Restricting Hierarchy and Participant List for Admins in Engagement Projects

Question

Hello Community,I am looking for a solution to restrict the hierarchy and participant list for admins within an engagement project.Background: We want to conduct a survey within the corporation, surveying different entities simultaneously within this project.Local HR personnel should have EX admin access to the project, but they should only be able to view and manage their own entity's employees in the participant tab, and similarly, they should only be able to view and manage their branch of the entire hierarchy.I am clear about the reporting in the dashboards through the roles tab; this inquiry pertains exclusively to participant management for admins within a project. Thank you.

Lpena · Answer

Hello,Clemens911To 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: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.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).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.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.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.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.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.

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