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In Google Analytics Essential Training, Corey Koberg shows how to use the Google web analytics platform to generate and evaluate information about the visitors to a web site, including data on site traffic, user behavior, and marketing effectiveness. This course covers the out-of-the-box functionality, from account creation to reporting fundamentals, and explains how to glean insights from the vast array of data available.
Getting data into the hands of the right people is critical, and it may be as simple as giving those people who need the information access to the right profiles here in Google Analytics. We can do that from the User Management section in the Profile settings. We can use these users areas to grant access, but we can also use it to restrict access in the case that certain profiles should only be seen by certain users. Let's take a look. From any page within the reporting interface, we can click on this little gear icon in the top-right corner of the interface and it will bring us to the settings for that profile. But now that we are in this screen, let's actually use these breadcrumbs up here to back up a step or two.
We want to be able to see all the Google Analytics accounts that are available to this particular login. So here in this table we see the list of Google Analytics accounts that I have access to, and the column on the right is going to indicate whether my role is that of an administrator or user for that particular account. Let's click on Cardinal Path, which is one where this user has admin access. Here I'll see a list of all the web properties as well as the roles for those individual web properties. Let's click up here on the Users tab and see the different users that are available here. Here we see a mix of users and administrators, and we have the ability over here to edit the settings for each of these different logins to change the type of access that they have. And since I am an administrator, I also have the ability to delete any of these accounts.
We can use the Settings button up here to show us which profiles a user-level account has access to. Let's take a look at the settings CP reporting in Cardinal Path. At the top of the page, we see the Email address, First name, and Last name of the user, if we have entered that in, and two radio buttons which will allow us to quickly change between administrative access and user access. If I want to change this account to have admin access, I can just click this radio button here and hit Save. But let's take a look at the user-level options first. On the left-hand side, we see all the web site profiles that are available but not yet selected for this user.
On the right side, we see the profiles that the user currently has access to. In this case we see that this user, CP reporting, has access to our BTOS profile, a profile for the engage subdomain, a profile for training subdomain, the raw/un- filtered profile that we use as a backup, et cetera. If we wanted to, we can add another profile by selecting that profile on the left-hand side, click the Add button, click Save, and now they have access to that profile. We also have the option of adding a new user entirely. In this case we simply click on the +New User button at the top. We put in the email address of the Google account.
Now remember, this has to be a Google account, but it doesn't necessarily have to be a Gmail account. These are in the admin radio boxes are the same as before, and we can add and remove profiles for a user-level account just like before. Before we click on Administrator here, I want to say, be very careful of how many account administrators you have, and make sure that a person really needs to be an account administrator before selecting them to be so, because they have almost deity-like powers in Google Analytics. They can delete profiles, delete users; in fact, they can delete the entire account itself.
Worse yet, at this point there is no audit trail or any other way to figure out how those accounts or profiles were deleted, so you want to be very careful with who you allow to be an administrator. To add the account, we go ahead and click the button down here. One thing to note: if I would have tried to add a user that does not have a Google account, let's just say, or let's try some fake user, @cardinalpath, as soon as I try to save the changes, it will tell me that user has an unknown email address, which means they do not have a Google account. I also highly suggest you to avoid the situation of Gmail when possible.
You can see if I cancel this and go back to user list that I do have a Gmail account in here. It is possible to have a Gmail account, but in this case I have a Gmail account here that is claiming to be me, and anyone who looks at this list would probably assume that I registered that Gmail account, but it may be the case that I actually didn't. Anyone can actually go to Gmail, register an account with my name and if they were able to get that on this list-- perhaps they were a previous employee, perhaps there were an intern--after they left the company it wouldn't look odd to see my name in the list like this, but you don't actually know if the person behind that Gmail account is me or someone else.
It's much safer to use your corporate email addresses in this, and having that policy across your organization is usually a good idea. The changes that we have made here take effect immediately, so as soon as you add this user, that they will be able to log in and see all the reports you have give them access to. Adding users allows us to share the benefits of Google Analytics, but put some thought into who you invite and which permissions you grant.
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