Understanding access levels

Access levels determine what actions you can perform within each product of the Predictive Index platform. 

User access levels can be viewed and managed via the gear icon () in the top-right of your navigation bar.

What are the different access levels?

Users can be assigned one of four access levels:

• No access: Unable to view or interact with the specified product
• Limited: Restricted in what they can see and do within the specified product
• Product admin: Unrestricted access to the specified product; can modify user access levels within that product
• Organization admin: Unrestricted access to all products; can promote/demote any user, including product admins and other org admins; can access and modify organization settings.

Access levels are set on a per-product basis. For example: If you’re subscribed to PI Hire and PI Design, it’s possible to be a product admin in Hire and a limited user in Design.

Exception: The organization admin is a special-case permission that grants full access to all PI products. An organization admin can only be promoted by an existing org admin.

Unsure how to use access levels? Check out our recommended access levels based on employee roles and responsibilities.

What are the default access levels for new users?

Here’s how access levels work by default:

• The first user at your company to sign up for PI (and confirm their email) becomes an organization admin.
• Any subsequent users will receive limited access by default. (This access level can be fine-tuned on a per-user basis by granting/revoking additional permissions.)

How to modify access levels

1. Log in to the PI software.
2. Click the gear icon () in the top-right of the navigation bar. 
3. You will land on the People tab within the Administration page.
4. Click “Employee Access Settings” on the left-hand side.
5. Search the name(s) or email(s) of the employee(s) whose access levels you’d like to change.
6. Select the checkbox next to each employee’s name.
7. Click the dropdown box titled “Actions.”
8. Select the PI product for which you’d like to modify access.
9. A peek panel will open titled “Change [product name] access.”
10. Click the dropdown box and select the desired access level.
11. Confirm by clicking “Save changes.”

To enable an organization admin:

1. Follow steps 1 through 4 from the directions above.
2. Search the name or email of the employee you’d like to make an organization admin.
3. Click on the person’s name.
4. You’ll land on a page titled “Edit employee details.”
5. Scroll down to the section titled “Admin permissions.”
6. Click the checkbox titled “Make organization admin.”
7. (Optional) Click the checkbox titled “Make cognitive admin.”
8. Confirm by clicking “Save changes.”

How to grant (or revoke) additional permissions

The Additional permissions field allows you to fine-tune a limited user’s permissions. 

To do so:

1. Log in to the PI software.
2. Click the gear icon () in the top-right of the navigation bar. 
3. You will land on the Employee directory within the Administration page.
4. Search the name or email of the employee whose permissions you’d like to customize.
5. Click on the person’s name.
6. You’ll land on a page titled “Edit employee details.”
7. Expand the section titled “Product Access.”
8. Under the “Additional permissions” header, select/deselect each permission as needed.
9. Confirm by clicking “Save changes.”

Note: Additional permissions only apply to limited users. (Admins have unrestricted access to the relevant PI product(s), while users with “no access” are fully restricted.)

Access levels overview

Below, you’ll find a breakdown of user permissions in Administration and the various PI products.

Please note: Some PI products have additional permissions specific to that product.

• “Cognitive admins” are specific to Hire.
• “Manager” permissions are specific to Perform.

Administration – Employee Directory

	Org admin	Product admin	Limited	No access
View current employees in the “employee directory”	✅	✅	✅	✅
Invite employees into the software	✅	✅	⛔*	⛔
Reinvite existing employees	✅	✅	⛔	⛔
Modify a non-admin’s access levels	✅	✅**	⛔	⛔
Modify a non-admin’s ability to activate premium PI features (e.g., activate candidates, activate teams, invite co-workers)	✅	✅**	⛔	⛔
Edit employee details (e.g., name, email address, job title)	✅	⛔	⛔	⛔
Archive employees / View archived employees	✅	⛔	⛔	⛔
Anonymize employee records	✅	⛔	⛔	⛔
View anonymized records	⛔	⛔	⛔	⛔

*Limited users can invite employees into the software by sharing a job or sharing a team.

**Product admins can only modify these permissions within their specific PI product.

Administration – Employee Access Settings

	Org admin	Product admin	Limited	No access
Access to “Employee access settings”	✅	✅*	⛔	⛔
Enable/disable third-party user access	✅	⛔	⛔	⛔
Modify an admin’s access level	✅	⛔	⛔	⛔
Modify an admin’s ability to activate premium PI features (e.g., redeem credits, activate teams, invite co-workers)	✅	⛔	⛔	⛔
Modify your own access level	⛔	⛔	⛔	⛔

*Product admins can only modify access levels within their specific PI product.

