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Understanding access levels

Understanding access levels

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

Updated over a week ago

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:

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.

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 is being 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.
​
Any users who have existing full access (i.e., in Design or Diagnose) will be transitioned to limited access in early 2025.

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.

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

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

Additional support

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