Users & Permissions

Manage who can access Ghost Metrics and what they can do.

Overview

Ghost Metrics provides granular permission controls so you can give team members access to exactly what they need — nothing more, nothing less. This is essential for healthcare organizations where data access must be carefully controlled.

User Roles

Ghost Metrics uses a role-based permission system. Each user is assigned a role that determines what they can see and do.

Admin

Full administrative access to assigned websites.

Can do:

• Full access to assigned websites
• Manage users for their websites (grant up to Admin level)
• Configure website settings
• Create and manage goals, funnels, etc.
• Access all reports for assigned websites
• Manage Tag Manager containers for assigned websites

Cannot do:

• Access unassigned websites
• Create new websites (contact support)
• Delete websites (contact support)

Best for: Marketing managers, department leads, account owners

Write

Can modify settings and configurations for assigned websites.

Can do:

• Access all reports for assigned websites
• Create and edit goals
• Create and edit funnels
• Create and edit custom reports
• Manage segments
• Configure tracking settings

Cannot do:

• Manage users
• Access unassigned websites

Best for: Marketing analysts, digital specialists

View

Read-only access to reports for assigned websites.

Can do:

• View all reports for assigned websites
• Export report data
• Use segments to filter data
• View heatmaps and session recordings

Cannot do:

• Modify any settings
• Create or edit goals, funnels, etc.
• Manage users

Best for: Stakeholders, executives, external partners, compliance officers

Adding a New User

1. Navigate to Administration (gear icon) → Users
2. Click Add a new user
3. Enter user details:
   • Username — Their login name
   • Email — For notifications and password reset
   • Password — Initial password (they can change later)
4. Click Create user
5. Assign website access and role (see below)

User Details

When creating a user, provide:

Assigning Website Access

After creating a user, you must grant them access to specific websites:

1. Go to Administration → Users
2. Find the user in the list
3. Click Edit or the permissions icon
4. Under Permissions, select:
   • The website(s) they should access
   • Their role for each website
5. Save changes

Per-Website Roles

A user can have different roles on different websites:

• Admin on “Main Hospital Website”
• View on “Clinic Network Roll-Up”
• No access to “Internal Dashboard”

This flexibility lets you precisely control access across your website portfolio.

Managing Existing Users

Editing User Details

1. Go to Administration → Users
2. Find the user
3. Click Edit
4. Update their information
5. Save changes

Changing Permissions

1. Go to Administration → Users
2. Find the user
3. Click the permissions icon or edit permissions
4. Add or remove website access
5. Change role levels as needed
6. Save changes

Resetting Passwords

1. Go to Administration → Users
2. Find the user
3. Click Edit
4. Set a new password, or
5. Use “Send password reset email”

Deactivating Users

When someone leaves your organization or no longer needs access:

1. Go to Administration → Users
2. Find the user
3. Either:
   • Remove all website permissions (keeps account but no access)
   • Delete the user entirely

Recommendation: Remove access immediately when team members leave your organization.

Permission Best Practices

Principle of Least Privilege

Give users the minimum access they need:

• Start with View access
• Upgrade only when needed
• Review permissions regularly

Regular Access Reviews

Schedule periodic reviews of user access:

• Who has access to what?
• Do they still need it?
• Have roles changed?

Quarterly reviews are a good starting point.

Document Access Decisions

Keep records of:

• Why each user has access
• Who approved their access
• When access was granted

This helps with compliance audits and access reviews.

Use Role-Appropriate Access

Match roles to actual job needs:

Separate Personal and Shared Accounts

Each user should have their own account:

• Never share login credentials
• Individual accounts enable audit trails
• Easier to revoke access when needed

Access for External Partners

When granting access to agencies or vendors:

Create Dedicated Accounts

• One account per person, not shared agency accounts
• Use their work email addresses
• Document the business relationship

Limit Access Appropriately

• Grant View access by default
• Only grant Write if they need to configure tracking
• Avoid granting Admin to external partners unless necessary

Set Review Dates

• Note when contracts end
• Schedule access removal
• Review quarterly at minimum

Use Descriptive Usernames

Make it clear who external users are:

• agency-name-firstname
• Include company identifier

Audit Trail

Ghost Metrics logs user activity for security and compliance:

• Login events
• Configuration changes
• Report access

Contact support if you need access to audit logs for compliance purposes.

Multi-Site Permission Patterns

Healthcare System with Multiple Facilities

Admin: Marketing leadership (all websites) Admin: Facility marketing managers (their facility only) View: Facility administrators (their facility only) View: Executive team (Roll-Up access)

Marketing Team Structure

Admin: Digital marketing director Write: Senior marketing analysts Write: Marketing specialists View: Content team, stakeholders

Agency Relationship

Admin: Internal team only Write: Agency team (specific websites only) View: Agency leadership (for reporting)

Requests Requiring Support

Some changes require Ghost Metrics support:

• Creating new websites
• Deleting websites
• Roll-Up configuration
• Advanced permission configurations

Contact Support for these requests.

Troubleshooting

User Can’t Log In

• Verify username and password
• Check if account exists
• Reset password if needed
• Verify account isn’t deactivated

User Can’t See a Website

• Check website permissions for that user
• Verify they have at least View access
• Confirm they’re looking at the right website list

User Can’t Edit Settings

• Check their role level
• View role cannot edit anything
• Write role needed for most configurations
• Admin role needed for user management

Next Steps

• Managing Websites — Add and configure websites
• Dashboard — Understand what users will see
• Contact Support — Get help with permissions