Permission questions that show which roles your admins are missing
Ask the admins who manage your product's seats how roles, invites and access reviews work for them. Each question below comes with when to ask it and what the answer tells you.
What user roles and permissions survey questions tell you
User roles and permissions survey questions ask admins how many seats they have and use, which roles they need, how easy it is to add or remove someone and which access they can't give today. Admins who can't set the right access share logins, leave seats empty or give too much access, and each of those puts the account at risk.
Ask the admins on each account once or twice a year, by email or inside the admin pages, and again after a change to roles. Pick four or five: seats in use, the roles needed, the ease score, the grid and one open question about missing access.
Written answers get a theme and a type, so requests for a new role are filed as ideas and broken controls as bugs. Each response gets an owner and a status in the inbox, and workflows can open a Jira or Linear issue for the requests your team takes on.
- Questions
- 14
- Best asked
- Once or twice a year, and after a change to roles
- Industry
- SaaS
- Where to find them
- From library in the Usertick survey editor, on every plan
The 14 seats and permissions questions, with when to ask each
Grouped by what they tell you. Use them as they are or change the wording.
Seats and what they cost
Seats owned, seats used and seats wasted show whether the account pays for what it uses, ahead of the renewal.
- 01Number
How many seats does your plan include?
Seats on the admin's plan, typed as a number. Read it with seats in use to find accounts paying for more than they use, a conversation to have well before the renewal.
- 02Multiple choice
How many of your seats are actually in use?
One choice from all seats in use to I do not know. A large share of admins who don't know points to a seat overview worth building.
- 09Yes / No
Have you ever paid for a seat nobody used?
Asks whether the account ever paid for a seat nobody used. A high share of Yes is a reason to show unused seats on the billing page.
- 14Ruler
How many people would you add if seats were free?
How many people the admin would add if seats were free, on a ruler up to fifty. The median shows how much seat pricing holds back wider use of your product.
Roles that fit the team
These questions show whether your role model matches how the admin's team works.
- 04Multiple choice
Which roles do you need?
Lets admins pick every role they need, from billing only to roles they define. The bars show which roles to build first and how many admins ask for custom roles.
- 06Stars
How well do the current roles fit your team?
Five stars for how well the current roles fit. Results shows the average and the share who rated 4 or higher; compare it with the period before after you add a role.
- 08Multiple choice
How do you feel about the number of admins you have?
One choice for the number of admins, from too few to too many. Too many admins on an account can be a sign that the roles below admin are too coarse.
- 12Big scale
How much control do you have over what each person can do?
How much control admins feel they have, on a ten-step scale. Low scores next to many requests for custom roles point to a role model that is too simple.
Managing access day to day
Ask how adding, removing and reviewing people works, so routine admin work stays quick.
- 03Customer effort
How easy is it to add or remove a person?
A customer effort score for adding or removing a person. Ask it right after an admin does either; from Starter, or on 1 survey on Free, a custom event from your code can show the survey at that moment.
- 10Matrix
How well does each control work for you?
Rates inviting, changing a role, removing someone and seeing who has access on one grid. The heat map shows which control to fix first.
- 11Dropdown
How often do you review who has access?
How often the admin reviews access, from every month to never. A large Never share suggests an access report or a reminder would help admins stay in control.
Access you can't give today
End with the gaps and their urgency, which turn into the next roles and permissions to build.
- 05Text
Who on your team needs access you cannot give them today?
An open question for a person who needs access the admin can't give. The answers name real cases, such as a contractor or an auditor, that your role model misses.
- 07Text
Which permission do you wish you could set?
An open question for one permission the admin wishes existed. Filter the answers by theme to see which permissions repeat across accounts.
- 13Ranking
Rank these access needs by how urgent they are
Admins drag five access needs into order of urgency, from read only sharing to access that expires. Results shows the average place of each, a ready priority list.
Tips for asking about seats and permissions
Small choices that get honest, useful answers.
- 01
Ask the admins
Send the survey to account admins only. From Starter, targeting by user traits can show it to users with an admin role you pass from your code.
- 02
Ask again after a role change
When you add or change a role, ask again a few weeks later and compare the role fit rating with the period before.
- 03
Turn real cases into roles
Read the open answers about access admins can't give as user stories, and test each new role against them.
- 04
Raise unused seats early
Give each account with unused seats an owner in the inbox, and talk to the admin well before the renewal date.
Add these questions to a survey
From the library to the first answers.
- 1
Open the library
In the Usertick survey editor, choose From library, filter by industry and topic, and add several questions at once.
- 2
Or paste your own list
Paste questions reads up to 10 questions from any text on Free, 100 on Starter and 200 on Pro and above, keeps your wording and picks an answer type for each.
- 3
Choose where it runs
Show the survey on your website, send it by email, share its link and QR code, or switch it to a conversation.
- 4
Read the answers
Results counts every score and choice, and Usertick reads each written answer and files it by topic, on every plan.
Templates and more questions about seats and permissions
Full surveys that ask about the same things, and neighboring topics in the library.
Templates
Browse all templatesFrequently asked questions
The admins who manage seats and roles on each account. Send it by email, or show it on your admin pages with targeting by pages, which works on every plan.
Once or twice a year, and a few weeks after any change to roles. Usertick sends by email now or on a date up to 30 days ahead.
Four or five. Start with seats in use and the roles needed, add the ease score or the grid, and end with the access the admin can't give today.
Yes, on every plan, along with Linear. Workflows can also post each response to Slack or Microsoft Teams or add it to Google Sheets.
Yes. The question library comes with every plan, the free plan included, and the free plan covers 150 responses a month across your surveys.
Yes. Once a question is in your survey, reword it, change its options or its answer type, and add logic to skip it for some answers.
Yes. The library is translated into Usertick's built-in languages, and in any other language it shows in English for you to translate.
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