Roles in Viva Insights

People need the correct level of access to specific product areas to perform their required tasks. The roles are distinct in their assigned responsibilities and access permissions.

Each role only gives access to actions, pages, dashboards, and data that correspond with that role. Roles are assigned independently, are non-cumulative, and do not roll up.

The Insights Administrator and the legacy Workplace Analytics admin are interchangeable. Both have access to the same features and functions and share the same responsibilities and tasks for Viva insights.

The Analyst (Limited Access) and Program Manager roles that are listed in the following tables, are only applicable to features available within the Workplace Analytics application for licenses assigned before October 2021. For those who are assigned licenses and the People Manager or Insights Business Leader roles starting in October 2021, can only access their applicable insights within the Viva Insights app in Microsoft Teams.

Role descriptions and access levels

The following roles must be assigned by a Microsoft 365 admin as described in Assign user roles:

  • Insights Administrator – Has access to Data sources, Upload pages within Data sources, and Analyst settings. The Insights Administrator and the legacy Workplace Analytics admin are interchangeable roles. The admin is responsible for configuring the privacy settings and system defaults and for preparing, uploading, and verifying the organizational data for Viva Insights.

    Note

    Insights Administrators are not Microsoft 365 admins. Unless they are also assigned the role of Microsoft 365 admin, they only have access to organizational data, not to Microsoft 365 data.

  • Insights Business Leader- Insights Business leaders can see organizational insights on the My organization page within the Viva Insights app in Teams.

  • People Manager – People managers are assigned access by the Viva Insights admin. Managers who were assigned licenses in Workplace Analytics before October 2021 can see Manager insights in Workplace Analytics only about their team. Managers who are assigned licenses starting in October 2021, can see their team's insights on the My team page within the Viva Insights app in Teams.

  • Analyst – Has full access to all service features except Upload and some Analyst settings that are only available to admins. An Analyst has the most complete access to data, including the ability to launch, manage, and track Plans in Workplace Analytics.

  • Analyst (Limited Access) – Has the same access as people who have the Analyst role but with the following restrictions:

  • Program Manager – Has access to organizational data for Viva Insights within Workplace Analytics. A Program Manager can also open, manage, and track Plans in Workplace Analytics for Viva Insights.

Feature access

The following shows who can access what.

Feature Description Insights Administrator Analyst Insights Business Leader Analyst (Limited Access) Program Manager People Manager
My team View Group insights about your team in My team within the Viva Insights app in Teams           checkmark
My organization View highlights about your organization in My organization within the Viva Insights app in Teams     checkmark      
Home View highlights from the latest organizational data and see the latest notifications   checkmark   checkmark checkmark checkmark (team only)
Analyze                
  Peer analysis collaboration data   checkmark        
  Analysis with the Query designer   checkmark        
Explore the stats Chart data based on insight recommendations   checkmark   checkmark checkmark  
Plans Create plans that help participants improve workplace behaviors   checkmark   checkmark checkmark checkmark (team only)
Controls              
  Data sources help to verify that the Microsoft 365 data and organizational data have been loaded properly and are available for analysis checkmark checkmark   checkmark    
  Upload for importing an organizational (HR) data file checkmark            
  Analyst settings to set meeting and attendee exclusion rules for analysis   checkmark   checkmark (read-only access)    
  Analyst settings for system defaults, privacy settings, and default exclusions checkmark          

Functional tasks

The following shows who can do what with Viva Insights.

Function Administrator Analyst Insights Business Leader Analyst (Limited Access) Program Manager People Manager
Configure system defaults, privacy settings, and manager settings checkmark        
Upload organizational data into the system checkmark        
Use the My organization page within the Viva Insights app in Teams     checkmark      
Use the full set of analyst tools in Data sources and Analyze   checkmark      
Help coordinate, set up, and manage Plans   checkmark checkmark checkmark checkmark checkmark (team only)
Use Group insights on the My team page within the Viva Insights app in Teams           checkmark

Levels of responsibility

People who access data with Viva Insights should ideally have previous experience for their level of access. Preferably, they should have previously undergone security and privacy training in handling sensitive data.

Access level Administrator Analyst Insights Business Leader Analyst (Limited Access) Program Manager People Manager
View personally identifiable, individual-level organizational data (including email addresses and HR fields such as level and organization) checkmark          
View de-identified, individual-level data: Organizational data (HR fields, such as level or organization) and Microsoft 365 data (metrics about collaboration and relationships)   checkmark        
View aggregated and de-identified Microsoft 365 data (metrics about collaboration time and relationships)   checkmark   checkmark checkmark checkmark (team only)
Create custom plans to be deployed to groups and can influence the pages that users see in MyAnalytics   checkmark checkmark checkmark checkmark checkmark (team only)

Suggested personas

Consider the following personas when granting the different levels of access for Viva Insights.

Persona Administrator Analyst Insights Business Leader Analyst (Limited Access) Program Manager People Manager
Administrator checkmark          
Executive or business leader   checkmark checkmark      
Analyst or data scientist   checkmark        
Program Manager   checkmark checkmark checkmark checkmark  
Group or team manager           checkmark

Access to resources

In Azure Active Directory, you can assign access rights to users by assigning roles to them. For general information on accessing resources, and for information on the specific methods of role assignment in Azure AD, see Related topics.

Aspects of role assignment

How many assignees

The size of your organization and your requirements for managing organizational data determine the number of people to whom you assign specific roles for Viva Insights. The number of analysts should be as many as your organization requires to perform data analysis. Viva Insights imposes no limit on the number of role assignments.

Multiple roles for one person

You can assign multiple roles to one person. It's up to your organization to choose who is assigned which role or roles. For example:

  • One person can be both a Microsoft 365 admin and a Viva Insights Administrator.
  • One person can be both a Viva Insights Administrator and Analyst. However, it is a best practice to assign the admin and analyst roles to different people to prevent any misuse of or external linking of organizational data with collaboration metrics.

In the Azure Portal, you can assign multiple roles to one account, but you can assign only one role at a time. In the Azure portal, add the first role, choose Select, return to the user list, and then select the same account again to choose the next role for that account. Note that role assignment is performed in the Azure Portal and not in the Microsoft 365 or Office 365 dashboard.