Grant access to Work Insights

This feature is only available with G Suite Enterprise.

You must be signed in as a super administrator for this task.

As a G Suite administrator, you can control who in your organization can view users' G Suite usage data on the Work Insights dashboard. To provide access to the dashboard, you need to first create a custom administrator role for Work Insights, then assign users to that role. 

Important: G Suite super administrators always have privileges to access all available data on the Work Insights dashboard.

Step 1: Understand Work Insights privileges

When you create a custom admin role for Work Insights, you can choose privileges that give users different levels of access to data on the Work Insights dashboard.

Work Insights privilege What the privilege allows the user to view on the Work Insights dashboard

Can restrict to organizational units

View all available data

Recommended for administrators. View aggregated G Suite usage data for all users in all available teams—that is, all organizational units, whitelisted groups, and managers' teams. 

For details about making teams' data available in Work Insights, see Control which data is available in Work Insights.

All available teams appear in the dashboard team filter. The user can select different teams to filter their data.

 
View organizational units data

Recommended for administrators. View aggregated G Suite usage data for all users in each selected organizational unit and its child organizational units.

Organizational units you select must have the Work Insights service turned on. For details, see Control which data is available in Work Insights.

Only the organizational units for which a user has this privilege appear in the dashboard team filter. The user can select different organizational units to filter their data.

View groups data

Recommended for administrators. View aggregated G Suite usage data for all users in each whitelisted group. For details, see Control which data is available in Work Insights.

With this privilege, a user can access data for all whitelisted groups. Users can select different groups to filter their data.

 
View manager team data

Recommended for managers. Managers can view aggregated G Suite usage data for all users who report to them or to managers below them in your reporting line.

Users in a reporting line must be in organizational units or groups that have the Work Insights service turned on. For details, see Control which data is available in Work Insights.

Each manager below a user with this privilege appears as a team in the dashboard team filter. The user can select different teams to filter their data.

Note: To let personnel view all managers' reporting lines in the dashboard, grant the View all available data privilege to them.

 

Step 2: Create a custom admin role for Work Insights

To give users access to data for organizational units, whitelisted groups, or a manager's teams, you'll need to create custom admin roles for them, as follows:

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Admin roles.

    To see Admin roles, you might have to click More controls at the bottom. 

  3. Click Create a new role.
  4. Enter a name and description for the Work Insights role, then click Create.
  5. On the Privileges tab, under Work Insights, check boxes to select each privilege you want users with this role to have.
  6. Click Save changes.

Step 3: Assign the role to a user

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Users.
  3. In the Users list, find the user. If you need help, see Find a user account.
  4. Click the user’s name to open their account page.
  5. Click Admin roles and privileges.


    Points out Administrative roles link

  6. Under User Created Roles, click the slider On for the role you want to assign to the user.
    • If you don’t see the sliders, click anywhere under Roles to display them:

      Where to edit administrative roles

      Tip: You can search for a role by entering the first few characters of its name in the Search by role name box.

  7. (Optional) To select which organizations you want the role to apply to, under Scope of role, click All organizational units. Only the organizational units for which you turned on Work Insights apply.

    Note: The Scope of role setting is available only for a role that includes only the View organizational units data privilege.

  8. Click Save.

Note:

  • Users should have the newly assigned role within a few minutes. However, in some cases, assigning the role can take up to 24 hours.
  • You can grant privileges to multiple users at once. See Assign administrator roles to a user for more information.
Was this helpful?
How can we improve it?