Every AgencyAnalytics account has one Account Admin, the top-level account owner and the profile tied to your agency's subscription. Beyond that, you can create two types of users: Staff users (for your employees) and Client users (for your customers).

Staff users can sign into your AgencyAnalytics environment to work on reports, dashboards, and integrations. Client users can sign in and view custom dashboards you've built for them. To ensure data security, you manually select which Clients each Staff user can access, and you can granularly edit permissions for both Staff and Client users on a per-user basis.

While Client users don't need an account to view an emailed report, they will need a Client user account to view the custom dashboards prepared for them in the app.

The Account Admin can create both Staff and Client users. By default, Staff users can only create Client users; however, this can be changed with permissions.

Here is a 4-minute video walkthrough, or scroll down past the video and read it step by step:

Step 1: Click your user profile in the lower left corner, then click Users in the dropdown menu.

Step 2: Click Invite User in the upper-right corner to open the user creation window.

Step 3: Click the tile for Staff or Client user.

Step 4: Enter the email address of the user. Click Add Staff User to create multiple users at once. Check the box in the bottom-right to send email invitations, or uncheck it to generate passwords manually.

Step 5: To restrict Client access, click the green toggle, then select the Clients they will access by checking the boxes next to those clients.

Step 6: Select permissions for the new user. Default permissions are a great place to start, or choose Clone to copy permissions from an existing user.

Step 7: Click Finish once you've selected the permissions you would like for this user or users. If you chose to send invitations, they'll be emailed now.

Step 8: If you didn't send an email invitation, go back to the Users page, hover over their tile, click the ellipsis, and select Edit Profile.

Step 9: Generate a password by clicking Generate at the top-right of the password field, and choose whether to email it to them or share it manually. Click Save.

To edit a Staff or Client profile (name, email, password, profile photo), hover over their tile on the Users page, then click the ellipsis menu. Click Edit Profile in the dropdown.

Make any required changes, then click Save in the bottom left. Alternatively, Staff and Client users can update their own profiles.

To restrict which Clients a Staff or Client user can see, go to the Clients page. Click the ellipsis to the far right on the User table (in list view) or in the top right of the User tile (in tile view).

List view:

Tile view:

Step 2: Click the circle to the left of any Clients you would like this user to have access to. Click Save in the bottom left to confirm.

When that user goes to the Clients page, only the Clients you selected will be visible to them.

The Admin user has full access to the account. At the time your account is created, only the Admin can access account information like billing and subscription details, or account settings (company name, address, language, timezone). The Admin profile is attached to your subscription and can only be changed by updating the existing Admin's profile.

Staff users are intended for employees at your agency. To ensure security, when creating a Staff user, you manually select which Clients they can access. Staff accounts enable your employees to sign into your AgencyAnalytics environment to work on reports, dashboards, and more. By default, Staff users can only create Client users, but this can be changed with a permissions update.

Client users are intended for your customers. Unlike Staff users, they are not assigned specific Clients during creation. Instead, their Client access can be edited after creation. You can tailor their access to dashboards, filters, and integrations on a per-user basis.

The table below shows which features are available by default for each user type.

Use this icon key to help read the table:

🌟 Can be allowed with permissions update

User permissions control the actions a Staff or Client user can make, as well as the features and integrations they have access to. You can edit three types of permissions:

Step 1: On the Users page, click the ellipsis to the far right, then click Edit Permissions in the dropdown.

Step 2: Click any category to expand options, and toggle access on or off. General options include access to things like managing Clients, Users, Account Settings, and Billing. Click Save when you've adjusted it to your liking.

Each integration category can be toggled off entirely, removing it from the user's view, or expanded to toggle off individual integrations. For more granular control of Dashboard Visibility, click an integration name to turn on or off specific permissions. In this example, if you turn off "Manage Keywords," the Staff user won't be able to add or delete keywords in Clients, but can still view SERP and Pages data.

Please be aware that deleting a user account cannot be undone or recovered. Any activity associated with the user will not include their name or any identifier after deletion.

To delete a user, hover over their tile, then click the ellipsis menu in the upper right. In the drop-down, click Delete user.

In the pop-up confirmation window, confirm the deletion to finalize this user's removal.

To confirm permissions and dashboard visibility are set up the way you want, you can "Login as x user" to see what their experience would be like.

Click the ellipses from the user's page on the user you want to look at, then select Login as x user from the same dropdown. You'll see the account from that user's perspective.

Most login issues occur when a Staff or Client user is trying to sign in to their account via the Admin login page, rather than their own white-labeled domain or subdomain.

Check the URL of the page you're currently on. If you're an Admin user, your URL should be:

If you're a Staff or Client user, the URL will be a white-labeled domain or subdomain, customized for your team. It would look something like these examples:

If issues persist, it may be a login credentials issue. Reset your password on the login page and follow the steps in the password reset email.

This can happen if a user accesses the platform via a direct login page or a third-party login method (such as Google) without clicking the "Accept Invite" button in the invite email. The user profile is created, but the status remains "Pending."

Step 1: Ensure the user logs out of any active AgencyAnalytics sessions.

Step 2: Locate the original invitation email sent by the account admin and click the "Accept Invite" button. Check spam or junk folders if needed.

Step 3: Follow the prompts to finish registration and set a password if prompted.

Step 4: Once registration is complete, the "Pending" status should clear automatically.

Step 5: If these steps don't resolve the issue, the account Admin can delete the user's profile and send a new invitation. Ensure the user completes the invite process from the new email before attempting to log in directly.

This error occurs when the email address you're trying to use is already associated with an existing user in your account. An email can only be used for one user in your account.

Check the Account-Level Users page to see whether the email address is already associated with a user. You can then edit that user's permissions and access to assign them to a Client.

It's not possible to change the type for an existing user profile. Instead, delete the Staff or Client user first, then create a new one with the updated type.

The Admin user profile is attached to your subscription and can only be changed by the existing Admin. The current Admin would need to update the account profile to reflect a new admin, including the name, photo, email address, and password.

If you have any questions, please contact our friendly support team by following these instructions! We're available 24/5 to help 😄