Update User Access in Kissmetrics | OpsBlu Docs

Update User Access in Kissmetrics

Update user roles and permissions in Kissmetrics — modify access levels, change assignments, and audit changes.

Overview

As team members' roles evolve or organizational needs change, you may need to update user permissions in Kissmetrics. This ensures users have appropriate access levels - not too much (security risk) and not too little (productivity blocker).

This guide covers how to modify user permissions, change access levels, and manage user settings in Kissmetrics.

When to Update User Access

Common Scenarios:

  • Employee promoted to manager role (needs Admin access)
  • Team member changing departments
  • Contractor work completed (downgrade to Read-Only or remove)
  • Security audit findings
  • Project reassignments
  • Temporary elevated access needed
  • User reported unable to perform required tasks

Permission Levels Quick Reference

Level View Reports Create Reports Edit Settings Manage Users Manage Billing
Read-Only ✓ ✗ ✗ ✗ ✗
User ✓ ✓ ✗ ✗ ✗
Admin ✓ ✓ ✓ ✓ ✗
Owner ✓ ✓ ✓ ✓ ✓

Step-by-Step Instructions

Step 1: Navigate to Team Management

  1. Log in to your Kissmetrics account
  2. Click your profile icon in the top-right corner
  3. Select Settings from the dropdown
  4. Click Team or Team Members in the left sidebar

Step 2: Locate the User

Find by Scrolling:

  • Scroll through the team member list
  • Users are typically listed alphabetically

Find by Search (if available):

  • Use the search box at the top of the list
  • Enter the user's name or email address

Step 3: Access User Settings

Option A: Edit Button

  1. Find the user in the list
  2. Click the Edit button or pencil icon next to their name

Option B: User Profile

  1. Click on the user's name or row
  2. This opens their profile page
  3. Click Edit Permissions or Manage Access

Step 4: Change Permission Level

  1. In the edit dialog, locate the Permission or Role dropdown

  2. Select the new permission level:

    • Owner
    • Admin
    • User
    • Read-Only

  3. Review the permission changes shown

Step 5: Adjust Additional Settings (If Available)

Project Access:

  • Select or deselect projects the user can access
  • Useful for multi-project or agency accounts

Feature Permissions:

  • Enable/disable specific features
  • Control access to sensitive data or advanced features

Email Notifications:

  • Configure what notifications the user receives
  • Report alerts, team updates, etc.

Step 6: Save Changes

  1. Review all changes carefully
  2. Click Save, Update, or Save Changes
  3. User's access is updated immediately
  4. User may need to log out and back in to see changes

Permission Change Scenarios

Promoting a User to Admin

When: User needs to manage team members and settings

Steps:

  1. Go to Settings → Team
  2. Find the user
  3. Click Edit
  4. Change permission from "User" to "Admin"
  5. Save changes

What Changes:

  • Can now manage other users
  • Can configure tracking settings
  • Can create and modify integrations
  • Can access all projects

Downgrading Admin to User

When: Admin responsibilities transferred to another team member

Steps:

  1. Navigate to the user's settings
  2. Change permission from "Admin" to "User"
  3. Confirm the change
  4. Save

What Changes:

  • Loses ability to manage users
  • Cannot modify settings
  • Can still view and create reports
  • Retains access to assigned projects

Temporary Elevated Access

Scenario: User needs temporary Admin access for specific task

Best Practice:

  1. Grant elevated access (User → Admin)
  2. Set calendar reminder to downgrade after task completion
  3. Document the temporary change
  4. Revert access when task is done

Alternative: If Kissmetrics supports it, use time-limited access controls

Restricting Access During Offboarding

Scenario: Employee leaving but needs Read-Only access for transition

Steps:

  1. Change permission to Read-Only
  2. Remove from sensitive projects
  3. Disable ability to export data (if available)
  4. Set reminder to fully remove access after transition period
  5. Monitor access logs during transition

Best Practices

Access Reviews

Quarterly Reviews:

  1. Export list of all users and their permissions
  2. Review with team leads and managers
  3. Identify users who:
    • Haven't logged in recently
    • Have excessive permissions
    • Need updated access for new roles
  4. Make necessary changes
  5. Document the review

After Organizational Changes:

  • Review access after mergers, acquisitions, or restructuring
  • Update project access for team reassignments
  • Align permissions with new organizational structure

Security

Principle of Least Privilege:

  • Grant minimum access needed for user's role
  • Regularly review and downgrade unnecessary elevated access
  • Use Read-Only for stakeholders who only need visibility

Audit Trail:

  • Keep records of permission changes
  • Document why changes were made
  • Note who approved the changes
  • Maintain for compliance purposes

Separation of Duties:

  • Don't give everyone Admin access
  • Separate billing access (Owner) from operational access
  • Distribute Admin responsibilities among multiple people

Communication

Notify Users of Changes:

Hi [Name],

Your Kissmetrics access has been updated:

Previous: User
Current: Admin

This change gives you the ability to manage team members and configure
tracking settings. Please let me know if you have any questions.

