If you would like to evaluate Guides and Surveys, please reach out to a member of your account team or fill out this form to be connected with a Fullstory team member.
Who can use this feature?
- Part of Guides and Surveys, an add-on for Business, Advanced, and Enterprise plans.
- Requires an Admin, Architect, or Standard role to configure.
Guides and Surveys is in active development. Product functionality and documentation may change without notice.
Admins choose which teammates can work in Guides and Surveys by assigning each teammate a Guides and Surveys role. A teammate's Fullstory user role determines which Guides and Surveys roles are available to them.
This lets you limit Guides and Surveys to the teammates who manage content, even if more of your team uses Fullstory analytics. Restricting access helps prevent untrained teammates from publishing content to your end users by mistake and keeps survey responses and exports, which may include sensitive information, limited to the right people.
This article covers the following:
- Guides and Surveys roles
- Available roles by Fullstory role
- Default access
- Assign a Guides and Surveys role
- Guides and Surveys tasks
- Umbrella accounts
- Frequently Asked Questions
Guides and Surveys roles
Each teammate has one Guides and Surveys role. The role determines what they can do in Guides and Surveys.
- No Access: Can't open Guides and Surveys or view its content, reports, or survey responses. Guides and Surveys doesn't appear in the Fullstory sidebar.
- Editor: Can create, publish, and delete content, add or edit themes, access reporting, and create or update user segments. Can't delete themes or access Guides and Surveys settings. Can clone content to other Fullstory accounts only if they also have access to those accounts (applies to Umbrella management).
- Admin: Everything included in Editor, plus access to Guides and Surveys settings and deleting themes. In accounts without Umbrella management, Admins can also set a default theme and change Security and Privacy settings. In Umbrella accounts, only Global Admins can do these tasks.
- Global Admin: Available only in Umbrella accounts, where Umbrella Managers always have this role. Everything included in Admin, plus Security and Privacy settings. Can set a default theme, make themes available in other Fullstory accounts in the Umbrella, and clone content across the Umbrella. See Umbrella accounts for more details.
For a task-by-task comparison, see Guides and Surveys tasks.
Available roles by Fullstory role
Which Guides and Surveys roles a teammate can have depends on their Fullstory role.
| Fullstory role | Available Guides and Surveys roles | Default for new users | Can an Admin change it? |
|---|---|---|---|
| Guest | No Access | No Access | No |
| Explorer | No Access | No Access | No |
| Standard | No Access or Editor | No Access | Yes |
| Architect | No Access or Editor | No Access | Yes |
| Admin | No Access or Admin | Admin | Yes |
| Umbrella Manager | Global Admin | Global Admin | No |
Default access
The Guides and Surveys role your existing teammates start with depends on whether your account already had Guides and Surveys when Guides and Surveys roles were introduced:
- Accounts that already had Guides and Surveys: Existing Standard and Architect users kept their access with the Editor role, so no one lost access unexpectedly.
- Accounts that add Guides and Surveys later: Existing Standard and Architect users start with No Access. An Admin must assign the Editor role before they can use Guides and Surveys.
New Standard and Architect users start with No Access, whether they join by invite, SSO just-in-time (JIT) provisioning, SCIM, or a seat request. New Admins start with the Admin role.
Tip: When you add teammates who will manage guides or surveys, assign them the Editor role.
Assign a Guides and Surveys role
Admins can change a teammate's Guides and Surveys role from the Users page. Each teammate's current role appears in the Guides and Surveys Role column.
To change one teammate's Guides and Surveys role:
- Go to Settings > Account Management > Users.
- Find the teammate, click the (⋮) menu on their row, and select Edit user.
- In the Assign Guides and Surveys role field, select a role.
- Click Save.
To change the role for several teammates at once, select their rows on the Users page, click Edit user above the table, and choose a role in the Assign Guides and Surveys role field.
Note: If your account uses SCIM or SSO role mapping, your identity provider (IdP) controls each teammate's Fullstory role, and that role is locked in Fullstory. The Guides and Surveys role isn't set by your IdP, so Admins still assign it in Fullstory.
