What's covered in this guide?
What is Org-wide report sharing?
Org-wide report sharing allows admins and managers to create a custom report once and make it available to others across their organisation.
Shared reports provide a single report configuration that can be reused across the organisation while still respecting each user's existing data permissions.
📝 Important to note: Sharing a report does not give recipients access to additional data. Users will only see data they already have permission to access.
Share a custom report with your organisation
To share a custom report:
Navigate to Reports.
Open or create a Custom Report.
Configure the report as needed.
Click Save or Update.
In the save modal, select Share with.
Choose who should have access using the applicable groups selector:
No employees
All employees
Selected positions
Selected teams
Selected locations
Advanced
Save the report.
The report will now appear in the Shared Reports section for anyone included in the Share with settings.
💡 Note: Sharing a report only shares the report configuration (filters, columns, grouping and other settings). It does not share data permissions.
Find and use shared reports
Once a report has been shared, eligible users can access it from:
The Shared Reports section on the Reports page (located between Core Reports and Custom Reports).
The Shared Reports section in the Reports navigation dropdown.
Opening a shared report displays the shared configuration, ensuring everyone works from the same report setup.
Edit a shared report
Shared reports cannot be edited directly by recipients.
To edit a shared report:
Open the shared report.
Click Duplicate.
Save the duplicate as a personal Custom Report.
Make any changes to your personal copy.
This prevents changes made by one user from affecting everyone else using the shared report.
📝 Important to note: Only the original shared report owner can update the shared version.
How permissions work
Shared reports respect each user's existing permissions.
For example:
A shared report is configured to include Locations A, B and C.
A manager only has permission to access Location B.
When they open the report, they will only see data for Location B.
Sharing a report never expands a user's data access.
Important: Report sharing does not override existing permission settings. Users cannot view data they would not normally have access to.
Scheduled and emailed reports
The existing Send this report to other employees functionality continues to work as it does today.
Report sharing is an additional way to distribute report configurations and does not replace scheduled or emailed reports.
FAQs and troubleshooting
Why can't I edit a shared report?
Why can't I edit a shared report?
Shared reports are read-only for recipients. Duplicate the report first to create your own editable custom report.
Why am I seeing different data than another manager?
Why am I seeing different data than another manager?
Shared reports use the same report configuration, but each user only sees data they have permission to access.
Does sharing a report give users access to more data?
Does sharing a report give users access to more data?
No. Existing permission rules always apply.
Can I share a report with another organisation?
Can I share a report with another organisation?
No. Reports can only be shared within the same organisation.
Does this replace scheduled reports?
Does this replace scheduled reports?
No. The existing Send this report to other employees functionality remains unchanged and continues to work alongside shared reports.