Hi fellow Qualtrics Brand and Division Administrators!
Managing a university-wide Qualtrics license can be a balancing act between maximizing research capability and maintaining a good user governance and security. I am sure you all have your own tricks to keep our brands running smoothly.
I'd love to start a discussion here! What are some of the best practices you've implemented at your institution? Please share your tips in the comments below š
To get us started, here are essential administrative focuses for HED:
1. User Governance & Segmentation
- Divisions are Key: Segment your license by department/college to mirror your university structure. This enables granular control and cost allocation. (Users can only belong to one division!)
- Scale with SSO: Set up SSO and auto-enrollment for secure, automated user provisioning.
- Use User Types: Manage permissions in bulk using User Types, reserving individual changes for edge cases.
- Need Help Moving Users? Check the official guidance on User Moves & Permissions.
2. Security & Rights Management
- Two Layers of Admin: Use Division Administrators for localized management, while Brand Administrators handle organization-wide security like SSO configuration and API controls. You can learn more about divisions here.
- Security Check: Review Organization Settings to enable 2FA for non-SSO users and configure Public API settings (like IP allowlisting) where necessary.
- Content Collaboration: Use Groups to manage shared content, branded themes, and extension credentials across departments.
- Brand Admin Contact: Ensure your contact info is up-to-date in Organization Settings as you are the main contact for license changes!
3. Monitoring Usage & Compliance
- Check your Admin Reports: Regularly review the License Usage Report, to track responses, survey activity and more.
- Export for Budgeting: Export detailed Survey Stats to CSV for compliance checks and transparent cost allocation across units.
Iād love to hear what approach works best for your team! Please take a look at some additional best practices shared here, and feel free to share your Admin best practices below! š
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