Regular review and update: Periodically review the list of users with access to Google Analytics. Remove users who no longer require access and update permissions as roles change within the organization.
Use secure email channels: When sharing login details via email, make sure the email channel is secure. Avoid sending sensitive information such as passwords in plain text and consider encrypted communication methods.
Emails linked to Google accounts: Add email addresses associated with Google accounts to ensure seamless integration with Google Analytics. Using unassociated emails can create complications with permissions and access.
Educate users about Google Analytics: Provide training or resources to users who may not be vietnam email address familiar with Google Analytics. Understanding the platform improves the value of shared access and promotes better utilization of knowledge.
Document Access and Permissions: Keep track of who has access to Google Analytics and the permissions granted. This documentation helps with audits, reviews, and managing access over time.
Limit access based on need: Grant access levels based on specific user needs. Restrict access to sensitive areas unless necessary for the individual’s role.
Enable two-factor authentication (2FA): Encourage users to enable 2FA on their Google accounts. This adds an extra layer of security, preventing unauthorized access even if login credentials are compromised.
Implement access policies: Establish clear access policies that describe who can access Google Analytics, how access is granted or revoked, and expectations for responsible use.
Communicate changes in access: Notify users of any changes in access or permissions promptly. Keeping users informed ensures transparency and prevents misunderstandings.
Keep account recovery information up to date: Make sure your Google Analytics account recovery information is up to date. This includes recovery email addresses and phone numbers in case access needs to be restored.
Back up data regularly: Make regular backups of your Google Analytics data to prevent data loss in the event of accidental deletions or other unforeseen events.
First, confirm that you have the “master key”
Before you allow other users to access your account, you need to make sure that you have the appropriate permissions, also known as the “master key.” In Google Analytics, only users with the “Manage Users” permission will allow adding or changing access for other users. If you are an administrator or the account owner, you should already have this permission. But if you are not the account owner or do not have access to the dashboard settings that deal with user management, you will need to ask an administrator for the “Manage Users” permission. Then, and only then, you can confirm that you have this level of access and you are ready to go.
When you log into Google Analytics, you'll be able to choose the account and property you want to manage, then click Manage. This will take you to either the Account User Management or Property User Management section, depending on the level of access you want to provide. This is where you can add users by entering their email addresses and choosing the appropriate permissions.
The 3 levels of access to Analytics
Access permissions in Google Analytics exist at three main levels: Viewer, Editor, and Administrator. At each access level, you can determine who has permission to view, change, or manage account settings and data.
Viewer
The most basic permission level is Viewer, which is ideal for users who don't need to make any account or configuration adjustments, but only review reports and data statistics. It provides access to view reports, metrics, and dashboards, but no editing, administration, or configuration rights to change any settings. Assign this level to team members who will only analyze data without making any adjustments.
Editor
Editor access offers more than viewer access and allows the user to change settings within the Google Analytics property. Editors can create and edit views, goals, filters, and segments, and also link Analytics to other applications in the Google suite, such as Google Ads. Therefore, this is an ideal intermediate access level for stakeholders with an admin role responsible for setting up Google Analytics, but who do not require administrative-level access.
Editor permission should be assigned to marketers, analysts, or even external consultants who are tasked with editing targets or filters in their work but have no role in managing user access or account settings.
Administrator
The administrator level grants permissions with full rights in Google Analytics. This access level allows adding or removing users, changing account settings, and making important adjustments related to the ownership and account levels. This access level is usually assigned to the account owner or a trusted team member who would need extensive control over the Google Analytics settings. When a user has administrator access, they get the “master key” and can grant or remove permissions to other users.
Administrator access is the most important, so it should only be allowed when granted to users who necessarily need it because any changes they make would really affect data tracking and reporting.
Knowing these three access levels gives you the confidence that your team gets the right types of access they need while maintaining the security and integrity of your Google Analytics data.
Conclusion
In the digital landscape, the ability to leverage data to make informed decisions is paramount. Sharing access to Google Analytics via email is a strategic move to boost collaboration, foster transparency, and streamline the decision-making process within your organization.
By following this step-by-step guide and adhering to best practices, you will unlock the full potential of Google Analytics as a collaborative tool. As you navigate the world of digital analytics, remember that shared insights lead to shared successes, and the journey toward data-driven excellence is a collective effort.