Organizations Walkthrough (Webinar)

This video will help get you familiar with the Organizations system in Mixpanel. We will briefly go over what an organization is and then walk through the various settings and administrative features available. At the end of the video, we will also discuss answers to some frequently asked questions about Organizations from our users.

Organizations Walkthrough

 

Table of Contents

Click the links available below to be taken directly to that section of the video.

Introduction + Goals

What is an organization?

Settings Overview

Frequently Asked Questions (FAQs)

Video Transcript

The following text is a written transcript of the Organizations Walkthrough video.

Hi everyone! I am Prachi, a Product Manager here at Mixpanel and I am going to be talking with you today about one of our newest product launches Organizations.

Organizations is the new system we have implemented to help securely manage Mixpanel projects, teams, and users.  This system was created to give users more power in how they administer Mixpanel. The Organizations update includes a ton of new administrative features and some changes to where old features lived in the Mixpanel UI.

The goal of this video is to help familiarize you with this new system and all the different features available with Organizations.  At the end of the video, we will also discuss a few commonly asked questions we have received from our users.

First, let’s take a quick look into what an organization is and how the Organizations system differs from the old project centered administration model.  So what is an organization?

An organization is an entity that links users, teams, projects, and billing plans together.  Your Mixpanel projects and users are now part of an organization since we rolled out this change in January 2019.

Previously Mixpanel was administered by project owners.  The project owner controlled security and administrative settings, payments, billing plans, and managed team member roles. This was inefficient because it created large administrative dependencies on an individual user.  

Organizations address this issue and others by creating a group access model were responsibilities and permissions are applied where it makes sense to apply them, removing the burden on an individual project owner.  All company projects, users, teams, and billing plans now roll up to an organization.

Now that we have an idea of what organizations is, let’s jump into the options and settings available in Mixpanel, starting with the new Organizations Settings menu.

Organizations settings can be accessed by clicking on the initials in the top right-hand corner of the screen and selecting the name of the organization.  You will initially be met with the Overview page for that organization. The Overview page shows the plan name and usage statistics for the current billing period as well as the organization name for all roles in the org.  If you have the org owner or billing admin role you will also see the options to update the billing information, make plan changes, and add an additional billing email to receive billing updates.

The Projects tab contains information on the various projects owned by the organization.  For each project, you can see the name of the project, what teams are assigned to it, who created it, and the event and profile count for the current billing period associated with each project.  From this menu, you can create new projects in the organization with the Create Project button. It is also possible to delete projects by selecting the box next to the projects you want to be deleted and selecting the delete option.

From the User screen, you can see all of the users who are part of your organization.  You can see users which users are currently part of the organization as well as the users who have been invited and some information about them like what role they and what teams they are a part of. We will talk about teams in more detail later in this webinar. You can also search or filter for specific users or roles and download a CSV file of the user list with detailed user information using the options at the top of the screen.  This is also where you would invite users to the organization with the Invite Users button. Additionally, there is an Invite User shortcut inside the dropdown menu from where you launch Organization Settings.

It is possible to delete users by checking the box next to their name and selecting the delete option.  If you wanted to see more information about an individual user you can click into their profile to see a full list of the projects and teams they are a part in addition to other info.  From this screen, you can add the individual user to more projects as well.

The next menu is Teams.  With Organizations, we have introduced a new group concept for users called a team.  With teams, you can create a group of users who will have access to the same projects and each have the same role across all projects.  Instead of individually assigning roles and projects to users you can now create a team and add users to that team to give them access to the role and projects assigned to that team.

The Teams menu is also where you can create and manage the different teams for your organization.  All teams in your project are listed here. New teams can be made with the Create Team button. When creating a team you will first need to give it a name and then assign the roles, users, and projects to it.  You can edit all these options for existing teams by clicking on the team from the list on the initial Teams screen. You can delete teams from the individual team menu or by selecting the checkbox next to it and clicking the delete option from the main Teams screen.

The Access & Security page is used to configure how Two Factor Authentication and Single Sign-On work for your organization. Single Sign-On is available on our Enterprise plans.

Data & Privacy is where you can make GDPR requests for users data in a project.

Next, let’s jump over to the Account Settings options.  The Account Settings gives you an overview of the details for your account specifically.  This menu can be accessed by clicking on the initials menu in the top right and then selecting Profile & Preferences under Account Settings.

In the Overview tab, you can view and change the Name, Email, Password, and Two-factor authentication phone number used for your account.  The various organizations your account is a part of and your role in that org are listed under Your Organizations. Should you need to remove yourself from an organization, you can do so by clicking on the Leave Organization button.

