How to manage users and permissions in Google Tag Manager

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Mastering user and permission management in Google Tag Manager

Google Tag Manager is a powerful tool that allows you to manage various aspects of your website’s tracking and analytics. In a collaborative work environment, it’s crucial to manage users and their permissions effectively to ensure smooth operations. In this blog post, we’ll guide you through the process of managing users and permissions in Google Tag Manager to prevent any access issues and improve your team’s workflow.

Delegating access to users

Adding Users to an Account

  1. Click on the “Admin” tab in Google Tag Manager.
  2. In the Account column, select “User Management.
  3. Click “Add.”
  4. Select “Add new users.
  5. Enter the email addresses of the users you want to invite.
  6. Set their Account Permissions to either “User” (for basic account information) or “Administrator” (for more control).
  7. Optionally, set Container Permissions for each container the user should access.
  8. Click “Invite,” and each invited user will receive an email invitation.

Editing Users on an Account

  1. Click on the “Admin” tab in Google Tag Manager.
  2. In the Account column, select “User Management.”
  3. Select an entry in the Account permissions list.
  4. Modify account permissions as necessary.
  5. To adjust individual container permissions, click “Edit” and select the desired options.
  6. Click “Save” to save your changes.

Adding Users to a Container

  1. Click on the “Admin” tab in Google Tag Manager.
  2. In the Container column, select “User Management.
  3. Click “Add.”
  4. Select “Add new users.
  5. Enter the email addresses of the users.
  6. Assign Container Permissions.
  7. Click “Invite,” and each invited user will receive an invitation.

Editing User Access to a Container

  1. Click on the “Admin” tab in Google Tag Manager.
  2. In the Container column, select “User Management.
  3. Select an entry from the Container permissions list.
  4. Change the user’s email address if necessary.
  5. Modify container permissions as needed.
  6. Click “Save” to save your changes.

Invitations and Permissions

When a user is added to a Google Tag Manager account, they will receive an invitation via email. The user can either accept or reject the invitation. Account permissions can be set to either “Admin” or “User.” Fine-tune permissions for specific containers using the Container Permissions table.

Container Permissions

Permissions for a container can be assigned on a per-container basis. Users can have one of the following permissions for a specific container:

  • No Access: Users with “No Access” can’t see or interact with the container in any way.
  • Read: Users with “Read” can see the container and its components but can’t make any changes.
  • Edit: Users with “Edit” can create and edit, but can’t publish or create versions.
  • Approve: Users with “Approve” can create, edit, and approve changes but can’t publish them.
  • Publish: Users with “Publish” have full control and can create, edit, and publish changes.

Permissions can be “inherited” or “direct.” Inherited permissions come from another place, such as a user group or organisation role, while direct permissions are specifically assigned to the user.

Avoiding access issues with Google Tag Manager accounts

To prevent getting locked out of Google Tag Manager, follow these best practices:

  1. Configure multiple administrators.
  2. Ensure your Google accounts are managed within your organisation.
  3. Link your Tag Manager account to your organisation if you use the Google Marketing Platform.

Recovering a Google Tag Manager account

In case your account or container has no admin and faces deletion, you can follow these steps to recover:

  1. Export the container from the trash can.
  2. Import the container into a new Google Tag Manager account with admin rights.
  3. Assign enough people with admin status to avoid similar issues.

Dealing with no admin access

In the unfortunate scenario where an account or container in Google Tag Manager is left without any administrators, it faces automatic deletion. This situation can be critical, as it may result in data loss and operational disruptions. However, there are steps you can take to recover and safeguard your Tag Manager container.

Export the Container

If your account or container is at risk of deletion, you have a 30-day window to export your information from the trash can. Here’s how:

  • Navigate to the “Trash Can” section in Google Tag Manager.
  • Select the container you want to recover.
  • Click on the export option to retrieve your container’s data.

Import into a New Account

Once you’ve exported your container, you can import it into a new Google Tag Manager account where individuals in your organisation have admin rights. This step ensures that you maintain control and administrative access.

  • Create a new Google Tag Manager account if necessary.
  • Import the exported container into the new account following the appropriate process.

Assign Admin Rights

To prevent a similar issue in the future, it’s crucial to assign enough people within your organisation with admin status, as recommended in the best practices mentioned earlier.

This ensures that you have multiple administrators to handle the account and containers, reducing the risk of losing access.

By following these recovery steps and taking preventive measures, you can ensure the continuity of your Tag Manager operations and data, even in the event of losing admin access. It’s always better to be prepared and proactive in managing your Google Tag Manager account to avoid such situations.

Google Marketing Platform

Google Marketing Platform takes user management to the next level, offering a centralised system that covers Google Analytics, Tag Manager, and Optimise accounts. With this platform, you can assign user group permissions at both the organisational and product account levels, providing a streamlined approach to managing access.

Within the Google Marketing Platform, user groups play a crucial role. Members of a user group inherit the permissions associated with that group. For Google Marketing Platform accounts that use Google Tag Manager:

  • Users with Admin Permission: If a user has the Admin permission at the account level, they inherit Read permission for all containers within that account. Additionally, they can assign themselves additional permissions at the container level as needed, giving them a high degree of control.
  • Users with User Permission: On the other hand, users with the User permission at the account level do not inherit any container permissions. In this case, permissions must be assigned by an Admin for each container individually.

This advanced user management system in the Google Marketing Platform enhances your control and flexibility when it comes to delegating access and permissions, making it an excellent choice for organisations looking for a comprehensive solution to manage their digital assets effectively.

 

Effective user and permission management in Google Tag Manager is essential to avoid access issues, streamline collaboration, and ensure smooth tracking and analytics for your website. By following the best practices mentioned in this blog post, you can keep your team’s workflow efficient and prevent any unwanted disruptions.

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