This guide covers the end-to-end process for managing your Reporting Studio accounts, including how to request access, purchase additional licenses, and manage accounts when a team member leaves.
Requesting user license changes
Your program's change signatory can request new user setup or license changes by contacting Support. The number and type of licenses included with your account depend on your Benevity Platform package and the products you use. If you're not sure which package your organization has, ask your account team or contact Support, and we can confirm.
Provide the user's name, email address, and the specific access required (Employee Engagement, Grants, or both), along with the license type (Editor or Viewer) and whether the user should have access to personally identifiable information (PII). Once our team processes the request, the new user receives an automated activation email from reporting-studio@benevity.com. Learn more about account activation and login.
Reporting Studio includes two license levels so you can balance your team's needs:
- Editor license: Access standard dashboards, apply filters, and download or schedule reports, plus build and save your own custom Looks and dashboards. Editor license holders can also request custom report builds.
- Viewer license: Access Benevity's full library of standard dashboards to filter, download, and schedule reports. Viewers can also open any custom Looks or dashboards that an Editor on your team has shared with them via a board. A Viewer license does not include building your own custom Looks or dashboards, or requesting custom report builds from Benevity. Standard dashboards cover a wide range of common reporting needs, so if you're on a Viewer license and have a specific question about your data, contact Support and we can point you to the right dashboard and filters.
Note: If your team needs more logins than your package includes, you can purchase additional Editor or Viewer licenses at a per-user rate. Contact your Account Executive to discuss options.
Understanding Reporting Studio user limits
While our legacy tools allowed for higher user counts, Reporting Studio is designed with a "share-first" philosophy. Limiting direct login access helps to:
- Protect sensitive data: By limiting login access to a specific group of authorized users, you reduce the risk of accidental exposure of personally identifiable information (PII).
- Streamline insights: Automated scheduling reduces the need for every manager to log in. Instead of fetching data manually, they receive curated, up-to-date insights directly in their inbox.
Supporting non-licensed users
If a team member needs access to specific reports but does not have a Reporting Studio account, you can support them using the scheduling feature.
As an administrator, you can curate a report, apply specific filters (such as a regional or department filter), and schedule it to be delivered automatically to any email address as a PDF, CSV, or XLSX file.
Learn more about scheduling delivery of a Look via email.
Removing or offboarding users
If you need to remove a user's license, for example when a team member leaves your organization, follow these steps to ensure no data is lost:
- Update user account: A change signatory should contact Support to disable the departing user's access and reassign the license to a new team member.
- Transfer report ownership: Work saved in a user's My Folder is private. Before a user leaves, they should move any essential reports to a new user's folder.
- Boards: Share a board for collaboration so that even if a report owner is unavailable, the rest of the team can open the curated collection of insights. Learn more about creating and sharing boards.