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Understanding access levels

Explore user permissions in The Predictive Index. Learn how to set employee access levels for PI products and protect sensitive data.

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

  • Admin (aka "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:

How to modify access levels

You can modify access levels in 2 different ways: per individual, or in bulk.

To modify access levels for an individual:

  1. Log in to the PI software.

  2. Click the gear icon () in the top-right of the navigation bar.

  3. Click "Employee Access Settings" on the left-hand side.

  4. Search for the employee whose access levels you’d like to change.

  5. Click on the employee's name.

  6. You'll land on their "Edit employee details" page.

  7. Scroll down to the "Software access" section.

  8. Select the "Grant software access" or "Re-enable software access" checkbox (if not already enabled).

  9. Click the "Access Level" dropdown for a specific product.

  10. Assign the user an access level (if you'd like them to have access to it). You can select either "Limited" (which grants limited access to that product) or "Admin" (which grants full access to that product).

    Tip: Looking to make this user an organization admin? Select the "Make this employee an Organization Admin" checkbox above the product access panel, then hit "Save changes."
    ​

  11. If you'd prefer the employee not to have access to a particular product, select "No Access." (If a person's access level says "--" for a specific product, that also means they have no access.)

  12. While granting access to various PI products, you can also enable "additional permissions," such as the ability to create jobs (in Hire) or send assessments to co-workers (in Inspire).

    Note: By default, limited access in Diagnose allows for the ability to create surveys. Likewise, limited access in Perform allows for the ability to create workspaces. These permissions cannot be customized.

  13. When satisfied with an employee's access levels, confirm by hitting "Save changes."

To modify access levels for employees in bulk:

  1. Log in to the PI software.

  2. Click the gear icon () in the top-right of the navigation bar.

  3. Click "Employee Access Settings" on the left-hand side.

  4. Search for an employee whose access levels you’d like to change.

  5. Select the checkbox next to the employee's name.

  6. (Optional) Repeat for any additional employees whose access levels you'd like to change.

  7. Click the dropdown box titled "Actions."

  8. Click "Update software access" from the dropdown options.

  9. A panel will open titled "Update software access."

  10. Make the desired access level changes for these employees.

  11. Confirm by clicking "Update software access."

To enable an organization admin:

  1. Go to the Employee Access Settings page.

  2. Search for 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 "Software access."

  6. Click the checkbox titled "Make this employee an Organization Admin."

  7. (Optional) Click the checkbox titled "Also give Cognitive Admin access."

  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 for 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. Scroll down to the section titled “Software access.”

  8. Under the “Additional permissions” header, select/deselect each permission as needed.

    Note: By default, limited access in Diagnose allows for the ability to create surveys. Likewise, limited access in Perform allows for the ability to create workspaces. These permissions cannot be customized.

  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.)

Exception: Admins do not automatically have cognitive access. Limited users and admins alike can only be granted cognitive access by a cognitive admin.

How to grant cognitive access to an employee

  1. Make sure you are a cognitive admin. (Otherwise, you will not be able to grant cognitive access.)

  2. Go to the Edit employee details page of the employee to whom you'd like to grant cognitive access.

  3. Scroll down to the "Software access" section.

  4. Verify that the employee has access to Hire. (If they do not, you will want to first grant them access, either as a "limited" user or as an "admin.")

  5. Provided they have Hire access, you should see the option "Has cognitive access" under "Additional permissions. Select that checkbox.

  6. Confirm by hitting "Save changes."

This employee will now have access to cognitive data in Hire.

Note: Cognitive access only applies to candidates in PI Hire. Granting cognitive access does not allow the employee to view cognitive data for other employees at the organization.

Exception: If an employee has completed the PI Cognitive Assessment as an internal candidate in Hire, the person with cognitive access may be able to see that data if they also have access to view that job.

Therefore, Hire admins with cognitive access can see all cognitive data, including any internal candidates. Limited users with cognitive access can only see cognitive data for jobs they have access to see.

