User Management in Piwik PRO

Published: April 18, 2019 Updated: April 25, 2019 Author , Category Use cases

Whether it’s your website, your analytics tool, or your marketing platform, they all hold valuable information – your data. And that data requires special treatment, namely security. But protecting data is more than just secure storage and safeguarded serves. It also means managing access, making decisions about who can see or edit certain reports or a website.That’s why it’s vital to have the right user management system in place.

Piwik PRO makes it easy to set permissions for viewing and working in particular areas of your instance. We’ll walk you through all the necessary steps of the user management process.

What is User Management in Piwik PRO

User management is the capacity of administrators to manage user accounts during their life cycle. Those accounts might be tied to different IT systems, devices, applications, networks and services. Most importantly, UM is a security essential of any organization and should be your central focus when preparing your directory service.

It helps organizations manage what particular users can see and who is granted rights for editing data, websites, etc. For instance, members of the sales team don’t necessarily need access to all the reports the marketing team has.

What’s more, not everyone should have full access to edit and publish changes. You need to follow a set review process before certain information appears publicly. This is a must for ensuring the overall protection and safety of handled resources.

Finally, the settings in Piwik PRO User Management enable you to apply more granular permissions. You can make adjustment not only at the general access level, but you can authorize access to individual websites on your instance.

Adding a new user

You can add as many users as you wish with practically no hassle. First, sign in to the Piwik PRO Analytics Suite. Then go to the Administration panel. Under the Users tab you have a list of all users, and at the end you’ll see the Add new button.

Next, enter the user’s email address and set a password.

Voila! The new account is ready.

Setting up permissions

Now it’s time to specify whether this user will be an Owner with full administrative access, or just a regular User.

This means you need to edit the user’s account. Here’s how:

If the Owner privilege option is disabled, you will see this particular user under the permission tab in the website settings. Otherwise, you don’t need to change anything. Owner user the full rights over the instance and doesn’t require assigning any additional permissions to a given website.

You can also choose select a suitable language for the user:

  • English
  • German
  • Finnish

Editing permissions at the website level

Non-Owner users have no access at all when you first add them to your instance. To grant them a specific permission, go to the website settings page and click on the Permissions page/tab

Then, select the particular user from the drop-down list and set the desired permission:

Permissions explained

Different authorizations give very different access privileges. This can be confusing. So, to make it clear and help you choose the right one, we’ve made a permissions matrix:

Keep in mind that you need to establish separate permissions for each website. This gives you better control over every site so you can determine which area a particular user can access. You can easily edit these settings whenever necessary.

Report visibility options in Custom Reports

Besides default permissions, you can decide to show or hide certain reports that could give unauthorized people access to sensitive information. Piwik PRO Custom Reports lets you set visibility options for particular reports and users.

This is pretty simple. When creating and naming a new report, choose from two visibility options:

This option lets you configure a private report that is accessible only to you, or you can present it to users that have access to the particular website this report was created for.


As you can see, User Management in Piwik PRO is a piece of cake. What’s more, it provides you with the flexibility to manage user accounts and grant access to the right users. Just a few clicks and you can set up all the necessary permissions to implement safety measures for protecting your internal data.

That’s all for now. But if you have any burning questions or doubts, drop us a line, we’ll be more than happy to address them right away.

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Karolina Matuszewska, Content Marketer

Content Marketer at Piwik PRO. Specializing in issues of on-site and off-site personalization. Transforming technical jargon into engaging and informative articles dedicated for digital marketers and web analytics specialists. LinkedIn Profile

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Szymon Grzesiak, Performance Marketing Manager

Tech savvy marketer with years of experience. Eager to show what can be done with Piwik PRO Analytics Suite. LinkedIn Profile

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