Members and roles

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Invite a member

Each address receives its own invitation link, which expires in 7 days. Accepting it adds the person to the organization and notifies the existing members in the dashboard. An address that isn’t an email address, belongs to a member or already has a pending invitation is marked, and the line under the field says why. Pending invitations under the members lists each invitation with its role and the date it was sent. Resend sends an invitation again, and Revoke cancels it after you confirm. An address can have one pending invitation at a time, so resending an expired invitation counts as a new one: Usertick refuses it when another invitation to that address is pending or when the plan has no member place left. The Free plan includes 3 members and the Starter plan 5, pending invitations included, and the Pro plan and above have no member limit. On a plan with a member limit, the top of the page shows how many places are taken. When new invitations would go past the limit, the line under the field says so, and Usertick sends none of them. Inviting, removing members and changing their roles needs the Manage members permission. A member gives only a role within their own permissions: a role that includes a permission the member doesn’t have is not in the list of roles, and a person who holds such a role can’t be changed or removed by that member. An admin, for example, invites admins, editors and members, and an owner adds developers and billing managers. The Owner role is offered to nobody in an invitation or a role change: an organization has exactly one owner, and the role moves only with Transfer ownership.

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Members suspended by the plan

When the organization moves to a plan with fewer members than it has, Usertick cancels the pending invitations past the limit first, then suspends the members past it. Before the change, the owner chooses who keeps access in Settings → Billing; without a choice, the owner and the most recently active members keep it. See Plans and billing.

• A suspended member can’t open the organization, doesn’t see it in their list of organizations and gets none of its notifications. Buttons they select on Usertick messages in Slack or Microsoft Teams don’t act in Usertick. Their notes, assignments and comments stay.
• Suspended members don’t count toward the member limit.
• Settings → People lists them under Suspended because of the plan limit. Restore gives a member access again when the plan has a free place; when it has none, remove a member, revoke an invitation or upgrade first. Restoring needs the Manage members permission, and your role must hold every permission of the member’s role; otherwise Usertick says “This member’s role has permissions that your role doesn’t have, so you can’t restore them.”
• After an upgrade, Usertick restores suspended members by itself, up to the new limit.

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Roles

Each member has one role, and the role’s permissions decide what the member can do. Every organization starts with six roles: To give a member another role, select it in the role list on their line. The change waits in the bar at the bottom of the page until you select Save changes. The owner’s line shows the role with a lock and no list: the owner’s role can’t be changed, and the owner can’t be removed. To hand the organization to someone else, the owner transfers its ownership. Remove member on a member’s line removes them after you type their email address. The dialog lists what else changes: responses assigned to them become unassigned, the invitations they sent are revoked and the dashboards they own move to you. API keys and integration connections they created stay and keep working. Selecting a member’s name opens their profile, with their role, the date they joined, their last activity and whether two-factor authentication is on. The dashboard leaves out the menu entries, pages and buttons that need a permission the member’s role doesn’t have. A typed or saved address of such a page shows “You don’t have access to this”.

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Permissions

Settings → People → Roles is a table with a column for each role and a row for each permission, grouped by area. Each column shows how many people hold the role, and for a role with selected surveys, how many surveys it opens. A role is made of these permissions: A permission that changes something keeps its view permission on. Manage sites keeps View sites on. Manage surveys, Manage responses, Manage dashboards and reports, Manage contacts, Send email surveys, Manage integrations and Manage workflows keep View surveys and results on. The built-in roles start with these permissions:

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Edit a role

Changing roles needs the Manage roles permission.

• To change a role’s permissions, select or clear the boxes in its column, then select Save changes in the bar at the bottom of the page. An area’s own box turns the whole area on or off.
• To rename a role or change its survey access, select Edit role in the menu next to the role’s name.
• The Owner role always has every permission. Its column is locked, and it has no menu.
• The other built-in roles can be renamed and given other permissions on every plan. They can’t be deleted.
• A box for a permission you don’t have can’t be changed, and a role that holds a permission you don’t have offers no Edit role.
• A role’s change applies to its members within about a minute.

