There is no one-size-fits-all when it comes to user permissions. Set permissions too loosely, and you risk a well-meaning teammate changing a setting across every account. Restrict access too much, and you cannot collaborate effectively with the people who contribute to your team's success.
Aha! Discovery is where you manage customer interviews, gather innovative feedback, and link insights to your product roadmap. With our sophisticated user permissions, you can have the best of all worlds: administrators with the ability to align workflows across workspaces, contributors who are fully engaged in product discovery, reviewers who can provide insights, and viewers who can stay informed about the latest updates.
You can also combine Aha! products into one account with add-on plans.
Aha! Roadmaps Premium, Enterprise, and Enterprise+ connect your Aha! Discovery account to a complete product management suite. Do everything with one tool, from crafting product strategy to launching functionality customers love.
Aha! Ideas Advanced brings greater customer insights into your strategic planning process by expanding your feedback channels.
Aha! Whiteboards Advanced is the visual space for product innovation. It provides features to help you define user flows, create mockups, and collaborate on roadmaps.
Aha! Knowledge Advanced is an AI-powered product information hub that enables you to share all your documents in a central place.
Aha! Develop Advanced brings your development teammates into your Aha! account — with their unique workflows, dedicated workspace, and shared Aha! records — so you can create a unified product development environment, no field mapping required.
Click any of the following links to skip ahead:
Non-admin user roles
There are four primary user permission levels in Aha! Discovery (though you can give any type of user administrator privileges). You can grant a user varying permission levels in different account workspaces.
Permissions |
Owner |
Contributor |
Reviewer |
Viewer |
Add and manage users within a workspace |
X |
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Customize workspace settings |
X |
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Integrate third-party messaging services like Zoom and Microsoft Teams (available in Aha! Discovery Advanced) |
X |
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Create, schedule, and host customer interviews |
X |
X |
||
Add participants |
X |
X |
||
Customize the participant database (available in Aha! Discovery Advanced) |
X |
X |
||
Send macros |
X |
X |
||
Customize email macros |
X |
X |
||
Import recordings and transcripts from popular meeting services |
X |
X |
||
Note insights after an interview |
X |
X |
||
Analyze interview transcripts with AI (available in Aha! Discovery Advanced) |
X |
X |
||
X |
X |
|||
Share insights reports |
X |
X |
||
Generate team activity reports (available in Aha! Discovery Advanced) |
X |
X |
X |
X |
View interviews |
X |
X |
X |
X |
View studies |
X |
X |
X |
X |
Administrator roles
Administrator roles give users the ability to edit various account-level settings. Administrators are a secondary user role, which means that you can give any user in your account admin permissions. (This includes users without permissions to see any workspaces or workspace lines in your account.)
There are three different administrator access roles:
Account: Account administrators can access the account settings such as the account profile.
Billing: Billing administrators can access account-level billing and user permissions. Your account must always have at least one billing administrator. You cannot delete or disable your only billing administrator.
Customization: Customization administrators can access account-level customizations such as custom fields.
Permission |
|||
Change the account profile |
X |
||
Adjust security settings |
X |
||
Implement account-level single sign-on |
X |
||
Manage external sharing |
X |
||
Monitor account activity |
X |
||
Manage users and user permissions |
X |
||
Add or remove paid seats |
X |
||
View invoices |
X |
||
Manage your workspace hierarchy |
X |
||
Create and manage custom fields |
X |
||
Create and manage custom layouts |
X |
||
Access the recycle bin |
X |
User permissions across the workspace hierarchy
If you have a workspace hierarchy set up in Aha! Discovery with at least one workspace line and a child workspace, the following also applies:
-
A user who has permission for a workspace automatically gets viewer permission for the workspace lines that this workspace is nested under. This allows the user to see the workspace line's hierarchy and strategy.
Note: The user cannot see other workspaces (even the workspace names) under the workspace line unless they have explicit permission to do so.
A user with explicit permission at the workspace line level will have that permission for all child workspaces. The only exception is if they are given more permission for a specific workspace. (They cannot be given less permission for a workspace in that line.)
Disabling and deleting users
If you are an administrator with billing permissions, you have access to Settings ⚙️ -> Account -> Billing -> Users, where you can edit your users' permissions and profiles. You can also choose to Disable or Delete a user here.
Disabled users do not count as paid seats and can be reactivated later. Disabling a user does not remove records they created.
Deleted users are removed permanently from the list of users. Deleting a user does not remove records they created.
Default user permissions
Account administrators can set default user permissions for new users. Once set up, default permissions will automatically be pre-selected for new users when you add them to your account. Then, you can further define which permissions you want a user to have before sending the new user invite. This saves you time when adding multiple users at once.
To define default permissions for new users, navigate to Settings ⚙️ -> Account -> Users and click Set default permissions. Select the permissions you would like set as a default starting point for new users and click Save. These default permissions will be pre-selected when you add new users.
Users with no permissions
If a user logs in to Aha! Discovery but does not have access to any workspaces in your account, they will see a notifications page with a list of account administrators who can update their user permissions.
Bulk edit user permissions
To bulk edit user permissions, go to Settings ⚙️ -> Account -> Users. Select the checkbox next to any name. The Bulk edit button will appear at the top of the user list.
Export user information to CSV file
Account administrators can export a complete list of users in their account to a CSV file for better visibility and monitoring of the Aha! Discovery user community. Go to Settings ⚙️ -> Account -> Users to find the Export Users button.
Exported values include first name, last name, email, last active, seat in use, whether they have administrator rights, the date the user was added to the account, the email address of the person who added the user, and user roles by workspace line and workspace.
Aha! Discovery billing plans
There are two Aha! Discovery billing plans: Essentials and Advanced.
In the Essentials plan, you get access to unlimited studies and interviews, auto-transcription of research sessions, and the ability to highlight key quotes, learnings, and insights.
In the Advanced plan, you also get AI-powered feedback analysis, the ability to customize your participant database, integrations with Microsoft Teams and Zoom, and advanced reporting on research activity.
In either billing plan, you pay for each Aha! Discovery account user seat and may invite unlimited participants to your studies without an extra charge. Sign up or upgrade your plan under Settings ⚙️→ Account → Billing.