Transferring Access When a Team Member Leaves

Transferring Access When a Team Member Leaves

InfoWhen a team member who manages your Power My Analytics hub departs your organization, a smooth transition ensures your data connections, reports, and exports continue working without interruption. This article walks you through each step of the handoff process.
Notes
Best Practice: When possible, use a shared or role-based email address (e.g., analytics@yourcompany.com) rather than a personal one when creating your hub and connecting data sources. This prevents transition difficulties when team members change.

Overview

Data sources in Power My Analytics are authenticated using the credentials of the team member who connected them. If that team member leaves your organization, or loses access to the platforms they used to connect, those data source connections may become disconnected, which will prevent PMA from retrieving data and cause errors in your reports.

To avoid disruption, you'll want to transfer all connections, reports, and scheduled refreshes to a remaining or incoming team member before the departing member's access is removed. This process involves six steps:
  1. Add the new team member to the hub
  2. Grant the new team member access to external platform accounts
  3. Connect data sources under the new team member
  4. Update reports to use the new data sources
  5. Update scheduled refreshes in Google Sheets
  6. Audit and remove the former team member

Quick Reference Checklist

StepActionWhere
1Invite the new team member to the hubPMA Hub > Members
2Grant new team member access to external platformsEach external platform (Google Ads, Meta, etc.)
3Connect data sources under the new team member's credentialsPMA Hub > Sources
4Update all reports to use the new data sourcesLooker Studio, Google Sheets, Excel, Exports
5Reconfigure scheduled refreshes in Google SheetsGoogle Sheets > PMA Add-on
6Audit, remove former member, and clean up old sourcesPMA Hub > Members & Sources

Step 1: Add the New Team Member to the Hub

Before anything else, invite the incoming team member to the hub so they have access to sources, reports, and hub settings.
  1. Log in to hub.powermyanalytics.com.
  2. Click on your hub's name at the top right corner and select Members.
  3. Click Invite Member, then enter the new team member's email address.
  4. Click Invite Member again to send the invitation.
  5. The new team member will receive an email with a link to accept the invitation and join the hub.
For detailed instructions, see Add or Remove Team Members.
Notes
Ownership Transfer: If the departing team member is the Hub Owner, you will also need to promote the new team member to Owner before removing the former one. In the Members section, click the gear icon next to the new team member and select Promote to Owner. For more details, see Manage Team Roles and Permissions.

Step 2: Grant the New Team Member Access to External Platform Accounts

This step happens outside of Power My Analytics. The new team member will need access to every ad platform, analytics tool, or data source that was previously connected to your PMA hub by the departing team member.

Common platforms include:
  • Google Ads, Google Analytics 4, Google Search Console, Google Business Profile, Google Merchant Center
  • Meta Business Manager (Facebook Ads, Facebook Insights, Instagram Insights)
  • LinkedIn Ads, TikTok Ads, Pinterest Ads, Microsoft Advertising
  • Shopify, Amazon Seller, or any other platform connected as a data source
Ensure the new team member has the appropriate permissions in each platform before proceeding to the next step. Refer to each platform's documentation for instructions on granting user access.
Notes
Auth Links for Google Sources: If the new team member does not have direct login access to a Google account that owns the data (for example, if it belongs to a client), you can use Auth Links to request authorization from the account owner without sharing login credentials. Auth Links are available on Pro and Custom plans and support Google Ads, GA4, Google Business Profile, Google Merchant Center, Google Search Console, and YouTube Analytics.

Step 3: Connect Data Sources Under the New Team Member

Once the new team member has access to the external platform accounts, they will need to connect each data source in PMA under their own credentials. This creates new data source connections that are tied to the new team member's authentication rather than the departing member's.
  1. Log in to PMA at hub.powermyanalytics.com as the new team member.
  2. Click on Sources in the left navigation panel.
  3. Click the orange + Add new source button above the main sources table.
  4. Select the same connector from the gallery that needs to be transferred (e.g., Facebook Ads, Google Analytics 4).
  5. Sign in with the new team member's credentials for the platform and grant PMA the required permissions.
  6. Repeat for each data source that was authenticated by the departing team member.
The newly connected data source will appear in the sources table and begin syncing data automatically. For more details, see Connect to a Data Source.
Notes
Shared or Team-Level Accounts: If a data source was originally connected using a shared account or team-level login (rather than the departing user's personal credentials), that connection may still be active and unaffected. Only data sources authenticated with the departing team member's personal credentials will need to be reconnected. You can verify the status of each data source in the Sources section: a source showing "All good" under Data Sync does not need to be reconnected.