PI Hire

	Cog admin*	Org admin	Product admin	Limited	No access
Create a new job	✅	✅	✅	⛔**	⛔
Send assessments to candidates	✅	✅	✅	✅	⛔
View all jobs and candidates	✅	✅	✅	⛔	⛔
Edit or share all jobs	✅	✅	✅	⛔	⛔
View a job you have View access to	✅	✅	✅	✅	⛔
Edit a job you have Edit access to	✅	✅	✅	✅	⛔
Share a job that has been shared with you	✅	✅	✅	✅	⛔
Be promoted to cognitive admin	N/A	✅	⛔	⛔	⛔
Promote or demote cognitive admins	✅	⛔	⛔	⛔	⛔

*Cognitive admins can view and send cognitive data. They can also grant cognitive access to any employee in Hire.

**This is a default setting. Admins can toggle this permission from the Edit employee details screen.

PI Inspire

	Org admin	Product admin	Limited	No access
View all co-workers	✅	✅	✅	⛔
Send assessments to co-workers	✅	✅	⛔*	⛔
Invite co-workers into the software	✅	✅	⛔	⛔

*This is a default setting. Admins can toggle this permission from the Edit employee details screen.

PI Design

	Org admin	Product admin	Limited	No access
Create a new team	✅	✅	⛔*	⛔
Edit a team you’ve created	✅	✅	✅	⛔
Invite team members to a team you’ve created	✅	✅	✅	⛔
View all teams	✅	✅	⛔	⛔
Edit or share all teams	✅	✅	⛔	⛔
View a team you have View access to	✅	✅	✅	⛔
Edit a team you have Edit access to	✅	✅	✅	⛔
Share a team that has been shared with you	✅	✅	✅	⛔

*This is a default setting. Admins can toggle this permission from the Edit employee details screen.

PI Diagnose

	Org admin	Product admin	Limited	No access
Create a new survey	✅	✅	⛔*	⛔
View a survey you’ve created	✅	✅	✅	⛔
Edit a survey you’ve created	✅	✅	✅	⛔
View all surveys and results	✅	✅	⛔	⛔
Edit all surveys	✅	✅	⛔	⛔

*This is a default setting. Admins can toggle this permission from the Edit employee details screen.

PI Perform – Workspaces

	Org admin	Product admin	Limited	No access
Create and join workspaces	✅	✅	✅	⛔
Invite new Perform users	✅	✅	✅	⛔
Create topics and assign action items	✅	✅	✅	⛔
Enable integrations (e.g., Outlook, Slack, Asana)	✅	✅	✅	⛔

PI Perform – Feedback

	Org admin	Product admin	Limited	No access
Give and receive kudos	✅	✅	✅	⛔
Give and request 1:1 feedback	✅	✅	✅	⛔
Kick off self 360 feedback	✅	✅	✅	⛔
Kick off another employee’s 360 feedback	N/A*	N/A*	N/A*	⛔

*This action is intended for managers, and can be granted to any Perform user (regardless of access level) by toggling them as a manager in Administration.

PI Perform – Reviews

	Org admin	Product admin	Limited	No access
Submit self reviews	✅	✅	✅	⛔
Submit manager reviews	N/A*	N/A*	N/A*	⛔
Initiate and manage review cycles	✅	✅	⛔	⛔

*This action is intended for managers, and applies to any Perform user (regardless of access level) who is listed as someone else’s manager in Administration.

PI Perform – Administration & manager tools

	Org admin	Product admin	Limited	No access
Access admin console	✅	✅	⛔	⛔
View analytics	✅	✅	⛔	⛔
Manage Perform users	✅	✅	⛔	⛔
Manage all PI users	✅	⛔	⛔	⛔
View manager dashboard	N/A*	N/A*	N/A*	⛔
Enable manager assistants	N/A*	N/A*	N/A*	⛔

*These tools are intended for managers, and can be granted to any Perform user (regardless of access level) by toggling them as a manager in Administration.

Recommended access levels

Not sure what permission level to give for each product? Here’s our recommendation based on role and responsibilities:

	Product admin	Limited
Hire	Recruiters; HR leaders	Hiring managers
Inspire	Managers; HR leaders	Employees
Design	L&D leaders; HR leaders; managers	Employees
Diagnose	HR leaders	Managers
Perform	HR leaders	Employees; managers

Note: These are just recommendations. We encourage you to review each access level and choose the permissions that best align with your team’s needs.

What exactly does “no access” do?

The “no access” product permission prevents an employee from being able to use that specific product. It also prevents the employee from signing up for a free trial for a PI product your organization isn’t currently subscribed to.

If an employee has limited access to Inspire, but no access to Hire, here’s what they’ll see when they try to access Hire:

Assigning “no access” is similar to not granting access at all to a specific product. So, if you grant someone access to a product, but later decide to retract that access, you can do so by setting their access to “no access.”

Note: Want to revoke a person’s access to the entire PI platform? You can do so by archiving that employee.

FAQ

Additional support

• What is an organization admin?
• Enabling cognitive admins

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