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Create a custom role

Custom roles are available on the Pro plan and above, with no limit on their number. A new role starts with View surveys and results and View sites on. Delete in a custom role’s menu deletes the role after you type its name, and Usertick revokes the pending invitations that offer it. A role that members still hold can’t be deleted until those members have another role. After a move to a plan without custom roles, the existing custom roles keep working and their members keep them. On that plan a custom role can’t be changed: the boxes in its column can’t be selected, and Edit role shows its name and survey access with “Your plan doesn’t include custom roles. This role keeps working, and editing it needs Pro.” Members can still be given a custom role or moved to another role, and a custom role that no member holds can still be deleted. Creating or editing a custom role needs the Pro plan again.

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Survey access

A role opens every survey of the organization or only the surveys selected for it. Survey access, in the window that Edit role or Create role opens, has two choices: Only selected surveys needs the Pro plan or above. On a lower plan, the window says “Your plan doesn’t include survey access per role. To change which surveys this role reaches, upgrade to Pro.” After a downgrade, a role keeps the surveys it was given and goes on opening only those, and a built-in role can still be changed to all surveys. For a member of a role with selected surveys:

• The surveys list, results, the inbox, analytics and exports hold the selected surveys only, and totals count those surveys. A link to another survey, or to one of its responses, shows that it couldn’t be found.
• A survey the member creates is added to the role’s selection, so everyone with that role opens it.
• On a dashboard, a card on another survey shows “Your role doesn’t have access to this survey.”
• A notification about a survey reaches only the members whose role opens that survey.
• Webhooks, scheduled reports, and the themes and the AI reading that span every survey on the Overview are not shown.
• A theme in the organization’s library can be picked for a survey. It can be changed only while every survey that uses it is in the selection.

A role with selected surveys can’t have these permissions: Manage members, Manage roles, Manage organization, View activity log, Manage integrations, Manage workflows and Manage developer settings. While one of them is on, Only selected surveys can’t be selected, and the window names the permissions to turn off first. For a role with selected surveys, the boxes of these permissions in the table stay off. An API key acts for the organization and reads every survey, whatever the role of the person who created it.

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Give a role access from a survey

In the surveys list, Access in a survey’s menu lists the roles with selected surveys, each with a switch. Turn a role’s switch on to add the survey to its selection, then select Save. Roles with all surveys open the survey already and are not listed. Access needs the Manage members permission and the Pro plan or above.

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People offered for a survey

Where a survey is selected, Usertick offers only the people whose role opens it:

• Assign, /assign and @ mentions on a response.
• The Assignee filter of the inbox while one survey is selected.
• The teammates a workflow notifies.
• The Recipients of a survey’s scheduled report. A dashboard’s report goes only to members whose role has all surveys.

A person assigned or selected before their role lost the survey stays listed, so they can be taken off. They are not notified, and a report is no longer sent to them.

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Transfer ownership

Under Settings → Organization, Transfer ownership gives the owner role to another member, and the previous owner takes over that member’s current role. Only the new owner can transfer it back. The window lists every other member of the organization. While nobody else is in the organization, the Owner row says to invite a member first. After the transfer, Usertick emails both of you: the new owner, and the previous owner with the role they hold now. Ownership can’t be transferred to a member in three cases:

• The member’s account is scheduled for deletion.
• The member’s account isn’t active.
• Another organization manages the member’s account through single sign-on. See Accounts managed through single sign-on.

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Leave an organization

Under Settings → Organization, Leave organization removes you from the organization. Your account and your other organizations stay as they are, and an owner or admin can invite you back. The owner can’t leave. The owner transfers the ownership first, or deletes the organization.

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Review the activity log

Settings → Activity log records every change across the organization, from members’ actions to updates from connected services: who did what, to which item and when. The log filters by Area, Action and Person, and selecting an event shows its details with the values before and after. How far back the log reaches depends on the plan: 30 days on Free, 90 days on Starter, 1 year on Pro and the full history on Business and Enterprise. The page says how much history the plan keeps. Usertick keeps older events, and an upgrade shows them again. A change Usertick support makes, from Usertick’s own tools or while signed in to help you, shows Usertick support as who made it. Viewing the log needs the View activity log permission.