Overview
With Data Access, you have complete control over who has access to whose data on the platform. This means that you can ensure the privacy and security of you and your business' data while still allowing others to collaborate and share information.
Whether you're working in a team or managing multiple users, data access gives you the power to decide who sees what, creating a more secure and efficient workflow for everyone. In this article, we'll explain how to set up and use this powerful feature.
Data access levels
Access levels are configured on individual teams, on each team's Settings tab, under Data Access. This means the teams you're a member of on OneUp will dictate the user/team data you have access to.
Teams can be configured with one of the following five levels:
Access Level | Description | Use Case in the example above |
Managers only | Only managers of the team can access data for the whole team. Individuals cannot view other team members' data. | Only the managers of the London team will be able to see the whole team's data. A team member will not be able to see other team members' data. |
This team | Members of the team can access all other team member's data. | Everybody on the London team will be able to see the data of all other members of the London team. |
This & other teams | Inherits the same functionality as the This team access level, but also allows you to specify another team that every member of the team will have access to view.
Note: Picking a parent team here gives access to that team's own members only, not its child teams. Pick each child team you want to include. | Everybody in the UK division will be able to see the data of every team in the UK (London, Birmingham etc.) |
Managers and child teams | Members of the team can access all other team members' data. Managers can also access every child team nested beneath this team, at any depth.
For a regular member (not a manager), Managers and child teams works the same as This team. | The UK team's managers will see the data of every UK office team nested beneath it (London, Birmingham, etc.), without being added to each one. |
Everyone | Members of the team can access all of the client's data. | The senior leadership team will be able to see the whole company's data. |
Example scenario
Below is an example of how one business might set up Data Access.
Acme Co has a UK and a US division., and each division has several office teams. Their structure in OneUp looks like this:
Acme Co
UK
London
Manchester
US
NYC
Chicago
They have the following requirements:
Acme Co’s leadership team should be able to see everyone’s data.
Everybody in the US should be able to see any US team’s data.
Everybody in the UK should be able to see any UK team’s data.
Nobody in the UK should be able to see anybody in the US’s data, and vice versa.
How to set this up in OneUp:
Acme Co is the top level team; US and UK are under it
The UK and US teams are nested under Acme Co, and Acme Co uses the Managers and child teams access level. The leadership team are added as managers of Acme Co, so they can see every team beneath it at any depth, without being added to each one.
Nobody else needs to be a member of Acme Co, because its numbers already include every team nested beneath it.
The US side of the business
NYC and Chicago are nested under the US team, so the US team’s numbers include both offices. Everybody in the US is a member of the US team.
The US team uses the This & other teams access level, with NYC and Chicago picked. Everybody in the US team can see each other’s data, plus the data of everybody in NYC and Chicago.
The UK side of the business
London and Manchester are nested under the UK team, which is set up the same way. Everybody in the UK team can see each other’s data, plus the data of everybody in London and Manchester.
Because the UK and US teams only give access to their own offices, the UK can’t see the US’s data, and vice versa. Only Acme Co’s managers can see across both.
Configuring Data Access
Step 1: Open the team
Data access is configured on the Teams page. Find a team and select the pencil icon to edit it:
If you don't have any teams configured yet, use this article to set up teams first, then come back here to apply relevant Data Access levels.
Step 2: Set the data access level
Set the data access level for the team you're modifying in the Settings area.
Refer to the access levels above to decide which access level is appropriate for the team.
Default Data Access Level
When a new team is created, it will be created with a default data access level. By default, this will be everyone.
To change 'everyone' from being the default, follow these steps:
Go to Platform settings - these are found under the manage icon in the main navigation menu (next to your profile picture or initials).
On the General page, select another option from the dropdown under default team data access mode:
Save your changes.
Where is Data Access applied?
Data Access is enforced in the following areas of the platform:
The Dashboard: If you do not have access to view a given user/team's data, their data will not appear when selected.
Reports: If you view a report containing users/teams you do not have access to view, their data will be hidden and a warning label with the words Data Access mismatch will appear at the top of the Report page.
Leaderboards: If you view a leaderboard for users/teams you do not have access to view, a small pop-up will appear at the bottom of the page communicating this.
Automated Reports: Scheduled report emails are built with the data access of the person who set up the schedule. Everyone who receives the email sees the same numbers.
Slideshows: If you have access to view slideshows on your account, but don't have access to view data for users/teams included on report or chart slides, you won't see any information on affected slides when viewing them on your own computer (note: OneUp TV devices set up as a Screen do not have this restriction).
Data Access is not enforced in these areas of OneUp:
Custom Automations
Leagues and Missions.
Tips 💡
Users can belong to more than one team. When considering data access levels, you must consider the other teams that a user is a member of and how that may affect the data they are able to view.
If a user in in multiple teams with varying Data Access levels, they will inherit the highest Data Access level. For example, if a user is in a team with the Everyone access level, and another team with the This team access level, they will inherit the data visibility of the Everyone level, and will be able to see the whole business' data (i.e. all teams and users' data).
To aid with checking a user's access to data, at the top right of the Teams page there is a Data Access checker feature. You can use this to confirm if a user is able to view a given user's data, and the checker will explain why/why not.
We recommend that for managers or executive members who need to view all users' data, you create a 'global' manager-based team that has the Everyone access level.
If managers need only to view the data in their own team, they should be added to the team(s) that they need to be able to view data for.