Guide to Mixpanel Admin

Prerequisite: Guide to Mixpanel Basics

This guide assumes that you already have a foundational understanding of the Mixpanel admin system. If you haven't already done so, please take time to review the Guide to Mixpanel Basics before proceeding with this guide.

Introduction

Users responsible for their Mixpanel organization will want to make sure they have a good grasp of this system to efficiently administer Mixapnel across their organization. This guide will take a closer look at the admin system and introduce the various settings and methods for inviting users to your organization.  

In this guide we will cover:

  • Admin Overview - In-depth look at Mixpanel from the admin’s view.
  • Organization Level Admin - Inviting users and configuring organization settings.
  • Project Level Admin - Inviting users and configuring project-level settings.
  • Wrap Up - Where to go for more information.

Mixpanel Admin

Overview

The guide to Mixpanel Basics briefly introduced the different components of the Mixpanel administrative system mainly from the perspective of the individual account owner.  Here we are going to take a step back and give a more holistic view of the system and its components.

In the Mixpanel administrative system, there are four main components: organizations, plans, projects, and individual user accounts.  An organization is the controlling entity that links projects, accounts, and a plan together. Each organization has a single Mixpanel plan associated with it and that plan is what determines the data volume limits and features available across all projects in the organization.

Your Plan

You can see information on what plan your organization is on in your Organization Settings.  The pricing page has information on the features available with the current plan and package offerings.  If you have questions on where to check project data tallies or Mixpanel’s MTU billing model, this article can help.

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A project is a container for your product's analytics data.  Projects house the events, properties and user profiles sent to them which can then be queried with Mixpanel’s web interface and APIs.  A single organization can contain multiple projects and each project’s data tallies are summed together to give the organization-level usage.  

Finally, there is the individual user account which is what you sign into Mixpanel with.  An account must be part of an organization but it does not need to be part of all projects in the organization.  Each account will have a single organization role per organization and one project role for each project it is a part of.  These roles can further limit what an account will have access to in Mixpanel.

Organization and Project Roles

The different organization roles and the permissions available to each can be found in this article.  The project roles that are available is affected by your Mixpanel plan.  All plans have access to the owner and admin project roles but only organizations with enterprise level plans have access to the analyst and consumer roles.  Descriptions of the different project roles and their permissions can be seen here.

Pro Tip: Organization Roles

The permissions granted by organization and project roles are primarily independent of each other but it's important to note that the organization owner and organization admin level roles come with inherited project roles of owner and admin respectively for each project in an organization.  This means that a user with an organization role of admin will at minimum have project admin level access to every project in that organization.

System Tools

Administering Mixpanel across a large organization can seem like a daunting task.  Mixpanel has tried to alleviate the stress of this from a single user/group as much as possible by giving the ability to manage users and settings from both the organization and project levels.  This system allows autonomy to be passed down the chain so users can manage their projects without affecting the organization as a whole.

Additionally, Mixpanel does not limit the number of users who can be in any specific role. This means something like changing organization ownership is simple, just have a current owner assign another user the organization owner role.

On top of these features, Mixpanel also has a tool for assigning projects and roles to groups of users called Teams.  Instead of having to assign everything individually to accounts, you can create a team that has project and role assignments and then add users to the team to give them those permissions.

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We will look at Teams and the different administrative features available from the organization and project level a bit more in the upcoming sections.

Pro Tip: Double Check the Organization

Since it is possible to be part of multiple organizations its paramount that your Mixpanel plan and any projects are aligned under the correct organization.  Before implementing or administering Mixpanel further it’s a good idea to check your Organization Settings one more time to make sure that the organization you are working out of is the intended one.

Settings Walkthrough

This video briefly introduces Organizations and then walks through the options available in the organization, project and personal settings menus.  At the end, it covers a few frequently asked questions users have about organizations.

Organization Level Administration

The Organizations Settings menu is where you can find controls for anything that is applied at the organizational level.  Plan and billing information, project and team creation, organization roles, and some security features like single sign-on and some GDPR requests can only be managed at the organization level.

Organization Settings

The Organization Settings article previously linked will quickly introduce each sub-menu in your organization settings and provide links to resources for more information on what is possible in each.

There are a few things we should call out regarding users and roles.  First, you can only change a user’s organization role after clicking on their profile in the Users tab under Organization settings. 