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

✅

✅

⛔

⛔

Resend software invitations

✅

✅

⛔

⛔

Edit employee details (e.g., name, email address, job title)

✅

⛔*

⛔

⛔

Upload an organization file

✅

⛔

⛔

⛔

Bulk-send the Behavioral Assessment to employees (done via org upload)

✅

⛔

⛔

⛔

Archive employees / View archived employees

✅

⛔

⛔

⛔

Anonymize employee records

✅

⛔

⛔

⛔

View anonymized records

⛔

⛔

⛔

⛔

*The ability to edit employee details is off by default, but can be toggled on by an organization admin.

Administration – Employee Access Settings

Org admin

Product admin

Limited

No access

Access to “Employee access settings”

✅

✅*

⛔

⛔

Enable/disable third-party user access

✅

✅

⛔

⛔

Promote/demote organization admins

✅

⛔

⛔

⛔

Grant/revoke product admin, limited, or no access

✅

✅*

⛔

⛔

Modify "additional permissions" for limited users (e.g., create a job, send assessments, create a team)

✅

✅**

⛔

⛔

Modify your own access level

⛔

⛔

⛔

⛔

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

**Product admins can only modify these permissions 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

✅

⛔

⛔

⛔

⛔

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

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

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. To restrict which co-workers limited users can see in Inspire, modify your organization's behavioral data permissions.

**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

✅

✅

✅

⛔

Add any team member 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.

**This is a default setting. To restrict which team members limited users can see in Design, modify your organization's behavioral data permissions.

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 workspaces

✅

✅

⛔*

⛔

Join workspaces

✅

✅

✅

⛔

Invite new Perform users

✅

✅

✅

⛔

Create topics and assign action items

✅

✅

✅

⛔

Enable integrations (e.g., Outlook, Slack, Asana)

✅

✅

✅

⛔

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

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.

Example: If an employee has limited access to Inspire, but no access to Hire, they'll see the message "You are trying to access an account that you don't have proper permissions to view," along with this screen:

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.

FAQs

What's the easiest way to see someone's access levels?

The easiest way is from the Employee access settings page within Administration. To get there:

  1. Click the gear icon () in the top-right of the navigation bar.

  2. Select "Employee access settings" on the left-hand side.

Once on the page, you can see which people have access to different PI products, along with their specific access levels.

I can’t see or grant “full” access permissions. Why?

To streamline permissions, full access has been deprecated from the PI software.

In place of full access, we recommend you grant either limited access or admin privileges based on our suggested access levels.

I don't see a "product admin" option under "Software access," only "admin." Why?

The "admin" access under "Software access" in the Edit Employee Details page is shorthand for the "product admin" option. These options are one and the same.

Note: "Admin" or "product admin" access is not to be confused with "organization admin" access. Unlike product admin access, which grants full privileges to a single PI product, org admin access grants full privileges to all PI products along with exclusive privileges such as archiving employees and anonymizing data.

I can’t view or edit a certain Job in PI Hire. How do I get access?

To view or edit a particular Job in PI Hire, you must either:

  • Ask an admin to share the Job with you with either View or Edit access. (This will only give you access to this particular Job.)

What permissions do third-party users have?

Learn more about third-party permissions.

How do I remove a person's access to a specific product?

To remove someone's access to a particular product, set their access level to "no access."

If someone has "no access" to all the products, can they still log in?

Yes. Someone with "no access" still has PI software credentials, and can still view the employee directory.

To learn how to revoke someone's PI software access altogether, click here.

How do I remove a person's access to the PI software?

Learn how to revoke an employee's PI software access.

The “additional permissions” checkboxes are greyed out. Why?

Additional permissions can only be applied to limited users. Learn how to grant limited access.

Is it possible to modify "additional permissions" for employees in bulk?

No, it is not currently possible to modify additional permissions in bulk.

Additional support

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