GA4 User Roles & Permissions: Setup Guide

Google Analytics 4 (GA4) has revamped user access management. Here's what you need to know:

5 main user roles: Administrator, Editor, Marketer, Analyst, Viewer
Permissions are tiered: Account-level and Property-level
Cost and revenue data can be restricted
User groups simplify permission management

Quick role comparison:

Role	User Management	Edit Settings	Manage Audiences	Create Reports	View Reports
Administrator	✓	✓	✓	✓	✓
Editor	✗	✓	✓	✓	✓
Marketer	✗	✗	✓	✓	✓
Analyst	✗	✗	✗	✓	✓
Viewer	✗	✗	✗	✗	✓

Key tips:

Give users only necessary permissions
Review access regularly
Keep records of user roles
Use GA4 API for advanced management
Connect with external login systems for better security

This guide covers everything from setting up roles to solving common permission problems.

GA4 user roles explained

GA4 has five user roles. Each comes with its own set of permissions. Let's break them down:

Administrator: The Boss

Admins run the show. They can:

Manage everything
Add or boot users
Assign roles
Set data limits

They're the GA4 account's big cheese.

Editor: The Tweaker

Editors have power, but can't touch users. They can:

Change account or property settings
Create goals, custom dimensions, and metrics
Adjust data collection

Think analytics managers or lead marketers.

Marketer: The Audience Whisperer

Marketers focus on audiences and events. They can:

Create and manage audiences
Set up conversions
Define custom events

Perfect for growth hackers and CRO pros.

Analyst: The Data Diver

Analysts dig into data without changing settings. They can:

Access all reports
Create and share custom reports and dashboards
Collaborate on shared stuff

Ideal for data nerds and insights teams.

Viewer: The Looker

Viewers get the basics. They can:

View standard reports
See settings (but not change them)

Great for stakeholders who need insights but shouldn't touch anything.

Here's a quick comparison:

Role	User Management	Edit Settings	Manage Audiences	Create Reports	View Reports
Administrator	✓	✓	✓	✓	✓
Editor	✗	✓	✓	✓	✓
Marketer	✗	✗	✓	✓	✓
Analyst	✗	✗	✗	✓	✓
Viewer	✗	✗	✗	✗	✓

Roles stack up. Each role can do what the ones below it can, plus extra. An Editor can do everything a Marketer, Analyst, and Viewer can, and then some.

When handing out roles, think about what people do and how much they know about analytics. Your intern might just need to look, while your data guru could use more power.

GA4 permission levels

GA4 uses a tiered system for permissions. Here's how it works:

Account-level permissions

These are the big guns. They cover everything in a GA4 account:

Manage all properties
Add or boot users across properties
Tweak account-wide settings

Think of a marketing agency juggling multiple client sites. They'd need this level of access.

Property-level permissions

These are more focused. They apply to single websites or apps in a GA4 account:

Manage settings for one property
Create and edit that property's reports
Access its data streams

Picture a content manager keeping tabs on the company blog. They'd likely have this type of access.

How permissions flow

GA4 permissions work top-down:

Account-level permissions cover everything below
Property-level permissions can limit access, but not expand it

Here's a quick look at how it works:

Permission Level	Affects Account	Affects All Properties	Affects Specific Property
Account	Yes	Yes	Yes
Property	No	No	Yes

This setup allows for flexible management. A CMO might have full account access, while marketing managers get property-level access for their campaigns.

Pro tip: You can't give more permissions at a lower level than what's granted above. If someone's a 'Viewer' at the account level, they can't be an 'Editor' for a specific property.

Limiting access to cost and revenue data

GA4 lets you protect sensitive financial info. Here's how to restrict access to cost and revenue data:

Hiding cost data

To block users from seeing cost info in reports:

Open Admin panel in GA4
Go to User Management settings
Pick the user or group to restrict
Use the "No Cost Metrics" restriction

This hides all cost-related metrics in reports, explorations, audiences, insights, and alerts.

