How teams work
Teams let multiple people work on the same UserTrail site without sharing one login. Each user should have their own account so access can be managed safely.
Use teams when:
- a marketer needs to review heatmaps
- a product manager needs session replay
- a developer needs to debug friction events
- a client needs read-only report access
- an agency manages analytics for several websites
Team access is managed per site. A user can have access to one site without having access to every site in the account.
Open team settings
Open the site in the dashboard and choose Team. From there you can review existing members and invite new users.
If the Team option is not available, you may not have permission to manage users for that site.
Invite a user
To invite a teammate:
- Open the site's Team page.
- Enter the user's email address.
- Choose a permission level.
- Send the invitation.
The invited user receives an email with a link to join. If they already have a UserTrail account, they can log in and accept the invite. If they do not have an account, they may need to create one first.
Choose permissions
Choose the lowest permission level that gives the user what they need.
Common permission patterns:
- Read: view dashboards, reports, sessions, heatmaps, funnels, forms, journeys, and surveys.
- Write: make changes to analytics objects or settings where allowed.
- Admin: manage higher-impact site access and configuration.
Use read access for clients or stakeholders who only need reports. Use admin access only for people who should manage the site.
Pending invitations
Invitations may remain pending until the recipient accepts. If the user cannot find the invitation:
- ask them to check spam or promotions folders
- confirm the email address was typed correctly
- resend the invitation if needed
- remove old duplicate invitations
Pending invitations should be reviewed regularly so access lists stay clean.
Remove or change access
When a teammate changes role or no longer needs access, update their permission or remove them from the site.
Remove access when:
- a contractor finishes work
- a client relationship ends
- an employee leaves
- a user only needed temporary access
- a shared mailbox was invited by mistake
Avoid leaving old users with access to session recordings or private analytics.
Team access and privacy
Session replay and heatmaps can reveal sensitive user behaviour even when masking is enabled. Only invite people who need access to the data.
Before adding users, consider:
- whether they need recordings or only summary reports
- whether the site contains sensitive flows
- whether the user should manage settings
- whether client access should be read-only
Best practices
- Do not share logins.
- Give each person their own invite.
- Use read-only access for most report viewers.
- Review team members periodically.
- Remove users promptly when access is no longer needed.
- Keep admin access limited.
Troubleshooting team invites
If an invitation does not work:
- confirm the invitation is still pending
- check that the user is opening the latest invite email
- ask the user to log in with the invited email address
- resend the invite if it expired or was lost
- remove and recreate the invite if the wrong email was used
If the invited user can log in but cannot see the site, confirm they accepted the invitation and that their permission was saved correctly.