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 five 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
• Full: Generally unrestricted 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.

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.”

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.
• “Full” permissions are specific to Design and Diagnose. (We will be phasing out this permission level in the future.)

Administration – Employee Directory

*Full permissions are specific to Design and Diagnose.

**Full and 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

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

PI Hire

*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

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

PI Design

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

PI Diagnose

Recommended access levels

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

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

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 don’t see full access for PI Hire or PI Inspire. Why? 

To streamline permissions, full access has been phased out of PI Hire and PI Inspire. 

In place of full access, we recommend you grant either limited access or admin privileges based on the following criteria:


PI Hire

– Limited: (Recommended for hiring team.) Has access to Hire, but can only see Jobs shared with them.

– Admin: (Recommended for recruitment team.) Has full visibility and edit access to all Jobs and Candidates.


PI Inspire

– Limited: (Recommended for non-managers.) Can invite users, but can’t edit other users’ information or access.

– Admin: (Recommended for managers.) Can invite users and manage user access.

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:

– Be given admin privileges by an existing admin. (This will let you view and edit all Jobs.)

– 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 revoke someone’s PI software access, archive that employee.

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

To revoke someone’s PI software access, archive that employee.

Additional support

• What is an organization admin?
• Enabling cognitive admins