Best regards,
[Your Name]

Document Reasons:

  • Keep internal notes on why access was changed
  • Helps during future audits and reviews
  • Provides context for other administrators

Troubleshooting

Changes Not Taking Effect

Issue: User still has old permissions after update

Solutions:

  1. Ask user to log out and log back in
  2. Clear browser cache and cookies
  3. Wait 5-10 minutes for changes to propagate
  4. Verify the change was saved (check team list)
  5. Try updating again

Cannot Change Certain Users

Issue: Edit button is grayed out or missing

Possible Causes:

  • User is the account Owner (can't be downgraded)
  • You don't have permission to edit that user
  • User is managed by SSO/SAML
  • Account owner restrictions

Solutions:

  • Contact account Owner for help
  • Check your own permission level
  • For SSO users, changes may need to be made in SSO provider

User Lost Access After Update

Issue: User can't access Kissmetrics after permission change

Immediate Fix:

  1. Go to Settings → Team
  2. Find the user
  3. Verify their permission level
  4. If accidentally removed, re-invite the user
  5. If downgraded too far, upgrade to appropriate level

Prevention:

  • Double-check changes before saving
  • Test with less critical users first
  • Keep Owner credentials accessible

Cannot Assign Owner Permission

Issue: Can't make someone else an Owner

Reason: Most accounts limit Owner designation

Solutions:

  1. Current Owner must transfer ownership (if supported)
  2. Contact Kissmetrics support for assistance
  3. Use Admin permission for most management tasks

Bulk Permission Updates

Updating Multiple Users

For updating several users at once:

  1. Create a Spreadsheet:

    • List all users needing updates
    • Note current and desired permissions
    • Get approval from relevant stakeholders

  2. Make Changes Systematically:

    • Update users one at a time
    • Check off completed changes
    • Test access for critical users

  3. Verify All Changes:

    • Review team list to confirm updates
    • Spot-check with affected users
    • Document completion

Department-Wide Changes

When restructuring team access:

  1. Plan the Changes:

    • Map current permissions
    • Define new permission structure
    • Get stakeholder approval

  2. Communicate in Advance:

    • Notify affected users before changes
    • Explain reasons for updates
    • Provide timeline

  3. Implement During Low-Usage Time:

    • Make changes during off-hours if possible
    • Reduces disruption
    • Easier to troubleshoot issues

  4. Verify and Support:

    • Confirm all changes applied correctly
    • Be available for user questions
    • Monitor for access issues

API-Based Updates

For programmatic permission management:

# Update user permission via API
curl -X PUT https://api.kissmetrics.com/v1/users/{user_id} \
  -H "Authorization: Bearer YOUR_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{
    "role": "admin",
    "projects": ["project-1", "project-2"]
  }'

Use Cases:

  • Automated provisioning systems
  • Integration with HR systems
  • Bulk updates via script
  • Scheduled permission rotations

Compliance Tracking

Documentation Requirements

Maintain records of:

  • Who made the permission change
  • When it was made
  • Previous permission level
  • New permission level
  • Reason for change
  • Approval (if required)

Example Log Entry:

Date: 2024-03-15
Changed by: admin@company.com
User affected: john.doe@company.com
Change: User → Admin
Reason: Promoted to Analytics Team Lead
Approved by: manager@company.com

Audit Readiness

For SOC 2, ISO 27001, or other compliance frameworks:

  1. Access Review Schedule: Quarterly or as required
  2. Change Approval Process: Document who can approve changes
  3. Separation of Duties: Ensure no single person has unchecked access
  4. Monitoring: Regular review of permission changes
  5. Retention: Keep logs for required period (often 7 years)

Next Steps

After updating user access:

  1. Notify the User: Inform them of the change and what it means
  2. Update Documentation: Reflect changes in internal access matrices
  3. Monitor Usage: Ensure user can perform new responsibilities
  4. Schedule Follow-Up: Set reminder for next access review
  5. Document Change: Record in your access management system

Related Documentation:

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