Who is the article for: Administrators
Platform: Sense Portal
Available on: All plans
Before you begin
Make sure you:
☑️ Have access to Sense Portal
☑️ Understand which Sense products the user should access
☑️ Understand whether the product has its own in-product permissions or access levels
🖊️ Note: You can access Sense Portal directly using the product switcher.
⚠️ Important: Portal is a powerful administration area. Access should be managed carefully. At least one administrator should always retain Portal access.
Overview
Team Access is where administrators manage which Sense products each user can access with their Sense Workplace login credentials, including which products appear for them in the Product Switcher.
From Team Access, you can:
view users
open a user’s product access settings
turn product access on or off
assign an access level where supported
save access changes
Giving a user access to a product means they can access that product with their Sense Workplace login credentials and open it from the Product Switcher.
It does not always mean they can see all data or perform all admin actions inside that product.
🖊️ Note: The products available in Team Access depend on your organisation’s licences. If your organisation is not licensed for a product, that product will not be available to assign to users.
Navigation path
Sense Portal > Team Access
Product access, access levels, and permissions
Product access controls whether the user can access a product with their Sense Workplace login credentials and open it from the Product Switcher.
What the user can see or do after opening the product may be controlled by one or more of the following:
the access level selected for the user in Portal > Team Access
the permissions configured for that access level in Portal > Settings > Products
the product’s own in-product permissions, where available
Different Sense products use these controls differently.
For example:
Sense HR uses product access in Portal, but detailed HR permissions are managed through Sense HR > Settings > Access roles.
ATS uses access levels assigned in Portal > Team Access, with the permissions for those access levels configured in Portal > Settings > Products > ATS.
Automate and Presence currently use admin-level access only, so access should be granted carefully.
Sense HR
Turning on Sense HR access allows the user to open Sense HR from the Product Switcher and sign in using their login credentials.
It does not replace Sense HR access roles.
Detailed Sense HR permissions are configured in:
Sense HR > Settings > Access roles
Access roles control what users can see and do inside Sense HR, including screen visibility, field-level permissions, reports, and profile data access.
Use Portal to manage product access.
Use Sense HR Access roles to manage granular HR permissions.
ATS
ATS uses access levels.
Turning on ATS access allows the user to open ATS from the Product Switcher and sign in using their login credentials. You must also select one ATS access level form the options:
Admin
Vacancy manager
The permissions behind each ATS access level are configured separately in:
Sense Portal > Settings > Products > ATS
🖊️ Note: Only one ATS access level can be selected for a user.
AMI
Turning on AMI access allows the user to open the AMI workspace from the Product Switcher.
For AMI agents that use Sense HR data, responses and access are based on the user’s Sense HR access role.
Currently, AMI agents for other products, and AMI agents installed and deployed through Sense Automate, are available when AMI access is turned on.
Automate and Presence
Turning on Automate or Presence allows the user to open Automate or Presence from the Product Switcher and sign in using their login credentials.
Automate and Presence currently use admin-level access.
Only give access to users who need to manage these products.
Portal
Turning on Portal allows the user to open Portal from the Product Switcher and sign in using their login credentials.
Portal gives the user access to organisation-level settings, including product access, branding, security, and support access.
Only give Portal access to trusted users who need this level of control, such as HR administrators, owners, or senior system administrators.
⚠️ Important: At least one administrator should always retain Portal access.
Manage product access for a user
Open Sense Portal.
Select Team Access from the left-hand menu.
Find the user you want to update.
Select the user to open their product access settings.
Turn access ON or OFF for each product as needed.
If the product supports access levels, select the correct access level.
Select Save changes.
✅ The user’s product access is updated.
🖊️ Note: Changes are not applied until you select Save changes.
Remove product access
To remove a user’s access to a product:
1. Go to Sense Portal > Team Access.
2. Select the user.
3. Turn OFF access for the product.
4. Select Save changes.
✅ The user will no longer be able to open that product from the Product Switcher.
Basic Troubleshooting
The user cannot access a product or see it in the Product Switcher
Check that:
the product is included in your organisation’s licensed products
access is turned on for that user in Team Access
you selected Save changes
the user has logged out and back in to refresh their session
The user can open the product but cannot see the expected data
Check the permissions that apply inside that product.
For example:
Sense HR data access is controlled by HR access roles.
ATS permissions are controlled by the selected ATS access level.
HR-based AMI responses are affected by the user’s HR access role.
The wrong user has Portal access
Go to Sense Portal > Team Access, open the user, turn off Portal access, and select Save changes.
Before removing Portal access, make sure at least one administrator still has access.
A product is not available in Team Access
The products shown in Team Access depend on your organisation’s licences.
If your organisation is not licensed for a product, such as ATS or Presence, administrators cannot assign that product to themselves or other users.
If you believe a product should be available, contact Sense Support or your Sense account manager.
Summary
Team Access controls which Sense products each user can open from the Product Switcher.
Some products use simple ON/OFF access. Others, such as ATS, include access levels.
Use Team Access to assign product access to users.
Use the product’s own permission settings, access roles, or product access levels to control what the user can do after they open the product.