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 an account-wide setting. Restrict access too much and you cannot collaborate effectively with the people who contribute to your team's success.
Aha! Ideas is where you capture feedback, uncover the best ideas, and develop customer empathy. So you want to invite the right people to the conversation. 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 idea management, reviewers who can provide insights, and viewers who can stay informed of the latest.
In this article, we will cover all of the user permission levels, the difference between the three administrator levels, and show how you can manage user permissions in your account.
Note: Aha! Ideas users are members of your team who work with you in your Aha! Ideas account. Ideas portal users are people who interact with your ideas portals to leave you feedback. This article is about permissions you can give to your team, but you can also manage ideas portal users in your portal settings.
Click any of the following links to skip ahead:
Non-admin user roles
There are four primary levels of user permissions in Aha! Ideas (though you can grant any user level administrator privileges). You can give a user different user roles in different workspaces in your account.
Permission |
Owner |
Contributor |
Reviewer |
Viewer |
Add and manage users within the workspace |
x |
|||
Create new workspaces* |
x |
|||
Create workspace-level integrations |
x |
|||
Customize workspace settings |
x |
|||
Manage ideas |
x |
x |
||
Manage segments (Advanced plan) |
x |
x |
||
Manage organizations (Advanced plan) |
x |
x |
||
Create and manage empathy sessions (Advanced plan) |
x |
x |
||
Create and manage feedback widgets (Advanced plan) |
x |
x |
||
Create workspace-level notes and whiteboards |
x |
x |
||
Create and edit personal notes and personal whiteboards |
x |
x |
||
Share workspace notes and whiteboards |
x |
x |
||
Edit workspace notes and whiteboards |
x |
x |
x |
|
Create and edit ideas from within Aha! Ideas** |
x |
x |
x |
|
Add private portal comments |
x |
x |
x |
|
Add public portal comments |
x |
x |
x |
|
Add internal comments |
x |
x |
x |
|
Use AI to draft and improve text |
x |
x |
x |
|
Edit approval to-dos |
x |
x |
x |
|
Add proxy votes to ideas (Advanced plan) |
x |
x |
x |
|
View existing segments (Advanced plan) |
x |
x |
x |
x |
Share Aha! Ideas views as webpages |
x |
x |
x |
x |
Comment on to-dos |
x |
x |
x |
x |
Create and complete to-dos |
x |
x |
x |
x |
Create reports |
x |
x |
x |
x |
Be added as a watcher on records |
x |
x |
x |
x |
Be assigned to ideas |
x |
x |
x |
x |
Create and edit personal notes and personal whiteboards |
x |
x |
x |
x |
*New workspaces can be added by owners using the + icon located on the upper-right side of the toolbar and can be created anywhere in the workspace hierarchy that the owner has visibility. Customization administrator access is required to edit the workspace hierarchy.
**Reviewers can create ideas and edit only their own ideas.
Administrator roles
Administrator roles give users the ability to edit various account-level settings. Admins are a secondary user role, which means that you can give any user in your account admin permissions, including users without permissions to see any workspaces in your account.
Administrators can also view and edit every report in the account, even those that have been set as View only. This way administrators can audit and organize the views that are saved in their Aha! Ideas account.
There are three different administrator access levels. Any user with administrator-level permissions can create an account-level integration.
Account: Account admins can access the account settings, such as the account profile.
Billing: Billing admins can access the 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 admins can access account-level customizations such as ideas portals (and ideas portal settings), scorecards, and workspace hierarchy.
Permission |
Account |
Billing |
Customization |
Change the account profile |
x |
||
Adjust security settings |
x |
||
Implement account-level single sign-on (SSO) |
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 custom statuses and workflows |
x |
||
Manage workflow approval groups |
x |
||
Create custom scorecards |
x |
||
Create and manage tags |
x |
||
Create and manage custom fields |
x |
||
Create and manage custom record layouts |
x |
||
Create and configure ideas portals |
x |
||
Access the recycle bin |
x |
User permissions across the workspace hierarchy
If you have a workspace hierarchy set up in Aha! Ideas with at least one workspace line and a child workspace, then the following also applies. 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 the permissions and profiles of your users. Here, you can also choose to Disable or Delete a user.
Disabled users do not count as paid seats and can be reactivated later. Disabling a user does not remove records they have created.
Deleted users are removed permanently from the list of users. Deleting a user does not remove records they have created.
Default user permissions
Account administrators can set default user permissions for new users. Once set up, default permissions will be preselected for new users as a starting point 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. Then select the permissions you would like set as a default starting point for new users and click Save. Once saved, the default permissions will be preselected when you add new users.
Users with no permissions
If a user logs into Aha! Ideas but does not have access to any workspaces in your account, they will instead see a notifications page with a list of account administrators who will be able to update their user permissions.
Bulk edit users
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. You can bulk edit whether users' notifications are enabled, whether the users themselves are enabled, and which user permission level the users should have per workspace.
Export user information by CSV
Billing administrators can export a complete list of users in their account to a CSV file for better visibility and monitoring of the Aha! Ideas 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 that added the user, and user roles by workspace line and workspace.
Aha! Ideas billing plans
There are two Aha! Ideas billing plans: Essentials and Advanced.
In the Essentials plan, you get access to unlimited ideas portals, ideas portal users, voting, comments, ideas management, custom branding, list reports, single sign-on (SSO) integrations, and Aha! Ideas integrations.
In the Advanced plan, you also get access to advanced features such as empathy sessions, portal language controls, in-app community feedback, advanced reporting, proxy voting, and custom ideas portal domains.
In either billing plan, you pay per Aha! Ideas account user seat and may add unlimited ideas portal users without charge.
Sign up or upgrade your plan under Settings ⚙️→ Account → Billing.