Adding and Managing Users
Written by Stephen Smith
Updated at April 3rd, 2025
Table of Contents
Adding and Managing Users
Insights allows you to add users by two different methods, depending on who the user is.
If the user exists as a HealthStream System Administrator: Reference “Adding and Managing HealthStream System Administrators”
If the user does not exist as a HealthStream System Administrator: Reference “Adding and Managing Manual Users”
Adding and Managing HealthStream System Administrators
Assign the Insights Administrator Role to Users in the HealthStream System
To add a HealthStream System Administrator to Insights, assign the user the “Insights Administrator” role in the HealthStream System.
NOTE: When adding a user, there will be a delay of up to 3 hours before the user can successfully access Insights.
Once the system adds the user to Insights, the user is now able to access Insights via the Insights icon in the HealthStream System's App Drawer. This icon becomes visible to the user upon assignment of the Insights Administrator role.
Managing a HealthStream System Administrator's Insights Permissions
A user's permissions can be managed within Insights. Users with the appropriate permissions can manage other user's permissions by going to Insights Settings → Users → Actions → Edit User.
“Basic” Role and Default User Permissions
By default, when a HealthStream System Administrator is given the “Insights Administrator” role, they are created as a “Basic” Insights user with the following permissions:
- Run Standard Reports
- Schedule Standard Reports
- Download Standard Reports
Users can be provided additional permissions in Insights by navigating to Settings → Users → Actions → Edit User. Learn more about permissions available to Basic users below.
"Admin" Role
If an Administrator needs the ability to manage Insights users and their permissions, they can be granted the “Admin” role in Insights. These users can be provided with additional permissions that aren't available to Basic users. Learn more about permissions available to Admin users below.
Insights Permissions
User Management Permissions
| Permission Name | Permission Definition | What Role(s) can be Given the Permission? |
|---|---|---|
| Manage Account Admins | Gives the user the ability to make changes to an Admin user | Admin |
| Manage Account Basic Users | Gives the user the ability to make changes to a Basic user | Basic and Admin |
| Create and Manage All Data Access Policies | Gives the user the ability to create and make changes to Data Access Policies (NOTE: If you are an account accessing Insights via the HealthStream System (FSSO) you will not need to create or manage Data Access Policies) | Admin |
| Create SSH Key (SFTP Access) | Gives the user access to the account's Insights SFTP site | Basic and Admin |
Standard Report Permissions
| Permission Name | Permission Definition | What Role(s) can be Given the Permission? |
|---|---|---|
| Schedule Standard Reports | Gives the user the ability to schedule standard reports | Basic and Admin |
| Copy Reports to SFTP | Gives the user the ability to access and send reports to the account's SFTP site | Basic and Admin |
| Manage Scheduled Standard Reports Across Account | Gives the user the ability to view and make changes to scheduled standard reports created by other users | Admin |
In addition to the permissions above you can manage what Standard Reports a user has access to by opening the “Standard Reports” dropdown and clicking the checkboxes for the appropriate reports.
Custom Report Permissions
| Permission Name | Permission Definition | What Role(s) can be Given the Permission? |
|---|---|---|
| Schedule Custom Reports | Gives the user the ability to schedule custom reports | Basic and Admin |
| Copy Reports to SFTP | Gives the user the ability to access and send reports to the account's SFTP site | Basic and Admin |
| Manage Scheduled Custom Reports Across Account | Gives the user the ability to view and make changes to scheduled custom reports created by other users | Admin |
In addition to the permissions above you can manage what Custom Report Datasets a user has access to by opening the “Custom Reports Datasets” dropdown and clicking the checkboxes for the appropriate datasets.
Removing a HealthStream System Administrator's Access to Insights
To remove a user from Insights, remove the Insights role from the user in the HealthStream System.
A user will also be removed from Insights if the user's HealthStream System Admin profile is inactivated.
Adding and Managing Manual Users
Users who are not HealthStream System Administrators can be given access to Insights.
Creating a “Manual” User
If someone needs access to Insights but does not exist as a HealthStream System Administrator they can be added “manually” to Insights by going to Insights Settings → Users → Create User. Users will need the proper Insights permissions in order to create a user.
Click “Create User” and complete the “Create User” form.
Once the “Create User” form has been completed and saved the new user will receive a confirmation email with a link to confirm their account. The user must click this link and confirm their account before they can access Insights.
Note: Manual users are required to have hStream credentials to access Insights. If the user does not already have hStream credentials, they can create an hStream ID and password on the screen that the confirmation email takes them to.
Manual Users - How to Access Insights
Manual users will access Insights by navigating to the URL insights.hstream.com where they will be prompted to log in with their hStream credentials.
Insights Roles and Permissions
When creating a Manual user you will need to set the user's Insights role permissions.
Roles
Users can be given one of two roles in Insights: "Basic" or “Admin.”
- Basic Role: The Basic role should be given to users who need the ability to run reports in Insights
- Admin Role: The Admin role should be give to users who will be responsible for managing other users and their permissions.
Permissions
Read below to learn about the Insights permissions available to users.
User Management Permissions
| Permission Name | Permission Definition | What Role(s) can be Given the Permission? |
|---|---|---|
| Manage Account Admins | Gives the user the ability to make changes to an Admin user | Admin |
| Manage Account Basic Users | Gives the user the ability to make changes to a Basic user | Basic and Admin |
| Create and Manage All Data Access Policies | Gives the user the ability to create and make changes to Data Access Policies (NOTE: If you are an account accessing Insights via the HealthStream System (FSSO) you will not need to create or manage Data Access Policies) | Admin |
| Create SSH Key (SFTP Access) | Gives the user access to the account's Insights SFTP site | Basic and Admin |
Standard Report Permissions
| Permission Name | Permission Definition | What Role(s) can be Given the Permission? |
|---|---|---|
| Schedule Standard Reports | Gives the user the ability to schedule standard reports | Basic and Admin |
| Copy Reports to SFTP | Gives the user the ability to access and send reports to the account's SFTP site | Basic and Admin |
| Manage Scheduled Standard Reports Across Account | Gives the user the ability to view and make changes to scheduled standard reports created by other users | Admin |
In addition to the permissions above you can manage what Standard Reports a user has access to by opening the “Standard Reports” dropdown and clicking the checkboxes for the appropriate reports.
Custom Report Permissions
| Permission Name | Permission Definition | What Role(s) can be Given the Permission? |
|---|---|---|
| Schedule Custom Reports | Gives the user the ability to schedule custom reports | Basic and Admin |
| Copy Reports to SFTP | Gives the user the ability to access and send reports to the account's SFTP site | Basic and Admin |
| Manage Scheduled Custom Reports Across Account | Gives the user the ability to view and make changes to scheduled custom reports created by other users | Admin |
In addition to the permissions above you can manage what Custom Report Datasets a user has access to by opening the “Custom Reports Datasets” dropdown and clicking the checkboxes for the appropriate datasets.
Removing a Manual User's Access
To remove a Manual user from Insights go to Settings → Users → Actions → Edit User and click the “Deactivate User” button.