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Inviting users with the + Invite Users button in the Users tab gives the option to assign an organization role for the person being invited.  The same invitation options are displayed when using the Invite Users... option available after clicking on your name in the navigation bar. When inviting users from project settings you cannot choose an organization role, instead, all users invited from here will be given the Member role by default.

In regards to Teams, it is important to be aware that Teams can only control project membership and role, not organization role. Also note that only users who are part of the Organization already can be added to a team directly from the Teams menu.  This means the workflow for adding users to a team who are not yet part of the Organization is as follows:

  1. Create a team and assign projects and the roles for each project in the Teams menu.  
  2. Go to the Users menu and invite users to your organization with the Invite to Teams or Bulk Invite option. These options allow you to add them to a team and assign an organization role.

Team Creation

The Create and Manage teams article shows how to create and invite users to teams if that process was unclear.

We should highlight that the roles can be assigned individually as well as through teams.  This is useful when you need to elevate a certain users permission level but don’t want to change the team role for the project (as this would change permissions for all users on the team).  Individual roles can be assigned when inviting the user to a project via the Users tab or Project Users in Project Settings.

One final organization level tip regarding projects.  When creating new projects, make sure you set the project time to the time zone you want.  Changing project time after you start sending events to the project can cause gaps or periods of overlap to appear in your data.

Project Time

Check out this article to learn about project time and some best practices for working with time in Mixpanel.

Project Level Administration

Project level administration means that any changes to settings or invites sent out only apply to the project currently selected.  The currently selected project is denoted by the project name in the top left corner and the ID in the URL.  

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Access to settings at this level is governed by a user's project role.  By providing some administrative functionality at the project level, Mixpanel gives your organization the ability to have projects managed by their main stakeholders without necessarily giving a user the same level access to other projects or the organization level settings.

Project Settings

For information on the different information and settings available at the project level, check out the Project Settings article.

The project settings overview menu gives the ability to change two important settings, project timezone and session definition.  As mentioned above, you should make sure to understand how project time works in Mixpanel before making any changes if you are already tracking data.

Session definition can be changed a bit more freely.  Sessions are calculated at query time so changing how they are defined does not have an irreversible effect on your data.

Sessions

Sessions in Mixpanel can be based either on time or certain events. For more details on sessions and their different options, check out this article

As mentioned before, it is possible to invite users to a project from Project Settings.  Under the Project Users tab project owners and admins will see the + Invite Users button.  From this invite menu, it is only possible to assign a project role.

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Another important project setting to be aware of for projects that send messages with Mixpanel is the toggle in the Messages menu that handles how messages work in case of ingestion delays in Mixpanel.  Should Mixpanel encounter a situation where real-time data is delayed for any reason, it will pause any message sending to ensure accurate targeting. This can be changed so that messages will continue sending when delays are happening using the most up-to-date targeting available at the time.

Messages during Ingestion Delays

This article has more information on how Mixpanel handles message during ingestion delays and how you can change this setting.

Wrap Up

Thank you for taking the time to read through the guide to Mixpanel Administration!  Working with a new tool can be tough but we hope this guide has helped connect you to the right resources and offer some helpful tips.  Please let us know if you found it helpful below!

Next Steps

If you still had questions on administration, we recommend searching our Help Center.  The Manage Account section has articles on all our administrative features.  For more information on working with Mixpanel, be sure to check out the rest of our getting started guides!

Key Terms (Review)

 Term Definition

 Organization

The controlling entity that links individual accounts, projects, and a Mixpanel plan together.

 Organization Role

Each account within an organization has one organization role which determines what that account has access to in the Organization Settings. Different organization roles and their permissions can be seen here.

 Plan

A plan defines the features and data volume limits for the organization over a specified term length. All projects housed within said organization are subject to the plan's specifications. Plan information can be seen in the Organization Settings menu.

 Project

A container for your product's analytics data.

 Project Role

Project roles determine what features an account will have access to in a project.  An account can have a different role for each project it is a part of. Different project roles and their permissions can be seen here.

 Session

A period of activity for a user in the application.  Mixpanel allows you to define your sessions based on starting and ending events or periods of inactivity between events. See this article for more information on Mixpanel sessions.

 Teams

A tool for assigning projects and project roles to groups of users. Learn more about team creation and assigning users to teams here.
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