Login Access & Permissions

What is the difference between "Data Inclusion" and "Permissions" on the Team Settings Page?

Data inclusion controls whose data you see.

  • If you’re a Viewer, your data is not included in our insights but you do have access to Multitudes. This is commonly used by managers who are not very active on GitHub, but would still like to view their team’s data.
  • If you’re a Contributor, your data is included in our insights.
  • Billing is determined by the number of contributors, i.e. the number of people whose data we are processing and showing.

Permissions controls who can log in, view, and edit things in Multitudes. Here is a table of which permission roles can do what.

Chart of permissions for roles

We encourage all Contributors to have at least some access permissions (Member, Manager, or Owner). This is so that the people whose data is being shared also have access to their own data. Ideally, no one should have “No Access”. This option is available to allow managers to get set up and familiar with Multitudes before inviting their team in.

Here are our recommended settings:

A table showing recommended setting combinations for for data inclusion and permissions.

There are four permissions - no access, member, manager, and owner.
There are two data inclusion levels - viewer (data not included), and contributor (data included).

If a user has no access, then they can't be a viewer - by definition, Viewers are always able to "view" the app. If they are a contributor, ⚠️ People should only be in this category during setup, when a manager first adds team members to Multitudes. The manager should then invite everyone via email to log in by changing their permissions from “No Access” to “Member”.

Member + Viewer is uncommon.
Member + Contributor is recommended for team members.

Manager + Viewer is recommended for managers who are not active on GitHub.

Manager + Contributor is recommended for managers who are active on GitHub.

Owner + Viewer is recommended for managers who are not active on GitHub and want to be able to edit permissions and billing.

Owner + Contributor is recommended for managers who are active on GitHub and want to be able to edit permissions and billing.

What is a Watcher?

Anyone with access to Multitudes (e.g., either Contributors or Viewers) and any permission role (e.g., Member, Manager, or Owner) is automatically getting alerts for the teams that they are on. The Watcher role simply allows users to get alerts for additional teams that they’re not on. To edit, simply go to the Settings > Teams page. The eye icons at the far right of each team row control whether or not the user is watching that team.

Screenshot of Settings > Teams page

How do I add a team or team member?

Automatic sync with GitHub Teams (affects both teams and team members)

For folks who use GitHub Teams, you can automatically keep Multitudes teams in sync with the teams on Github!

A few important notes when setting up the Github Team sync:

  • The sync will not bring-in someone who previously was deactivated (i.e., a team member previously on Multitudes, where you went to their individual team member settings and selected to deactivate them).
  • The sync will not bring-in someone who was previously a Viewer. I.e., per note above, it will not convert Viewers to Contributors, but it will give them the Watcher role for the team(s) where they have data. For example: if Pat is a Viewer, and a sync is run, and Pat turned out to be on Team Security and Team Platform in GitHub Teams, the sync will simply make Pat a Watcher on those 2 specified teams and keep him as a Viewer.
  • Anyone the sync does bring-in will come online as Contributors (which may impact billing, and these individuals cannot be changed to Viewers later) with No Access permissions (to grant access, review instructions here).
  • Automatic syncing replaces the existing team configuration process. For example, you will not be able to go into a specific team to add or remove team members, this will have to be done in GitHub.

Follow the below instructions to set-up the sync for the first time:

  1. On the Multitudes app, go to Settings > Teams
  2. Click the button “Sync with GitHub Teams”

  3. On the next page, you will be shown a list of your teams set-up in GitHub. First, select which you want to keep synced. Second, click "Continue". Note:

    • Keeping a team un-checked and un-synced does not mean you can then manually configure that team! The automatic sync entirely replaces your existing team configuration; the idea is that GitHub becomes the single source of truth for teams. These selectors just scope which subset of data from your GitHub Teams you want to see in Multitudes.
    • You can also check “Auto-sync new GitHub Teams from now on” at the bottom of the list. This means, “from now on” any new teams created in Github after this set-up will be added (i.e., any individual teams you un-checked on this page will not be automatically included later, even if this last option to “Auto-sync new GitHub teams from now on” is checked)
    • With the sync, we’ll also automatically remove teams as you delete your teams on GitHub. Note that team members themselves will not be removed (as a result of their teams being deleted), unless they are in no other teams.
  4. On the next page, we’ll show you if this first set-up sync resulted in any new or removed Contributors, and therefore the billing impact, as well as if it resulted in any changes to your Linear or Jira integrations. Click the "Confirm" button to proceed

