  2. Select Role: Choose the appropriate role

    • Owner: Full account control (requires ownership transfer)
    • Admin: Project management and team control
    • Agent: Analytics and live chat access
    • Viewer: Read-only analytics access

  3. Add Personal Message (optional):

    • Include a welcome message
    • Provide context about why they're being added
    • Include any onboarding instructions

Step 4: Send Invitation

  1. Review the information for accuracy
  2. Click Send Invitation or Invite User
  3. Confirmation message will appear
  4. User receives email invitation immediately

Invitation Process

What Happens After Invitation

  1. Email Sent: User receives invitation email from GoSquared

  2. Email Contains:

    • Link to accept invitation
    • Project name and role assigned
    • Inviter's name
    • Expiration information (typically 7 days)

  3. User Actions Required:

    • Click invitation link
    • Create GoSquared account (if new user)
    • Or log in (if existing user)
    • Accept invitation

  4. Access Granted: User can immediately access project with assigned role

Invitation Status

Track invitation status in Team settings:

  • Pending: Invitation sent, not yet accepted
  • Active: User accepted and has access
  • Expired: Invitation link expired (resend needed)

Role Selection Guide

Choosing the Right Role

Viewer - For stakeholders who need reporting access:

✓ Executives viewing dashboards
✓ External consultants needing data
✓ Department heads tracking metrics
✓ Board members monitoring performance

Agent - For team members with operational duties:

✓ Customer support team
✓ Marketing analysts
✓ Sales representatives
✓ Junior team members

Admin - For trusted team leaders:

✓ Project managers
✓ Marketing managers
✓ Senior analysts
✓ IT administrators

Owner - For account holders only:

✓ Business owner
✓ Primary decision maker
✓ Billing contact

Adding Multiple Users

Bulk Invitation

For teams adding many users:

  1. Add users one at a time (GoSquared doesn't support CSV upload)
  2. Use consistent role assignment
  3. Prepare welcome message template
  4. Track invitations in spreadsheet
  5. Follow up on pending invitations
Week 1: Add owners and admins
Week 2: Add agents and support team
Week 3: Add viewers and stakeholders
Week 4: Review access and adjust roles

Managing Pending Invitations

Resend Invitation

If user doesn't receive or accepts invitation:

  1. Go to Settings → Team
  2. Find pending invitation
  3. Click Resend Invitation
  4. User receives fresh invitation email

Cancel Invitation

To revoke pending invitation:

  1. Locate pending invitation in Team list
  2. Click Cancel or Revoke
  3. Invitation link becomes invalid
  4. User cannot accept invitation

Common Scenarios

Adding Agency Members

1. Determine agency project scope
2. Assign Admin role to agency lead
3. Assign Agent role to agency analysts
4. Set calendar reminder to review access
5. Document access in your records

Adding Support Team

1. Create Agent role for all support staff
2. Send invitation with onboarding guide
3. Include live chat training materials
4. Schedule training session
5. Monitor usage and adjust if needed

Adding Executive Stakeholders

1. Use Viewer role for report access
2. Create custom dashboards before adding
3. Send invitation with dashboard links
4. Provide brief navigation guide
5. Schedule check-in after first week

Troubleshooting

Issue Cause Solution
Cannot add user Plan limit reached Upgrade plan or remove inactive users
Invitation not received Email in spam folder Ask user to check spam, whitelist GoSquared
Wrong role assigned Selected incorrect role Update role after user accepts
Invitation expired User waited too long Resend invitation from Team settings
User already exists Email already has access Check active users list
Invalid email error Typo in email address Correct email and resend

Best Practices

  1. Verify Email: Double-check email address before sending
  2. Appropriate Role: Assign minimum necessary permissions
  3. Welcome Message: Include helpful context in invitation
  4. Follow Up: Check if user accepted within 24 hours
  5. Document Access: Keep record of who has access
  6. Onboarding Plan: Have resources ready for new users
  7. Regular Review: Audit team access quarterly
  8. Timely Addition: Add users as soon as access is needed
  9. Role Consistency: Use same roles for similar positions
  10. Security First: Never share owner credentials

After Adding Users

Next Steps for Inviter

  1. Confirm user received and accepted invitation
  2. Provide onboarding documentation
  3. Schedule training if necessary
  4. Grant access to relevant dashboards
  5. Add to team communication channels

User Onboarding Checklist

Share with new users:

  • Accept GoSquared invitation
  • Complete profile setup
  • Review role permissions
  • Explore relevant dashboards
  • Bookmark important reports
  • Join team communication channel
  • Review GoSquared documentation
  • Contact admin with questions

Security Considerations

When adding users:

  1. Verify Identity: Confirm you know the person you're adding
  2. Use Work Email: Prefer company email over personal
  3. Document Access: Maintain record of all access grants
  4. Set Expectations: Communicate data handling policies
  5. Monitor Activity: Review user actions periodically
  6. Plan Removal: Know when access should be revoked
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