Workspaces & access
Insights shows you the data you're entitled to see — no more. That comes down to two things: which workspaces you belong to, and what your role is in the organization. This page explains both, and what to do when something you expect isn't there.
If workspaces are new to you, start with Organizations & workspaces.
The workspace switcher
At the top of the Insights menu, above the navigation, is the workspace switcher. Whatever you pick there frames everything below it:
Pick a single workspace to work inside one store, region or department. Pick All Workspaces — the default — to see them together.
"All Workspaces" means all of yours
It never means every workspace the organization owns. It means every workspace you have access to, which is why the switcher shows a count beside it. If you're on three of your company's forty workspaces, "All Workspaces" is those three.
Your choice is remembered
Insights remembers the workspace you picked. Reload the page, come back tomorrow, or sign out and back in — you land where you left off, as long as you're still in the same organization. Switch organization and the choice resets, because a workspace belongs to one organization only.
Changing workspace reloads the data behind the page; you'll see a brief "Changing active workspace" message while it does.
Why you see the data you see
Two people can open the same Insights menu and see different things. That's deliberate.
- Members see the workspaces they've been added to. A questionnaire, a campaign or a comment belonging to a workspace you're not on simply isn't in your lists — not greyed out, not empty, just absent.
- Organization administrators see every workspace in the organization by default. They don't need to be added to each one.
This holds everywhere, not just in the menus. Opening a link to a report or a questionnaire in a workspace you don't have access to takes you back to a page you can see, rather than showing you the data.
Who decides
Workspace membership is managed in the Admin Panel, under Workspaces & users. Insights doesn't grant access of its own — it reflects what's set there.
Who can see reports
Reports work differently from the rest of Insights, and it's worth knowing why.
Reports cover a whole organization. A CSAT report, a Key Driver Map or a custom dashboard rolls up every workspace at once — there's no way to narrow one to a single store the way you can narrow Raw Data. Because a report shows the whole account, it follows the same rule as the rest of the organization's administration.
A selected workspace doesn't narrow a report
If you've picked a single workspace in the switcher, a report still shows your whole organization — the filter doesn't reach it. Insights tells you so above the report when that happens, so you're never reading what look like one store's figures that are really the whole chain's. Reports will follow the workspace filter in a later release.
| You are | You see |
|---|---|
| An organization administrator | The Insights section, with every report your organization has |
| A member | No Insights section — you work in Data and Campaigns, scoped to your workspaces |
If you're a member and expect to see reports, ask an administrator of your organization to change your role. Roles are explained in Workspaces & users.
Which reports exist is a separate question
Being an administrator doesn't mean you see every report in the product — only the ones enabled for your organization. Reports are set up in partnership with your account team; see Custom reports.
A report meant for one person
Occasionally a report is set up for a single person rather than the whole organization — a dashboard built around one director's remit, say. If one has been prepared for you, you'll simply see it in the usual place, and it replaces the organization-wide version of that report for you. Everyone else keeps seeing theirs. There's nothing to switch on and nothing to choose; it's arranged with your account team.
Asking for access
If you belong to an organization but haven't been added to any of its workspaces, Insights has nothing to show you. Rather than an empty dashboard, you'll get a short screen saying No workspace access — and a button to do something about it.
Choose "Request access"
Insights emails the administrators of your organization on your behalf. You don't need to know who they are or find their address.
They get a direct link
The email takes them straight to your access settings, so granting it is a couple of clicks rather than a hunt through a user list.
You'll see the confirmation
The screen tells you how many administrators were notified. Requests are limited to one a day, so if you click again the same day it will say the request is already with them.
If there's nobody to ask
If your organization has no administrator we can reach, the screen offers a link to our support team instead — that's the one case where a ticket is the right route.
Two related screens use the same shape. If you are an administrator and the organization has no workspaces at all yet, you'll be pointed at the Admin Panel to create the first one. And if we simply couldn't load your workspaces, the screen says so rather than showing you an empty product — that's a temporary fault, so try again in a moment.
When something doesn't save
Insights tells you why a change didn't go through, because the answer decides what to do next.
- "Your role in Insights doesn't allow this." — the change is one your role doesn't cover. Retrying won't help; ask an administrator to change your role. See Who can see reports above for how roles work here.
- "This survey isn't available to you." — the survey belongs to a workspace you're not on. Ask for access.
- "Your session has expired." — reload the page and sign in again. Nothing was lost.
- "Couldn't …" with a reference — something broke on our side. The message carries a short reference code.
Send us the reference code
When a message shows a reference, include it in your support request. It points our team straight at the record of what happened, which usually turns a back-and-forth into a single reply.
You may also see a banner saying some of your data can't be loaded. Charts, comment views and saved Raw Data views can look empty while it's showing. Nothing has been deleted — it means we can't reach the service that stores them, and our team is already notified.