  5. Once finished, at the top of the Teams page, you’ll see a checkbox indicating that you’re successfully synced with GitHub (you can also un-check to stop syncing entirely, across all teams)! Once sync is set-up, this is what will happen:

    • Changes to your team should be reflected in ~5 minutes
    • People with Owner permissions will receive an email: (1) After the initial sync set-up and (2) On an ongoing basis, whenever we detect changes that result in new or removed Contributors
    • This page will only show you the teams that are synced. Any teams not synced can be added to the sync by clicking the prompt at the bottom

With sync turned on, you can not convert between Contributors ↔︎ Viewers manually via the Multitudes app. This can be managed in GitHub. If you have any issues, don't hesitate to contact us at support@multitudes.co.

Viewer to Contributor

  1. Deactivate the Viewer team member in Multitudes by going to their profile in Settings, scrolling to the bottom, and clicking the red Deactivate button.
  2. Add the team member to your organization on GitHub. With GitHub Teams sync turned on, this should create the user in Multitudes.
  3. Give this new user login access by finding them in the Team Members table, and clicking the No Access dropdown in the Permissions column. Select a different permission to re-invite them into the app.

Contributor to Viewer

  1. Remove the team member from all team(s) in GitHub. With GitHub Teams sync turned on, this should remove that team member from Multitudes too.
  2. Invite the team member into Multitudes by clicking the Invite users + button on the Settings > Team Members page.
Manually add a team
  1. On the Multitudes app, go to Settings > Teams
  2. Click the button “Add team +”

  3. In the resulting pop-up:

    1. Name your team
    2. Select team members from GitHub to add to this team (you're limited to selecting team members who are already on our app; to manually add a team member to the app, see the next section)
    3. For team members already on our app with Manager or Owner permissions, we will detect this automatically, and you can create 1:1 relationships here as well (don’t worry you can always create these later in the My 1:1s page of the application)
    4. Click to "Confirm"
Manually add a team member
  1. On the Multitudes app, go to Settings > Team members
  2. Click on the “Invite users +” button (part 1) and choose whether you’d like to add them as a Contributor or Viewer (part 2), from a data inclusion perspective

  3. In the resulting pop-up, if you’d earlier selected to add:

    • Viewers (not shown) - simply add people’s email addresses
    • Contributors (image shown below) - we show you a list of contributors from your connected GitHub that aren’t currently in the Multitudes app. Once you check someone’s GitHub username, an email field will show up at right. If you leave this blank, their data will be incorporated into our insights, but they themselves will not be able to access the app, i.e., No Access permissions. If you fill this in with their email, they will be sent an invite to access the app with default Member permissions (you can change permissions later from the Settings > Team members page to Manager or Owner permissions)
    Screenshot of Settings page to select contributors

Note: if you’re adding Contributors, clicking the “Select contributors” button in the blue banner at the top of the page (which appears whenever we detect new GitHub contributors not yet on Multitudes, see example in the screenshot for Step 1 above) will directly take you to the same Step 3 as if you’d clicked “Invite users +” and then selected Contributors.

How do I give team members login access to Multitudes?

Login access is a question of permissions. While this is not related to data inclusion (i.e., either Viewers or Contributors can be given login access), it does depend on it! To provide access for a...

  • Viewer - go through the flow to manually add a new team member
  • Contributor - you had the option to provide login access when manually adding a new team member as a Contributor if you filled in the email address when prompted. If you did not include an email, you can change it from the Settings > Team members. (See image below) The new Contributor that was added will start with a No access flag under their name. Go to the Permissions column, click the arrow, and then select a different permission (e.g., Member, Manager, or Owner). After you do this, you’ll see an Invite Pending flag under their name.
Screenshot of Settings Team Member table, highlighting the location of the "No access" label and permission setting.

In either case (i.e., once you’ve manually added a new Viewer or Contributor with email, or edited an existing person’s permission to something with access), the person will receive an invite email, and can just click the link in that email to login. 

Note that the invite email will expire after 7 days. You can resend the invite by going to Settings > Team members, finding that team member, and clicking the ... menu on the right of their row, and selecting “Resend Invite”.

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