Add User Access | OpsBlu Docs

Add User Access

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

Use this workflow to invite team members, contractors, or clients to your Simple Analytics account with the appropriate level of access.

Prerequisites

Before inviting a new user, confirm:

  • You have Owner or Admin role permissions (Viewers cannot invite others)
  • The invitee's email address is current and accessible to them
  • You've determined whether they need Admin (full dashboard control) or Viewer (read-only) access
  • For Viewer roles, you've identified which specific websites they should access
  • Your Simple Analytics plan has available team seats (check Settings → Team → Plan limits)

Step-by-Step: Invite a Team Member

1. Access Team Management

  1. Log into your Simple Analytics dashboard
  2. Click the Settings icon in the navigation (gear icon in lower left)
  3. Select Team from the settings menu
  4. Review current team members to ensure the new user doesn't already have an account

2. Initiate the Invitation

  1. Click the Add Team Member or Invite button (typically in the upper right of the Team page)
  2. Enter the invitee's email address in the provided field
  3. Double-check the email for typos - invitation will be sent to this address

3. Select Role and Permissions

For Admin access:

  1. Select Admin role from the dropdown
  2. Admin users automatically gain access to all websites in your account
  3. Review what Admins can do: manage tracking, create goals, invite users, but cannot access billing

For Viewer access:

  1. Select Viewer role from the dropdown
  2. A list of your websites will appear
  3. Check the boxes next to each website the Viewer should access
  4. Leave unchecked any websites that should remain restricted
  5. You can select all websites or limit to specific properties based on the user's role

If Simple Analytics provides a notes or reference field:

  1. Add the project name, engagement ticket, or contract reference
  2. Include an expected end date for temporary access
  3. Note the business justification (e.g., "Q1 reporting contractor" or "Client dashboard access")

This context helps during future access reviews.

5. Send the Invitation

  1. Review all settings one final time
  2. Click Send Invitation or Invite User
  3. Simple Analytics sends an email invitation immediately to the provided address
  4. The user appears in your team list with a "Pending" or "Invited" status until they accept

6. Confirm Acceptance

  1. Monitor the team list for status change from "Pending" to "Active"
  2. Typical acceptance time is within 24 hours; follow up if longer
  3. Once accepted, verify the user can log in and sees the appropriate dashboards

After Invitation: Next Steps

Share access guidelines with the new user:

  • Provide your organization's password policy (Simple Analytics uses email/password authentication)
  • Recommend enabling two-factor authentication if available through their email provider
  • Share any VPN or network access requirements
  • Explain which websites they can access and what data they should review

Document the addition:

  • Record the invitation date, user email, role assigned, and websites granted
  • Add entry to your access tracking spreadsheet or IAM system
  • Set calendar reminder for access review if this is a temporary or contractor account

Verify functional access:

  • Ask the user to confirm they can log in
  • Have them verify they see the expected websites/dashboards
  • For Admins, confirm they can access settings but not billing

Common Invitation Scenarios

Inviting a Full-Time Team Member

Scenario: New marketing analyst joins your team permanently.

Approach:

  1. Invite with Admin role for full access to all dashboards and configuration
  2. Include their work email from your corporate domain
  3. Coordinate invitation with IT onboarding so they receive the email on day one
  4. No end date needed as this is permanent access

Inviting a Contractor or Consultant

Scenario: You've hired a 3-month contractor for analytics support.

Approach:

  1. Determine if they need Admin (if they'll configure tracking) or Viewer (if they'll only analyze data)
  2. Use their professional/company email, not personal email
  3. If Viewer, select only the websites relevant to their project
  4. Document the contract end date and set a calendar reminder to remove access
  5. Consider using a shared service account email if the contractor company may rotate personnel

Granting Client Access to Their Data

Scenario: Client wants to view their own analytics dashboard.

Approach:

  1. Always use Viewer role for clients
  2. Select only their specific website(s) - never grant access to other client properties
  3. Use the primary client contact's email
  4. Include project reference in notes
  5. Share login via secure method (not plain email)
  6. Provide brief training on reading their dashboard

Temporary Access for Audit or Review

Scenario: Finance team needs to review analytics for quarterly reporting.

Approach:

  1. Invite as Viewer with access to all websites needed for the report
  2. Note the audit period in invitation reference
  3. Set specific removal date after audit completion
  4. Remove access immediately after audit rather than leaving indefinitely

Troubleshooting Invitation Issues

Invitation Email Not Received

Symptoms: User reports they didn't receive the invitation email after several hours.

Solutions:

  1. Verify the email address in Settings → Team for typos
  2. Ask user to check spam/junk folders for emails from Simple Analytics
  3. Add @simpleanalytics.com and noreply@simpleanalytics.com to email allowlist
  4. Click "Resend Invitation" in the team management interface
  5. If problem persists, try a different email address or contact Simple Analytics support

User Can't Accept Invitation

Symptoms: User clicks the invitation link but receives an error or can't complete signup.

Solutions:

  1. Ensure the invitation hasn't expired (check Simple Analytics documentation for expiration period)
  2. Verify the user is using the exact email address the invitation was sent to
  3. Try a different browser or clear browser cache
  4. Resend the invitation to generate a fresh link
  5. Check if the user already has a Simple Analytics account under a different email

User Accepted But Can't See Expected Websites

Symptoms: User logged in successfully but specific websites are missing from their dashboard.

Solutions:

  1. Verify you selected the correct websites during invitation (Admin users see all; Viewer access is selective)
  2. Edit the user's permissions: Settings → Team → Click user → Edit → Check missing websites
  3. Confirm the websites are still active in your account
  4. Have user log out and log back in to refresh permissions

Plan Seat Limit Reached

Symptoms: You can't send an invitation because your plan is at maximum team size.

Solutions:

  1. Review current team members and remove anyone who no longer needs access
  2. Upgrade your Simple Analytics plan to include more team seats
  3. Consider using shared logins for temporary contractors (against best practice but sometimes necessary)
  4. Prioritize access by removing lower-priority users temporarily

Wrong Role Assigned

Symptoms: You invited someone as Viewer but they need Admin, or vice versa.

Solutions:

  1. Don't delete and re-invite - use the Update Access procedure instead
  2. Go to Settings → Team → Find the user → Edit
  3. Change their role from the dropdown
  4. Save changes
  5. User's permissions update immediately; they may need to refresh their browser

Security Considerations

When adding new users, maintain security best practices:

  • Verify identity: Confirm the email address belongs to the intended person, especially for high-privilege Admin roles
  • Least privilege: Start with Viewer access and elevate only when necessary
  • Time-bounded access: Set expiration reminders for contractors and temporary team members
  • Email domain validation: Prefer corporate email addresses over personal emails for team members
  • Shared accounts: Avoid sharing login credentials; create individual accounts for audit trail clarity
  • Regular audits: Review team list monthly to catch stale accounts or permission creep

Compliance and Documentation

Maintain proper records of access grants:

  • Log each invitation with date, user email, role, websites, and business justification
  • Store invitation confirmation emails or screenshots of the team page
  • Include Simple Analytics access in your broader IAM documentation
  • For regulated industries, ensure invitation records support audit requirements
  • Track invitation acceptances to confirm access was actually provisioned
  • Document any deviations from standard process (e.g., emergency Admin grants)
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