The Projects tab will show you all the projects you are a member of and some additional information about the projects.  Each project will have an Access URL which provides a direct link to the project and the Organization label showing the organization that owns the project. If your account has owner or admin level access to a given project you will also see the Token, API Key, and API Secret associated with that project.  The Your Projects tab will show you all the information mentioned above but only for projects owned by your organization.

Data & Privacy for your Account Settings will allow you to customize how your personal Mixpanel data is managed.  You can change how Mixpanel utilizes your usage information and use our GDPR tools to retrieve or delete account usage data from here.  You can also generate your GDPR OAuth token to take advantage of our GDPR API for data retrievals and deletions.

The Alerts menu will show you any reports you have subscribed to for automatic alerts and give the option to unsubscribe from them.

The final settings screen we will take a look at is Project settings.  This menu can be accessed from the Settings gear icon by clicking the project name under Project settings.  The Overview page here gives you Project Details like name and timezone used, some usage statistics for the project and the access keys like API Secret and Token.  If you have a project owner role you will see the options to transfer, reset, or delete the project as well.

Project Users tab will show you who is a member of the project, what role they have and how they were granted access to the project.  It’s possible to invite users to the project from this page in addition to editing roles or deleting users from the project if they have been added through an individual grant (not those who have been added through a team). If you want to add anyone to your project who is not a member of your organization, you can do so from here. The invite screen will prompt you to send an invite to join your org along with adding them to your project.

In the Messages menu, you can edit how Mixpanel handles messages when there is a data delay and add the various project tokens for sending push notifications on iOS or Android.  If you wanted to send SMS messages via Twilio, this is also where you would add your Twilio information.

The last menu here is Autotrack. This contains the toggle for sending our common mobile events that send automatically with our mobile libraries.

Now that we have run through the various menus let’s take a few minutes to run through some of the most commonly asked questions that we have encountered with Organizations.

How can I invite new users to join my Mixpanel organization?

There are a couple of options for you to invite new users to join your Mixpanel organization. If you are an owner or admin of your organization you will be able to invite either from a shortcut drop-down menu option called Invite Users on the top right or from inside the Organization settings under the Users tab. You should see an Invite Users button on the right side. Provide an email address where the invitation should be sent along with organization role you’d like this person to have and the projects they should be able to access once they accept the invite.

What is the difference between Projects and Organizations?

A project is a data set which includes the events and people data with their properties logically separated by some criteria. e.g. if data was coming from a web app and an iOS app you could have two separate projects to represent that. You can run advanced analytics on the data inside a project in Mixpanel.

An organization, on the other hand, is an entity that logically links users, projects, and billing plans together.

What do the organization roles mean?

Under organizations, your users will have either of these four roles - Owner, Admin, Billing Admin, and Member. While a majority of your users will have the member role, which pretty much means they will not be able to administrate the Mixpanel account, expect a few users to have the admin and billing admin role and probably not more than three or four people to have the owner role on your org. The billing admin role will allow a user to manage payment for your org while the admin role primarily lets someone manage user access (invite new users to join, manage teams and project access, deprovision accounts, etc.). The owner role is a combination of the billing admin and admin privileges, so think of this as a super-user of your Mixpanel org.

What do the project roles mean?

Historically for our enterprise customers, access and user’s privileges on projects have been governed using the project roles of owner, admin, analyst or consumer. For all non-enterprise level plans the only project roles available are owner and admin.  The definition and scope of these roles has not changed with the launch of Organizations. While the owner and admin roles are similar in that they have complete control over the projects, admins, unlike owners, cannot reset the project or manage its security. Analysts can create reports while consumers are only able to view them. Please refer to our help documentation to learn more about what each role can do in a Mixpanel project.

Can I start assigning projects to users even before they accept an invite to join an organization?

Yes, you can do this from the ‘Invited’ tab under the Users section of Organization settings. Simply click on the record of the user you invited and you’ll see a button to add projects on the user details page. This will make sure your invited users have access to relevant projects as soon as they accept the invitation to join your organization.

I am a project owner/admin. How can I administer my project if I don’t have an owner or admin org role?

You can still administer the projects you own or that you have an owner/admin role on from project settings. You can launch project settings which is a drop-down menu option under the cog or wheel icon on top-right of your screen. This is also from where you can start adding users to your project.

Can I belong to more than one Mixpanel organization?

Yes, that is possible. You can have access to projects under more than one organization using the same email address.

With that, I'd like to wrap up this webinar. Having said that please refer to our help documentation to learn more about Organizations.

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