Step 4: Update Reports to Use the New Data Sources

After connecting the new data sources, your existing reports will still reference the old team member's connections. Each report must be updated to pull data from the newly connected sources. The process differs depending on the report destination.

Looker Studio Reports

  1. Open your Looker Studio report and click the Edit button to enter edit mode.
  2. Click Resource at the top of the page, then select Manage added data sources.
  3. Find the data source that needs to be updated and click Edit.
  4. Click Edit Connection on the top left.
  5. Select the correct hub and the new team member's connected account from the dropdown options.
  6. Click Reconnect on the top right.
  7. If prompted to review field changes, click Apply. If no changes are detected, click Continue.
  8. Click Done to complete the process.
  9. Repeat for each data source used in the report.
For detailed instructions, see How to Reconnect a Data Source in Looker Studio.

Google Sheets Reports

  1. Open the Google Sheets report that uses the PMA Spreadsheets Add-on.
  2. Open the Power My Analytics menu from the sidebar.
  3. Edit the report and update the Hub and Account selections to point to the new team member's connected data source.
  4. Click Update Report or Save to apply the changes.
  5. Click Refresh from the Power My Analytics menu to reload the report with the latest data and verify it is populating correctly.

Microsoft Excel Reports

  1. Open the Excel report and click Data Connector to open the sidebar tool.
  2. Next to the report you want to update, select the three dots and click Edit.
  3. Under Data Account, select the correct hub and the new team member's account.
  4. Click Update Report.

Data Exports (BigQuery, SQL, FTP, etc.)

If you have configured data exports on a Custom plan, review each export to ensure it references the new team member's connected data sources. Navigate to the Exports section in your hub and update the source account for each export as needed.

Step 5: Update Scheduled Refreshes in Google Sheets

If any of your Google Sheets reports use the PMA Spreadsheets Add-on with scheduled refreshes, those schedules are tied to the user who originally configured them. The new team member will need to reconfigure scheduled refreshes under their own account.
  1. Open each Google Sheets report that has a scheduled refresh.
  2. Open the Power My Analytics menu and click Scheduled refresh.
  3. Click the alarm clock icon to access the refresh schedule settings.
  4. Re-configure the refresh frequency (monthly, weekly, daily, or hourly if on a Custom plan) and save the schedule under the new team member's account.
For more details on setting up scheduled refreshes, see Configure Data Source Sync Time and Google Sheets Refresh for the Latest Data.

Step 6: Audit and Remove the Former Team Member

Before removing the departing team member, verify that the transition is complete by confirming the following:
  • All data sources have been reconnected under the new team member and are showing "All good" or "Syncing" in the Sources table.
  • All Looker Studio, Google Sheets, Excel, and export reports have been updated and are pulling data correctly from the new connections.
  • All scheduled refreshes in Google Sheets have been reconfigured under the new team member.
  • If the departing member was the Hub Owner, ownership has been transferred to another team member.
  • If the departing member was a Billing Contact, a new billing contact has been assigned in the Members section.
Once you have confirmed the above, you can safely remove the former team member and their old data source connections:
  1. Go to your hub and click on your hub's name at the top right corner, then select Members.
  2. Find the former team member in the list.
  3. Click the gear icon next to their name and select Remove Member.
  4. Click Confirm.
  5. Navigate to Sources and remove any old data source connections that were tied to the departed member's credentials by clicking the three-dot Action menu and selecting Remove source.
Notes
No data loss will occur. Removing a team member from the hub does not delete any historical data, reports, or exports — as long as all data sources and reports have been transferred to the new team member first. Your historical data remains stored in PMA's data warehouse.
Alert
Business Plan Users: The Business plan charges per team member. After removing the former team member, verify that your member count is accurate to avoid being billed for surplus team members. See Billing Basics and Best Practices for more information.

Need Help?

If you need assistance with this process, submit a support ticket or email support@powermyanalytics.com and our team will be happy to assist!

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