Guides and Surveys tasks
The following table shows which Guides and Surveys tasks are available to each Guides and Surveys role.
| Guides and Surveys task | No Access | Editor | Admin | Global Admin1 |
|---|---|---|---|---|
| Create or update content | ✘ | ✔ | ✔ | ✔ |
| Publish or unpublish content | ✘ | ✔ | ✔ | ✔ |
| Delete content | ✘ | ✔ | ✔ | ✔ |
| Add or edit themes | ✘ | ✔ | ✔ | ✔ |
| Delete themes | ✘ | ✘ | ✔2 | ✔ |
| Access reporting | ✘ | ✔ | ✔ | ✔ |
| Create or update user segments | ✘ | ✔ | ✔ | ✔ |
| Access Guides and Surveys settings | ✘ | ✘ | ✔ | ✔ |
| Access Guides and Surveys Security and Privacy settings | ✘ | ✘ | ✔2 | ✔ |
| Set a default theme | ✘ | ✘ | ✔2 | ✔ |
| (Umbrella accounts) Make themes available in another Fullstory account | ✘ | ✘ | ✘ | ✔ |
| (Umbrella accounts) Clone content to another Fullstory account | ✘ | ✔3 | ✔3 | ✔ |
2 In Umbrella accounts, only Global Admins can do this task.
3 Only to Fullstory accounts in the Umbrella that the user has been added to.
Umbrella accounts
For organizations using Umbrella management, Guides and Surveys provides additional capabilities for managing content and themes across multiple Fullstory accounts.
Note: In Guides and Surveys, "spaces" refer to the Fullstory accounts within your Umbrella. Guides and Surveys spaces are distinct from spaces in Fullstory. If you see a destination space option when cloning content, it represents the Fullstory accounts you can access.
Users who belong to multiple Fullstory accounts within an Umbrella can clone guides and surveys content across those accounts. When cloning, they will see an option to select a destination space, which represents the Fullstory accounts they have access to.
Umbrella Managers (also known as Umbrella Admins) always have the Global Admin role in Guides and Surveys. This role has expanded capabilities beyond the Admin role:
- Clone content to all Fullstory accounts in the Umbrella, not just accounts they have been individually added to.
- Set a default theme.
- Make themes available in other Fullstory accounts within the Umbrella by using the Settings option when editing a theme.
- Access Security and Privacy settings.
Frequently Asked Questions
Will existing teammates lose access?
If your account already had Guides and Surveys when Guides and Surveys roles were introduced, no. Existing Standard and Architect users kept their access with the Editor role, and Admins have the Admin role. New Standard and Architect users start with No Access. See Default access for details.
Why can't I change the role for Explorers, Guests, or Umbrella Managers?
These Guides and Surveys roles are fixed by the Fullstory role. Explorers and Guests don't have access to Guides and Surveys, so their role is always No Access. Umbrella Managers always have the Global Admin role. To give an Explorer or Guest access to Guides and Surveys, first change their Fullstory role to Standard or Architect, and then assign the Editor role.
Can I set a role on a pending invite?
No. While an invite is pending, the Guides and Surveys Role column shows the default role for the invited person's Fullstory role. You can change their Guides and Surveys role after they accept the invite.
Does SCIM or SSO set the Guides and Surveys role?
No. When you use SCIM or SSO role mapping, your identity provider controls each teammate's Fullstory role. The Guides and Surveys role stays editable in Fullstory, and Admins assign it from the Users page. See Assign a Guides and Surveys role.
Who can access Guides and Surveys settings?
Teammates with the Admin or Global Admin Guides and Surveys role. Teammates with the Editor role can't access Guides and Surveys settings.
Why do some of my users have access to spaces in Guides and Surveys and what do they do?
In Guides and Surveys, "spaces" map to Fullstory accounts for customers that have Umbrella management with multiple accounts. Guides and Surveys spaces are distinct from spaces in Fullstory. See Umbrella accounts for more information about Umbrella management with Guides and Surveys.