The article outlines Gallup Access roles, distinguishing client roles (organization-wide) and project roles (survey-specific). Key roles include System Administrator (full access), Advanced Data User, Project Administrator, Manager, and Survey Creator, with some roles limited by seat availability. Only System Administrators can assign or modify roles via Administration Tools User Management. Team roles control access to team data. For role limits or availability, contact your Gallup administrator.
Note: Not all roles may be available depending on your organization's subscription.
Sections in this article
Roles Reference Table
| Role | Description | Client Role Only |
|---|---|---|
| Advanced Data User | View reports for all teams, including private questions and variables. Download the Aggregated Data File and view survey participation. Access the Advanced Data Tool (ADT) and Organizational Analytics Tool (OAT), as well as manager learning content. Note that this role may have limited seats available depending on your organization's size. | ✓ |
| Access Code Administrator | Access and manage all code purchases, bundles, and emails for the entire organization. | ✓ |
| Code Distributor | Manage and distribute access codes for specific bundles. Assigning a user as the Bundle Owner in Code Management grants the Code Distributor role for that specific bundle. | |
| Custom Team Administrator | View and manage all custom teams. | |
| Custom Team Creator | Create custom teams. | |
| Delegate | Same capabilities as Manager. Intended for individuals in a manager-supporting function who need access to team data but are not considered part of the team themselves. | |
| Individual Contributor | Create tasks and view tasks assigned to the individual. | |
| Manager | View-only access to survey and assessment reports, including direct and rollup reports. Create action plans and monitor or edit others' plans. Access to manager learning content. Assign at the team level to limit access to a specific manager's team (surveys must have assigned teams). | |
| Project Administrator | View reports for all teams, including private questions and variables. Reset respondents, edit surveys, and send invitations and reminders. View survey participation and access manager learning content. Assign at the survey level to limit access to specific surveys. | |
| Survey Creator | Create surveys and view survey reports. Also grants Project Administrator privileges for any surveys the individual creates. Note that this role may have limited seats available depending on your organization's size. | |
| System Administrator | Full access to view and manage all aspects of the subscription, including surveys, teams, reports, roles, and accounts. Note that this role may have limited seats available depending on your organization's size. | ✓ |
Understanding Role Levels
Roles in Gallup Access are applied at one of two levels:
- Client roles apply across all surveys, reports, teams, and assessments in your organization. Some client roles have a limited number of seats available. Roles marked with ✓ in the table above are only available as client roles.
- Project roles apply only to the report(s) for the specific survey(s) you select when assigning the role.
Note: Team roles act as labels that control team members' access to team data and reports. Learn more: Team Member Roles | Team Settings
Managing Roles
Only users with the System Administrator role can assign or modify roles. To manage roles, navigate to Administration Tools > User Management, click the user's row, and select the Roles & Privileges tab. From there you can manage both client-level and project-specific roles.
For questions about role availability or seat limits, contact your Gallup administrator.
Learn more: User Management