Granting Staff Access to Reporting in Zendesk Without Full License Assignment

Introduction

At CX Experts, we understand the need to provide your team with access to reporting features in Zendesk without unnecessarily increasing license costs. This guide explains how to enable staff members to view and receive reports effectively, even if you prefer not to assign them a full Zendesk agent license.

Understanding Zendesk Reporting Access

Zendesk restricts access to reporting features to users who have an agent license, admins, or account owners. This means that to access the reporting dashboard directly within Zendesk, a staff member must be assigned the appropriate license type.

Options to Grant Reporting Access Without Full License Assignment

If assigning a full agent license is not preferable, there are alternative ways to share reporting information with staff members:

• Share Public Report Links: Zendesk allows creating public links to reports, which can be accessed by anyone with the link. You can also add password protection to these links for added security.
• Scheduled Report Exports: Set up automated email deliveries of report exports to specific staff members. These reports can be scheduled daily, weekly, or monthly depending on your needs.

How to Share Reports via Public Links

1. Navigate to the report you want to share within Zendesk Explore. 2. Use the "Share" feature to generate a public link. 3. Optional: Add password protection to secure access to the report. 4. Distribute the link to staff members who need reporting visibility. This method enables viewing of real-time reports without requiring Zendesk login or license.

Setting Up Scheduled Report Exports

1. Open the reporting dashboard or specific report in Zendesk Explore. 2. Click on "Schedule" to create a new export schedule. 3. Choose the format (e.g., PDF, CSV) and frequency (daily, weekly, monthly). 4. Enter the email addresses of staff to receive the reports. 5. Save the schedule. Staff members will receive regular reports directly in their inboxes without needing Zendesk access.

Conclusion

By utilizing either public report links or scheduled report exports, you can efficiently provide your staff with the insights they need while managing license costs effectively. For direct access within Zendesk, assigning the appropriate agent license remains necessary. For assistance with setting up reporting access or optimizing your Zendesk environment, contact CX Experts. We specialize in tailored Zendesk implementation and optimization to empower your team and maximize your investment.