With Data Access, you can now have complete control over who has access to whose data on our platform. This means that you can ensure the privacy and security of your 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 support document, we'll explain how to set up and use this powerful new feature.
This feature implements access levels which are configured on individual teams on the platform. This means the teams you're a member of will dictate the data you have access to see.
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You must be a member of a team to view other users' data. If you are not in a team you will only be able to view your own data
For example, a company has 2 teams, Management and Germany. The management team should be able to view the German team's data however the German team should not be able to view the Management team's data. Data access would allow you to facilitate this.
Example Scenario
Below is an example use case of a Data Access scenario.
Acme Co has a UK and a US division. Each division has several teams within them. They have the following requirements:
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.
Nobody in the US should be able to see anybody in the UK's data.
To accommodate this, a UK and US team are created. Both have the 'This + Other Team' access level.
US Example
NYC is a team in the US, therefore they have been added to the US team. Everybody in the US team can view each others data + the data of everybody on the NYC team.
UK Example
London is a team in the UK, therefore they have been added to the UK team. Everybody in the UK team can view each others data + the data of everybody on the London team.
Access Levels
Access Levels are configured on individual teams from the Teams page. Teams can be configured with one of the following 4 levels:
Access Level | Description | Use Case |
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 should be able to see the whole team's data. An individual should not be able to see other individuals' data. |
This team | Members of the team can access all other team member's data. | Everybody on the London team should 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. | Everybody on the UK team should be able to see the data of every team in the UK (London, Birmingham etc) |
Everyone | Members of the team can access all of the client's data. | The senior leadership team should be able to see everybody's data. |
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. The default data access level can be modified from the Organisation Settings page.
Permissions
We have several permissions that we will be removing after the release of Data Access as you are able to recreate the same functionality the permissions provided with the new access controls.
When configuring data access for your teams we recommend you enable the following permissions for all roles:
View Other Users' Dashboards
View Own Teams Dashboard
View Own Team Leaderboards
View All Leaderboards
The above permissions will be removed from the platform on the 1st September 2023
Configuring Data Access
Step 1: Navigate to the Teams Page
Data access is configured on teams. Find a team and select the 'Manage Team' option by clicking on the menu dropdown.
Step 2: Set The Data Access Level
Set the data access level for the team you're modifying. Refer to the access levels to decide which access level is appropriate for the team.
Users can belong to more than 1 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.
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Any user that is a member of a team which has the Everyone data access level will be able to see everybody's data on the platform.
We recommend that for managers 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.