Share Dashboards

About Sharing Status

Dashboard sharing lets you focus your Users and Groups on the insights that matter.

A quick look at the Share button will tell you if your Dashboard is:

  • Private → The Dashboard is not shared — only you can see it!

  • Shared → Displays the number of Groups and Users you've shared the Dashboard with → ex. 7

Share Dashboards with its Forms!

  • With Dashboards, sharing is a two-step process:

In this example, a Dashboard is being shared with the Guest Services team, but unless you want the to see a black wall of Dashboard Widgets, then you need to share any Form that creates Records populating the Widgets.

Share Dashboards

There are three steps:

  1. Start Sharing
  2. Set the Permission Level
  3. Stop Sharing

1. Start Sharing

There are two options for sharing; click the Share button → or pick Share Dashboard from the Edit menu.

Share Dashboards with Groups and Users — just as you'd share Chats and Forms:

  • A. Groups → share a Dashboard with Groups → ex. Magic Moments, Hospitality, Command Center, etc.
  • B. Users → share a Dashboard with individual Users → ex. Alpha, Austin, Beta, etc.

2. Set the Permission Level

There are four permission levels to select from:

  • Owner → has full access to view, update, share, and delete their Dashboard
  • Access Managers → can view and share a Dashboard with others
  • Viewers → can only view a Dashboard
  • Custom → refines access with custom permissions

Every Dashboard needs an Owner

  • As you create a Dashboard, you'll automatically be its Owner → ex. 'Karl'

  • You can reassign Ownership → and Multiple Owners are allowed

    • Warning: If you try and Delete the last Owner, you'll be stopped cold when you try to Save!
      • Assign a new Owner to continue

3. Stop Sharing Dashboards

  1. Open a Dashboard:

    • Click the Share button, or
    • Click Ellipsis (. . .) and pick Share Dashboard

  2. Click X to remove an Individual or a Group altogether

  3. Click Save Changes

Further Restricting Dashboard access

  • You may want to further restrict Sharing to specific Users and Groups for a couple of reasons:

    • Some Records may be confidential
      • For example, the Security or Risk Teams may wish to shield their Dashboards from the Hospitality or Maintenance staff.
    • Other teams simply may be inundated with records from other teams that do not directly concern them!
      • For example, the Guest Services team may not want to weed through all of the Patrol or Maintenance Dashboards, and vice versa.

Custom Access

If you are an Owner, be careful with the permissions you allow. Let's look at each. (The number of '!' marks estimates the risk):

  • View → Allows users to View the assigned Dashboard!
  • Share → Allows individual Users or Group-based Team Members to share a Dashboard!!
  • Edit → Permits the editing, additions, and deletions of the Widgets that drive a Dashboard!!!
  • Delete → Permits the individual to remove a Dashboard!!!!

  1. Open a Dashboard:

    • Click the Share Dashboard button, or
    • Click Ellipsis (. . .) and pick Share Dashboard

  2. Select Custom for any User or Group → ex. Sierra

  3. Check (or uncheck) the permissions you wish to set (or remove) → ex. Share & Edit

  4. Click Save Changes

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Share Dashboards