Hiding revenue data

To keep revenue info from certain users:

Access Admin panel
Go to User Management
Choose user or group to restrict
Use "No Revenue Metrics" restriction

This blocks access to revenue metrics in all GA4 features.

"GA4 data restrictions work top-down. 'No Cost Metrics' at the account level means users can't see cost metrics for any property in that account", says Sarah Chen, Data Analytics Lead at TechCorp.

Remember:

Apply restrictions at account or property level
They affect all lower access levels
Can't remove inherited restrictions at lower levels

Review user permissions often. Monthly audits help ensure only needed access is given.

Pro tip: Test new data restrictions in a separate view first. This stops accidental data exposure.

How to set up user roles: Step-by-step

Setting up user roles in GA4 is crucial. Here's how to do it:

1. Open the Admin panel

Go to analytics.google.com and click the "Admin" gear icon in the bottom left.

2. Find user management settings

Look for "Account Access Management" or "Property Access Management" in the Admin panel.

3. Add new users

Click the blue plus icon, select "Add users", and enter email addresses. Don't forget to check "Notify new users by email".

4. Assign roles and permissions

Choose roles for each new user:

Role	Permissions
Administrator	Full control
Editor	Edit property settings
Marketer	Manage audiences and events
Analyst	Create and edit certain assets
Viewer	View and analyze data only

Set data restrictions if needed.

5. Change existing user permissions

Go to Access Management, find the user, modify permissions, and save.

6. Remove users

Find the user in Access Management, click the three dots, and choose "Remove access".

"Grant only necessary access levels. Review permissions regularly", says Sarah Chen, Data Analytics Lead at TechCorp.

Remember: The last Admin can't delete themselves, and removing a user from a source property affects linked subproperties too.

Setting up and using user groups

User groups in GA4 make managing access a breeze. Here's the lowdown:

Why use user groups

User groups are a game-changer for permission management. Instead of assigning permissions one by one, you can set them for entire groups at once. It's a lifesaver for big organizations with complex structures.

Creating a user group

Here's how to create a user group in GA4:

Log into Google Analytics
Click the Admin gear
Choose "Account Access Management" or "Property Access Management"
Click the '+' sign
Select "Add user groups"
Name your group and give it a description
Hit "CREATE"
Set permissions and click "ADD"

Adding users to groups

Got your group? Great! Now let's add some members:

Head to Admin and pick Account or Property
Find your user group
Click "Members" then the '+' sign
Type in the email addresses of users you want to add
Click "ADD" and save

Setting group permissions

Need to tweak those permissions? Here's how:

Go to Admin and choose Account or Property
Find your user group
Click "More" then "View group's organization details"
Hit "Members" and click '+'
Add users or other groups
Set the permissions you want

"Keep a tight leash on your permissions. Make sure your GA user list is up-to-date and only give people what they absolutely need", says a Google Analytics pro.

Tips for good GA4 user management

Managing user roles in GA4 isn't rocket science. But it's crucial for data security and team efficiency. Here's how to nail it:

Give only necessary permissions

Don't go wild with admin access. Match permissions to job needs:

Viewers for report readers
Analysts for data crunchers
Marketers for the marketing crew

This keeps your data safe and prevents accidental mess-ups.

Check access regularly

Set a reminder to review user access every few months. Why? To:

Boot out ex-employees
Update permissions for job changes
Spot any weird access patterns

"Review your GA user list at least every 12 months. It's a simple task that goes a long way in keeping your account secure." - GA Expert

Keep records of user roles

Track who has what access and why. A simple spreadsheet works:

User Email	Role	Reason for Access	Date Added	Last Review Date
jane@company.com	Analyst	Monthly reporting	2023-01-15	2023-07-15
team@agency.com	Viewer	External partner	2023-03-01	2023-07-15

This helps you manage access like a pro and spot outdated permissions fast.

Pro tip: Use company accounts for external partners (like agency@yourcompany.com). It's easier to manage when people come and go.

