Hello, Clemens911
 

To restrict admin access so that they can manage participants and the hierarchy only for their own entity within an Engagement project, Qualtrics Employee Experience uses organizational hierarchies combined with roles and permissions. The key points are:

1. Use an organizational hierarchy (Parent-Child or Level-Based) to structure your organization units and assign participants to these units, typically via metadata fields like Employee ID and Manager ID.

2. Assign roles to admins (e.g. Local HR personnel) and configure those roles to restrict dashboard and data access based on their position in the organizational hierarchy. You can use "Org Hierarchy" restrictions on roles to limit their access to their own unit and its direct reports (or lower levels).

3. For participant management, the admins will only see and can manage participants who belong to their assigned unit or units below them in the hierarchy.

4. The "Validate Org Hierarchy" permission allows these admins to see the structure of the hierarchy but does not automatically grant them access to participant metadata or reports outside their unit.

5. Additional granularity can be achieved by setting metadata filters on roles or using Employee Record Access Control (ERAC) to enforce access restrictions within the participant list and directory.

6. The controls for participant visibility and hierarchy management are configured via roles and permissions and project settings; there is not a separate toggle specifically for restricting admin participant list access apart from these roles and hierarchy-based restrictions.

7. It is important to ensure that participant imports include proper metadata to build this hierarchy accurately, and the roles assigned to admins reflect the levels at which they should have access.

Common practices include creating roles for local admins that restrict viewing and managing participants to the metadata or hierarchy units representing their entity, and confirming that these roles are assigned properly.

This approach is outlined in Qualtrics support resources such as the https://www.qualtrics.com/support/employee-experience/getting-started-employee-experience/employee-engagement-onboarding/step-1-preparing-employee-engagement-survey/n guide on hierarchy setup, and reinforced by internal engineering documentation. For concrete setup guidance, refer to official Qualtrics support pages on organizational hierarchies, participant metadata management, and role-based permissions within Engagement projects. 

​@Lpena  First of all, thank you very much for your detailed response!

Could you please explain point 3 in more detail?

I have tried all the options you listed here, but it was impossible for me to assign employees as admins for an engagement project covering only parts of the entire hierarchy. I am using a level-based hierarchy with 7 levels (with a strict hierarchical path like A-AB-ABC-ABC1-ABC12 and so on) and a field that uniquely identifies the manager per level.