Getting started
How PilotFox is organised: organizations, sites, members and their roles.
Everything in PilotFox belongs to an organization: its sites, its members and teams, and its API keys. A user account can belong to several organizations; each member has one role in each.
New here? Follow the quickstart, then read how the numbers are defined.
Organizations
- An organization holds sites, members, teams and API keys. Every report, setting and key you see belongs to one organization.
- If you belong to several, you switch between them on the Sites page, where you can also create another one.
- Signing up creates an account with its own organization, and you are its owner. Under open sign-up you can own up to five organizations; on an instance with invite-only sign-up, only system administrators create organizations (see Configuration for the sign-up policy of a self-hosted instance).
- API keys belong to the organization, not to the person who created them, and only see what their permissions and sites allow. See Authentication.
Sites
A site is a website or app you track. Each site has:
| Property | Meaning |
|---|---|
| Public id | 16 lowercase letters and digits. It is the data-site value of the script tag and the siteId of every /api/v1/sites/{siteId}/... path. It is not a secret: it is in every page that carries the tag. |
| Name | Shown in the app. |
| Domain | The host the site runs on, for example example.com. Verify installation loads its home page. |
| Time zone | Days, charts and reports follow it. |
| Kind | A website, or an app: apps skip the bot checks that only make sense in a browser. |
| Settings | What the script records, session replay, privacy and identity, exclusions, bots, revenue and more (Site settings). |
Owners and admins add and delete sites. Deleting a site erases its data; see Access and deletion.
Members and roles
A member has one of five roles in the organization. Each role includes everything of the roles above it:
| Role | What it adds |
|---|---|
| Viewer | Reads every report of the sites it can access: traffic, sessions, users, replays, revenue, affiliates and Search Console. |
| Member | Creates and edits goals, funnels, segments and annotations, and edits user traits. |
| Editor | Changes site settings, connects payment providers, links Search Console properties, manages affiliates and share links, imports and exports data, deletes replays and erases a user's data. |
| Admin | Creates and deletes sites, invites and removes members, manages teams and API keys, connects Google accounts and edits the organization. |
| Owner | Deletes the organization. |
The permission behind each action (site:update, users:delete, ...) is listed in
Permissions; API keys are granted the same permissions, never more than their creator holds.
Site access and teams
- A member with access to all sites has their organization role on every site, including sites added later (or a higher one, when a site grant to them or their team gives it).
- A member can instead be limited to some sites, with a role per site (viewer, member or editor). They then see
only those sites; the others do not exist for them (the API answers
404). - Teams group members for site access: give a team access to a site, with a role, and each of its members gets it. A member's role on a site is the highest of their own and their teams'.
- Owners and admins always have their role on every site of the organization.
Inviting people
In Organization settings → Members, an owner or admin invites people by email, with a role and, optionally, a limited set of sites. The invitee opens the link in the invitation email and signs up, or signs in, there; they join the organization without getting one of their own. An invitation expires after 7 days, and inviting the same address again replaces the pending invitation.