Introduction to Umbrella Management

Available for the following Plan Types:

FullStory Enterprise

FullStory Advanced

FullStory Business

FullStory for Mobile Apps

FullStory Free

Available for the following User Roles:

Umbrella Manager

Admin

Architect

Standard

 

Introduction 

The Umbrella Management (aka “Multi-org Management”) capability is designed for FullStory customers who would like to use FullStory to capture data from multiple digital experiences while keeping the session replays and associated quantitative data from those experiences separate. The Umbrella Management feature allows you to manage FullStory user license allocations and session quotas for multiple accounts from one screen in FullStory. If you are managing FullStory for multiple clients or digital experiences, Umbrella may be the right feature for you.

How It Works

Overview:

When Umbrella Management is enabled for your account, you will be able to choose an initial group of users to serve as the Umbrella Managers. 

Umbrella Managers are granted an admin seat on all child accounts within the umbrella org, which means that they have access to all admin permissions for each child account under the umbrella. Umbrella Managers can also add accounts, remove accounts, manage which teammates have access to given accounts, allocate sessions and turn data capture on and off for given accounts.

Umbrella Managers can perform many umbrella-level tasks, including allocating a pooled bucket of sessions to different accounts on the umbrella, creating a new account, and managing which teammates have access to which accounts from the Umbrella page within FullStory Settings. 

The top box of the Umbrella page, contains all the plan information about your Umbrella, including how many sessions you have to allocate across all the FullStory accounts associated with your umbrella and which users have a seat on each account.

Note: Umbrella Managers, like account admins, have a lot of responsibility. For this reason, we recommend assigning at least two Umbrella Managers to an account.

Allocating Quota:

Quota can be allocated at any time during the month. There is no need to set your quota ahead of time and then be stuck with it. If you have any unallocated sessions, you will see a 'Remaining Sessions' section at the very bottom of the Accounts module on the Settings > Umbrella > Manage page. 

To reallocate session quota, simply click on the name of the account you'd like to update the session quota for and then click on 'Save' to apply the changes. Keep in mind, you cannot "un-allocate" or re-allocate sessions once they have been used, and you can never allocate fewer sessions than what has currently been captured for a given cycle.

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Creating a New Account

To create a new account, you must first make sure you have at least one unallocated session left under your Umbrella account. From there, click on the 'Add Account' button and enter an account name as well as how much quota you'd like to allocate to this account. Once you click 'Add,' the new account is created and should be available for you to log into. New accounts will have their own unique FullStory Snippet for you to deploy to the separate website.  

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Managing Team Members

Umbrella Managers can adjust user permissions and upgrade existing teammates’ permissions to Umbrella Manager status from the Teammates section of the Umbrella page within FullStory Settings.

To adjust a user’s permissions, find the teammate whose permissions you want to adjust, click the ‘Edit’ link to the right of their name, and select the updated role you want to place them in for each child account where they have a seat. From this section, you can also remove a user from a seat on a child account by selecting “Not a Member”. More information on FullStory permissions can be found here.

If a user does not yet have a seat on one of the accounts, you'll want to follow the steps outlined in this FAQ first. 

Creating New Umbrella Managers

To create a new Umbrella Manager at the account, click the ‘Edit’ link to the right of their name and toggle the “Umbrella Manager” role on.

Please note: If you make someone an Umbrella Manager, they will be given a seat with admin permissions on every FullStory account in your umbrella. Because Umbrella Managers have a lot of responsibilities and are critical to the success of the FullStory relationship, we recommend creating at least two Umbrella Managers for your organization.

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Removing an Account from your Umbrella

If you ever need to remove an account from your umbrella, you can do so by clicking on the name of the account you'd like to remove and then clicking on the 'Delete Account' button. You will then see a confirmation page where you can cancel or confirm the action.

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A few things to take note of when removing an account from your umbrella:

  1. This will put the account in a canceled state. You can still log into the account but capturing will be shut off.

  2. If you would like to subscribe the detached account to an individual subscription, please reach out to your Account Executive directly or our Support team here.

  3. If you would like to permanently delete the account, please reach out to our Support team here for assistance.

Frequently Asked Questions

How do I add a teammate to an account on my Umbrella if they aren't already a member?

For users that aren't already a member of an account under your Umbrella, you'll need to first invite them under the Settings > Account Management > Users page.  This will send them an email to accept the invitation. Once they have accepted this invitation to one of your Umbrella accounts, the Umbrella Manager will be able to add them to any account under the Umbrella.

How do I remove a teammate from all accounts on my Umbrella?

To remove a teammate from all accounts, you need to go to the Settings > Account Management > Users page. We first recommend removing the teammate on the Umbrella page so that they only have a seat on one FullStory account.

After doing so, you can then go to the Settings > Account Management > Users page for the sole account that this individual has a seat on and delete the user on that page. Once refreshed, that user will no longer show up on your Umbrella page, and you would need to re-invite them from the Users page (see above) if you would like to re-add them to your account.

Alternatively, you can navigate to the Settings > Umbrella > Manage > Teammates, click edit next to the user and select Not a member from the dropdown menu.

How do I add a new Umbrella Manager to the account?

Navigate to Settings > Umbrella > Manage > Teammates - find the teammate whose access you want to update, click edit and click the Umbrella Manager toggle on

An Umbrella Manager has left the organization.  How do I remove them from the account?

Navigate to Settings > Umbrella > Manage > Teammates - find the teammate whose access you want to update, click edit, and toggle the Umbrella Manager setting off. Next, select "Not a member" from the Role dropdown menu next to each account that is part of your organization's Umbrella.

Don't forget to click "Save" to preserve your changes! Once you have saved these changes, the former Umbrella Manager will be removed from all child accounts, and you will not need to go into each child account's Account Management > Users settings to remove their access.

How are seats allocated to each individual account under an Umbrella?

All accounts associated with an Umbrella will have the same number of seats available to use, depending on how many seats you purchased. For example, if your Umbrella plan includes 50 seats, this would mean that you could add up to 50 users to each individual account under your Umbrella. 

Additionally, Umbrella Admins will receive automated billing notifications, such as the notice that indicates your account is out of seats. 

How do I rename one of the accounts once I have created it?

When logged into the FullStory account you'd like to be renamed, simply navigate to the Settings > My Profile > About Me page and update the Name field.

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