Update User Access in Woopra

How to modify user roles, permissions, and access levels in Woopra. Covers role changes, app access management, API key rotation, and common access update.

Overview

Update user roles and permissions as your team's needs change. Woopra allows you to modify access levels quickly without removing and re-adding users.

Updating User Roles

Step-by-Step Process

Navigate to Team Settings
- Log into your Woopra account
- Go to Settings → Team
Find the User
- Locate the user in the team member list
- View their current role in the Role column
Change Role
- Click on the user's current role dropdown
- Select the new role from the list:
  - Owner
  - Admin
  - Member
  - Read-Only
- Changes take effect immediately
Verify Changes
- User's new role appears in the list
- User may need to refresh their browser to see new permissions

Role Changes

Upgrading Access

From Read-Only to Member:

User can now create personal reports
Can access more analytics features
Still cannot manage team

From Member to Admin:

Can now manage team members
Can access all settings (except billing)
Can create organization-wide reports

From Admin to Owner:

Gets full billing access
Can delete project
Only one owner allowed per project
Previous owner automatically downgraded to Admin

Downgrading Access

From Admin to Member:

Loses team management capabilities
Retains access to analytics and reports
Personal reports remain intact

From Member to Read-Only:

Can only view existing reports
Cannot create new reports
Existing personal reports become view-only

Common Update Scenarios

Temporary Elevated Access

When a user needs temporary admin access:

// Track temporary access grants (for audit trail)
woopra.track('temp_access_granted', {
  user_email: 'user@example.com',
  original_role: 'member',
  new_role: 'admin',
  reason: 'quarterly_reporting',
  expires_at: 'YYYY-MM-DD',
  granted_by: 'owner@example.com'
});

Process:

Update user to Admin role
Set calendar reminder for access expiration
Downgrade back to original role when done

Role Change After Promotion

Employee promoted to manager:

Update from Member to Admin
Grant access to team management features
Assign ownership of specific reports
Update notification preferences

Contractor to Employee

Converting contractor access:

Change from Read-Only to Member
Update email to company email if needed
Enable additional features
Assign to relevant teams

Best Practices

Regular Access Reviews

Conduct quarterly reviews:

Review Checklist:
□ Verify each user still needs access
□ Check if roles match current responsibilities
□ Remove inactive users
□ Update roles for promoted/transferred employees
□ Document all changes

Change Management

Before updating access:

Notify User: Inform them of upcoming changes
Document Reason: Keep audit trail of why access changed
Verify Impact: Check what reports/dashboards they own
Update Gradually: Don't downgrade multiple admins at once

Communication

// Example: Notify user of role change
function notifyRoleChange(user, oldRole, newRole) {
  sendEmail({
    to: user.email,
    subject: 'Your Woopra Access Has Been Updated',
    body: `
      Hi ${user.name},

      Your Woopra access has been updated:
      - Previous role: ${oldRole}
      - New role: ${newRole}

      ${newRole === 'admin' ?
        'You now have administrative access to manage team members and settings.' :
        'Your access level has changed. Contact your Woopra administrator with questions.'
      }
    `
  });
}

Permissions by Role

Owner Permissions

✓ View all analytics
✓ Create/edit reports
✓ Manage team members
✓ Access billing
✓ Manage integrations
✓ Delete project
✓ Change ownership

Admin Permissions

✓ View all analytics
✓ Create/edit reports
✓ Manage team members
✗ Access billing
✓ Manage integrations
✗ Delete project
✗ Change ownership

Member Permissions

✓ View all analytics
✓ Create personal reports
✗ Manage team members
✗ Access billing
✗ Manage integrations
✗ Delete project

Read-Only Permissions

✓ View shared reports
✗ Create reports
✗ Manage team
✗ Access billing
✗ Manage integrations

Troubleshooting

Changes Not Taking Effect

Solutions:

Ask user to log out and log back in
Clear browser cache
Try incognito/private browsing mode
Verify change was saved in Team Settings

User Still Has Old Permissions

Check:

Correct user was updated (verify email)
Change was actually saved
User is in correct project
No browser caching issues

Cannot Change Role

Possible Reasons:

You don't have permission to manage users
Trying to change owner role (requires transfer process)
User has pending invitation (must accept first)
Account has permission restrictions

Bulk Updates

For updating multiple users:

Go to Settings → Team
Select multiple users (if available)
Choose Bulk Actions → Change Role
Select new role
Confirm changes

Note: Not all Woopra plans support bulk updates.

Audit Trail

Tracking Changes

Keep record of role changes:

// Log all permission changes
function logPermissionChange(change) {
  const auditEntry = {
    timestamp: Date.now(),
    changed_by: change.admin_email,
    user_affected: change.user_email,
    old_role: change.old_role,
    new_role: change.new_role,
    reason: change.reason
  };

  // Save to your audit system
  saveAuditLog(auditEntry);

  // Track in Woopra
  woopra.track('permission_updated', auditEntry);
}

Compliance

For compliance requirements:

Document all changes: Who, what, when, why
Maintain audit logs: Keep for required retention period
Regular reviews: Schedule quarterly access reviews
Approval process: Require approval for admin role grants

Automated Role Management

Integration with HR Systems

# Example: Sync roles with HR system
def sync_woopra_roles():
    """Update Woopra roles based on HR system"""

    # Get current employees from HR system
    employees = get_active_employees()

    for employee in employees:
        # Determine role based on department/title
        role = determine_woopra_role(employee)

        # Update in Woopra
        update_woopra_user_role(
            email=employee.email,
            role=role
        )

def determine_woopra_role(employee):
    """Determine appropriate Woopra role"""

    if employee.title in ['CEO', 'VP']:
        return 'admin'
    elif employee.department in ['Analytics', 'Marketing']:
        return 'member'
    else:
        return 'read-only'

Security Considerations

Least Privilege Principle

Grant minimum access needed
Start with Read-Only, upgrade as needed
Regularly review and downgrade unused elevated access
Limit number of Admins and Owners

Separation of Duties

Don't give same person both analytics and billing access
Rotate admin responsibilities
Use different accounts for different roles

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