This guide covers the end-to-end process for managing your Reporting Studio accounts, including how to request access, purchasing additional licenses, and best practices for managing accounts when a team member leaves.
Requesting user license changes
Your program’s change signatory can request new user setup or license changes by submitting a help request through the B-Hive. By default, each client organization is allocated a total of 5 editor licenses to be shared across all program administrators.
Please provide the user's name, email address, and the specific access required (Employee Engagement, Grants, or both). Once our team processes the request, the new user will receive an automated activation email from reporting-studio@benevity.com. Learn more about account activation and login.
We offer two distinct license levels to help you balance your team's needs:
- Editor License (Default): Full access to view standard dashboards, plus the ability to create, edit, and save custom "Looks" and dashboards.
- Viewer License (Add-on): Read-only access to view and share pre-built standard dashboards via email. Viewers cannot create custom reports.
Need more than 5 users? If your team requires more than 5 direct logins, additional licenses can be purchased at a per-user rate. Please reach out to your Account Executive to discuss this further.
Why is the number of Reporting Studio users limited?
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: The automated scheduling functionality 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 submit a request to CTS 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 over to a new user’s folder.
- Boards: We strongly recommend using Boards for collaboration. Sharing a Board ensures that even if a report owner is unavailable, the rest of the team can view the curated collection of insights. Learn more about creating and sharing Boards.