Fixing common permission problems

Managing GA4 user roles can be tricky. Here's how to solve the most common issues:

User can't see certain reports

If someone can't access needed reports:

Check their role. Does it fit their job?
Are they using the right Google account?
Are they in the correct GA4 property?

If these don't work, tell them to hit "Request Access" and let you know.

Unexpected data limits

Users hitting data walls? Try this:

Review account and property permissions
Check for data-blocking filters
For cost/revenue issues, verify proper access

Permission conflicts

When permissions clash:

Look for overlaps across levels (account, property)
Remember: Account-level trumps property-level
Use this conflict-spotting table:

Level	Access	Overrides
Account	Edit	Everything below
Property	Read & Analyze	View-level only
View	Most limited	None

Advanced user management methods

For big organizations or complex setups, GA4 has some cool tricks up its sleeve for managing users.

Using GA4 API for user management

Want to automate user management? The GA4 Admin API's got your back. Here's how:

1. Set up API access:

Create a Google Cloud project
Turn on the GA4 Admin API
Set up a service account with the right permissions

2. Use Python to manage users:

# Quick example: Adding a user
def add_user_to_property(property_id, email, role):
    user_link = {
        'emailAddress': email,
        'directRoles': [role]
    }
    request = service.properties().userLinks().create(
        parent=f'properties/{property_id}',
        body=user_link
    )
    response = request.execute()
    return response

3. Use the right API endpoint:

For adding users to properties, it's https://analyticsadmin.googleapis.com/v1beta/{property_resource_name}/userLinks.

Managing many users at once

Need to add a bunch of users? Try this:

Go to "Account Access Management" in GA4
Click the blue plus icon
Add multiple emails and roles in one go

Or, check out miniOrange's SSO for GA4:

Upload users in bulk with CSV files
Works with ADFS and Microsoft Active Directory
Plays nice with Okta and OneLogin

Want to beef up security and make access easier? Connect GA4 to your identity management tools:

Set up Single Sign-On (SSO):
- miniOrange offers ready-to-use SSO for GA4
- Make sure it works with your current identity provider
Set up user authentication:
- Link external roles to GA4 permissions
- Automatically add users based on your org structure
Keep credentials safe:
- Use AES encryption for storing user info
- Keep an eye on access logs

Conclusion

Managing user roles and permissions in GA4 is key for data security. Here's how to do it right:

Give users only the permissions they need. New users? Start with Read & Analyze at the view level.
Check user access regularly. Quarterly works for most, monthly if you've got lots of users with wide permissions.
Keep a log of who has what role. It's a lifesaver when tracking changes.
Limit access to sensitive stuff like cost and revenue data. Only give it to those who really need it.
Have at least two admins. It's your safety net for account recovery.
Use GA4's Change History feature. It's great for tracking who changed what, especially with multiple editors.
Remember the Trash Can. You've got 35 days to restore deleted accounts, properties, or views.

FAQs

What are the user roles in GA4?

GA4 has 5 user roles:

Administrator: Full control, including user management
Editor: Changes settings and data, can't manage users
Marketer: Handles audiences, conversions, and events
Analyst: Views data, creates reports
Viewer: Basic report access

Administrators have the highest access level, Viewers the lowest.

To give someone admin access:

Go to Admin
Click Access Management (Account or Property)
Hit the + button
Choose "Add users"
Enter the user's Google Account email
Select Administrator role
Click "Add"

What's the difference between admin and editor in GA4?

The key difference? User management.

Admins can add, remove, and manage users. Editors can't.

Both roles can handle accounts, properties, views, and goals. Editors have full data access and can tweak most settings.

What are the different permission levels in GA4?

GA4 has two main permission levels:

Account-level
Property-level

Account-level applies to all properties in an account. Property-level is specific to individual properties.

How do I add users to Google Analytics 4?

To add users:

Sign in to Google Analytics
Go to Admin
Click Access Management (Account or Property)
Hit the + button
Pick "Add users"
Enter the user's email
Choose their role
Click "Add"