Sharing Dashboards
Dashboards can be shared with other users so they can see the same views and metrics you've set up. This is useful for creating team-wide dashboards that give everyone a consistent picture, without each person having to build their own from scratch.
Getting There
Open the dashboard you want to share, click the actions dropdown, and select Share.
How Sharing Works
When you share a dashboard, other users can view it but cannot edit or delete it. Only the dashboard owner (the person who created it) can make changes. If someone wants to customise a shared dashboard, they can Duplicate it to create their own editable copy.
Sharing Options
The share modal gives you three ways to share a dashboard:
Share with Specific Users
- Open the dashboard you want to share.
- Click the actions dropdown and select Share.
- In the Users multi-select, search for and select the users you want to share with.
- Click Save.
The selected users will see this dashboard in their Switch dashboards list.
Share with Specific Teams
- Open the dashboard you want to share.
- Click the actions dropdown and select Share.
- In the Teams multi-select, select the teams you want to share with.
- Click Save.
All users belonging to the selected teams will see this dashboard in their Switch dashboards list.
Tip: Sharing with a team is the easiest way to ensure new team members automatically get access — when someone is added to the team, they'll see the shared dashboard without any extra setup.
Share with All Users
- Open the dashboard you want to share.
- Click the actions dropdown and select Share.
- Tick the Share with all Users checkbox.
- Click Save.
Every user in your organisation will see this dashboard in their Switch dashboards list.
Note: When you tick Share with all Users, it overrides any specific user or team selections — the dashboard becomes visible to everyone.
Removing Sharing
To stop sharing a dashboard:
- Open the dashboard.
- Click the actions dropdown and select Share.
- Remove users or teams from the selection, or untick Share with all Users.
- Click Save.
Users who no longer have access will no longer see the dashboard in their Switch dashboards list.
What Shared Users Can and Cannot Do
| Action | Dashboard Owner | Shared User |
|---|---|---|
| View the dashboard and all widgets | Yes | Yes |
| Edit widgets or layout | Yes | No |
| Rename the dashboard | Yes | No |
| Delete the dashboard | Yes | No |
| Share with others | Yes | No |
| Duplicate the dashboard | Yes | Yes |
| Download as PDF | Yes | Yes |
| Set as personal default | Yes | Yes |
Setting a Shared Dashboard as Default
Personal Default
Any user — whether owner or shared user — can set a dashboard as their personal default:
- Open the dashboard.
- Click the actions dropdown and select Make default for me.
This dashboard will now load automatically when you log in, overriding any system-wide default.
System-Wide Default
If you have the appropriate permissions, you can set a dashboard as the default for all users:
- Open the dashboard.
- Click the actions dropdown and select Make default for all users.
- Confirm the action.
This dashboard becomes the fallback for any user who hasn't set their own personal default.
Note: Setting a system-wide default requires the Set default dashboard permission. Contact your administrator if you need this ability.
Tips & Best Practices
Tip: Create a "company overview" dashboard with high-level metrics and share it with all users. Team members can then duplicate it and add their own role-specific widgets.
Tip: If you're an administrator setting up dashboards for new starters, share a well-configured dashboard with the relevant team and set it as the system-wide default. New users will see useful data from their first login.
Tip: Remember that shared users can duplicate your dashboard. If you update the original, their copies won't change — and vice versa. Communicate with your team when making significant changes to a shared dashboard.
Frequently Asked Questions
Q: Can I share a dashboard with someone outside my organisation?No. Sharing is limited to users within your EventWorks account. To share dashboard data externally, use the Download as PDF option.
Q: If I share a dashboard, can the other person change my widgets?No. Shared users can only view the dashboard. They cannot edit, add, remove, or rearrange widgets. If they want to make changes, they'll need to duplicate it first.
Q: What happens if the owner deletes a shared dashboard?The dashboard is removed for everyone. Users who had it set as their personal default will fall back to the system default or their next available dashboard.
Q: Can I see who a dashboard is currently shared with?Yes. Open the Share modal from the dashboard actions — it shows the currently selected users and teams.
Q: If I share with a team and someone later joins that team, do they automatically get access?Yes. Sharing is team-based, so anyone who belongs to the team sees the dashboard. New team members get access automatically.