Plan requirement
| Subscription | Suite Professional or higher, Explore Professional or higher |
| Access | Agent |
A new dashboard is visible only to you and to admins. Sharing it takes an invitation, and your changes stay invisible until you publish them.
Share it
- Open the dashboard, click the arrow next to Share and select Share. From the dashboards library, use the settings icon beside the name instead.
- On the Invite people page, pick the users or groups, and set any dashboard restrictions that should apply to them.
- Click Invite people. They receive an email invitation.
- Tell them what the dashboard is for. One sentence about the decision it supports is what makes it get opened twice.
Not sure who is in a group? Hover over View info to see up to 20 members, alphabetically.
Publish, or nobody sees your changes
The step people miss. When you change a dashboard, or change a report that sits on it, the change is not re-shared automatically. Open the dashboard from the library, click Edit, then Publish changes, and the next time anybody opens it they see the current version.
Without that, you are looking at a corrected number and your colleagues are still looking at the old one.
Sharing can filter, and that is worth using
Restrictions are set per person or group as you invite them, so two colleagues can open the same dashboard and see different data according to their Explore access. Where a team should only see its own figures, that is the mechanism rather than building a second dashboard.
What restrictions do not do is hide individual reports: everybody who opens the dashboard sees every report on it, filtered to the data they are allowed.
Viewer or editor
A viewer can see and interact with the dashboard. An editor has full access, which means they can change a report that is used somewhere else, usually without realising it is shared. Viewer is the right answer almost every time.
Admins are a special case: they can see and edit every dashboard in the account anyway. Sharing with them only adds it to their Shared with me tab.
Two things it will not do
End users cannot be invited. They do not appear in the Invite people list at all; reaching them takes an external link.
Revoking is not hiding. Use the options icon next to a person and click Revoke access. An admin you revoke still finds the dashboard on the All tab, just not under Shared with me.
Individual performance needs a decision
A dashboard naming agents and their numbers changes behaviour once people know it is visible. Whether it should be shared with the team, only with managers, or not built at all is a management question rather than a configuration one.
Review who has access
People change roles and leave. A dashboard shared with a group is easier to keep correct than one shared with fifteen named individuals. And where the audience is managers who look monthly, a scheduled delivery reaches them without anybody having to remember: sharing and scheduling solve different problems.
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