Loading...
  • Customer Experience
    Customer Experience
  • Employee Experience
    Employee Experience
  • Brand Experience
    Brand Experience
  • Product Experience
    Product Experience
  • Core XM
    Core XM

Admin Basic Overview

What's on This Page:


Was this helpful?


This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.

The feedback you submit here is used only to help improve this page.

That’s great! Thank you for your feedback!

Thank you for your feedback!


About the Admin Page

To access the Admin page, you need to be a Qualtrics Administrator. There are two admin user types with different levels of authority:

  • Brand Administrator: You can manage all of the Qualtrics licensed accounts for your organization.
  • Division Administrator: You can only manage the accounts inside a division assigned to you by a Brand Administrator.
Qtip: If you need administrative access but don’t presently have it, contact your organization’s current Brand Administrator or Customer Success Representative.

Administrative Responsibilities

The Admin page lets Brand Administrators track, assess, and manage how Qualtrics is used in their organization. Admins manage:

  • User accounts: Create new users and define User Types and their permissions
  • Teams or divisions: Create groups and divisions and empower Division Administrators.
  • Organization & Security Settings: Control organization-wide settings, create permissions for things such as library and panel access, project access, and project security. Enhanced levels of security are also available for enterprise users.

If you are a Brand or Division administrator, selecting the Admin page will make these administrative tools available. Each has been previewed below in this overview.

Reports

The Reports tab is the best place to look to figure out usage for your entire license.

Reports tab under the Admin section is highlighted

Self-Enrollment Code

The Self-Enrollment Code serves as an extra security measure. For example, if you don’t want to restrict the email domains people can use to sign up with your Qualtrics license, you can choose a Self-Enrollment Code instead. This functions as a code new users have to enter when signing up to complete the account.

Qtip: This option is only available for brands with Self-Enrollment enabled. This means users don’t have to ask a Brand Administrator to make an account for them, but can do it themselves. Not all brands have Self-Enrollment codes enabled. Reach out to Qualtrics Support (by logging into your Support Portal) if you’re a Brand Administrator and are interested in having this permission turned on for your organization.

The Self-Enrollment Code is randomly generated and displayed at the top of your Report as soon as the permission is turned on for your organization.

Qtip: You may also use Coupon Codes to allow users to self-enroll.

License Usage

License usage tab in the Reports sectionThis section tracks the number of auditable responses collected in your license. This includes any responses collected on the Recorded Responses page, except Preview Data, Test Data, and Imported Responses.

Qtip: Contact your Customer Success Representative or your Account Executive for pricing on importing. Imported responses are considered separate from and will not impact the account’s response limit.
If your license has purchased access to SMS distribution, this section will show you how much of your available credit you’ve used.
SMS credits used and remaining are shown in the License usage tab of the Admin Reports

Activity

Activity tab in the Admin Reports section

This section counts all the surveys on the license that have a status of new. It will also show the percentage of active and inactive surveys, and any surveys that are pending review.

Content Engagement

Content Engagement tab in the Admin ReportsThis section counts all dashboards.

User Engagement

User Engagement tab in the Admin Reports sectionThis section counts all users in all groups.

Export

In addition to these metrics, you have the option to export a detailed spreadsheet of the usage statistics for your organization. This export option is found at the bottom of the License usage tab.
Export option highlighted on the License usage page

Qtip: When choosing a date range for your CSV export please note that the export will include responses beginning with the From Date selected, but will only include responses that were recorded before the selected End Date.

Users

The Users tab allows you to create new user accounts, as well as search for, view, and edit individual user accounts within your organization.
Users Tab within the Admin Page To locate individual users within your organization, you can search based on Username, First Name, Last Name, Email Address, Survey ID (SV_…), or User ID (UR_…). You can also perform user searches based on Division, User Type, or Account Status. You can search using multiple fields to narrow down your results, if desired.
Various search options in the User Search section including Username and Last Name

User Types

The User Types tab allows you to create sets of specific permissions for users. Rather than editing users one by one to have the same permissions, you can create and assign User Types. Then, whenever you want to make a widespread permission change, you would just edit the User Type and all associated user accounts would update automatically.
User Types tab within the Admin page

Groups

The Groups tab allows you to create, edit, and search for User Groups. You can use groups to create and share library content (e.g., surveys, graphics, files, messages). You can also use groups to share contact lists in the Contacts tab. Not to be confused with Divisions, Groups are primarily  used to facilitate easy content-sharing between a subset of users within a brand.
Groups Tab within the Admin page

Group Types

You can use Group Types to set permissions for what individual group members are allowed to do with group content.
Group Types tab within the Admin page

Coupon Codes

You can use the Coupon Codes tab to generate codes that allow users to update their account permissions without your manual involvement.
Coupon Codes tab within the Admin page

Security

The Security tab is a premium feature with additional security settings, such as the ability to track which users are logged in, add more requirements to passwords, modify how many failed logins lead to an account lockout, and more. To learn more about how you can get access to this tab, contact your Account Executive.
Security tab on the upper-right Admin page

Organization Settings

The Organization Settings tab allows you to edit options for your organization, such as password requirements and login page information.
Organization Settings tab within the Admin page

Data Privacy

Data privacy tab is selected

The Data Privacy tab is available to all Brand Administrators, but not to Division Administrators. It contains the Right to Erasure tool, which allows you to delete all records in a brand that are related to an email address. This prevents users from having to delete in separate places (contacts, tickets, responses, etc.). It can be seen as a highly useful tool for maintaining GDPR compliance.

Divisions

If your license includes a large number of users, you can create Divisions to help make it easier to manage the accounts. Once a Division has been created, you can give other users administrative access over specific divisions, letting these Division Administrators handle the Division-related tasks. Not to be confused with Groups, Divisions are primarily used to easily bulk manage account permissions for a subset of users within a brand.
Divisions Tab within the Admin page

FAQs