Share a dashboard
Control who can open a dashboard, what they can change, and why dashboard actions may be disabled.
Share dashboards with the people who need the view
Dashboard sharing controls who can open and change a dashboard. It is useful for team hubs, leadership summaries, client views, project review pages, and recurring status rooms.
Dashboards can include project resources, but sharing a dashboard is not the same as sharing every project, canvas, file, or link inside it. If someone needs to work inside the project itself, manage project members from the project. If they only need the repeated status view, share the dashboard with the right access level. A dashboard can be visible while a pinned resource remains restricted. Check both.
Availability
| Item | Details |
|---|---|
| Available on | Plans with dashboard access |
| Available for | Web app, desktop app, and mobile app |
| Who can share | Users with permission to manage dashboard access |
| Viewer access | Can open the dashboard but may not edit it |
| Editor access | Can change widgets, resources, and dashboard setup depending on role |
Open sharing settings
Open the dashboard and choose the share or permission action. Review who currently has access before adding more people. If the action is missing, you may only have view access or the workspace may restrict dashboard sharing to certain roles.
For general role concepts, see Roles and access.
Choose the right access level
| Access | Use it when |
|---|---|
| View | People need to open and review the dashboard. |
| Comment or limited interaction | People need to participate where supported but should not change setup. |
| Edit | People need to update widgets, resources, names, layout, or dashboard content. |
| Manage | People need to control sharing, archive, restore, or high-impact settings where available. |
The exact labels can vary. Use the least access that lets people do the work.
Share dashboard links
Copy a dashboard link and send it to the right audience. A copied link does not bypass permission. If someone cannot open it, update sharing or ask a workspace admin to check their membership.
If a dashboard is meant for people outside the workspace, confirm that the workspace and dashboard sharing model support that external access. Do not assume an internal dashboard link is safe for clients.
Check resource access
After sharing a dashboard, test the resources inside it:
| Resource | What to verify |
|---|---|
| Project | Viewer can open the project and relevant tasks. |
| Canvas | Viewer can open it with the intended view/comment/edit level. |
| File | Viewer can preview or download it if needed. |
| External link | Viewer has access in the external system. |
| Widget data | Viewer can see the data the widget depends on. |
If a resource fails, update that resource's permission or remove it from the dashboard. Use Connect resources to a dashboard when the fix is to replace or reorganize pinned items.
Share with workspace members
Workspace members are usually the simplest audience. Add the right people, group, or workspace role where available. If a member still cannot open the dashboard, check whether they are in the correct workspace and whether their member status is active.
If a member was deactivated at the workspace level, a dashboard permission cannot reopen access. The workspace admin must reactivate or reinvite them if they should return.
Share with external collaborators
External sharing needs more care. The dashboard may contain several resources, and each one may have its own access rules. If an external collaborator only needs one canvas, sharing that canvas directly may be cleaner than giving dashboard access.
Before sharing externally, remove internal-only widgets, files, links, or resources. Then test with the recipient's exact email where possible.
Why actions are disabled
Actions can be disabled because:
| Disabled action | Possible reason |
|---|---|
| Share | You only have view access or sharing is restricted. |
| Edit widget | You can view the dashboard but not edit it. |
| Open resource | You can view the dashboard but not the resource. |
| Archive | You lack manage permission. |
| Copy link | The surface or permission does not expose it. |
If you believe you should have access, ask the dashboard owner or workspace admin to review your role.
Troubleshooting dashboard sharing
| Symptom | Likely cause | What to do |
|---|---|---|
| Teammate gets no access | Dashboard not shared, wrong account, or inactive workspace membership | Check sharing and account email. |
| Teammate opens dashboard but widget is empty | Widget data or resource permission is missing | Share the underlying data/resource. |
| Teammate opens dashboard but cannot edit | They have view access | Grant edit or manage permission if appropriate. |
| External collaborator sees internal content | Dashboard includes resources they should not see | Remove resources or create a safer dashboard. |
| Link works for one person but not another | Permissions differ | Compare roles and resource access. |
When to contact support
Contact support when sharing settings fail to save, a user with confirmed permission cannot open the dashboard after refresh, or a dashboard link routes incorrectly. Include dashboard link, workspace name, viewer email, intended access level, and screenshot of the sharing settings.
Related articles
- Share a canvas
- Create a dashboard
- Use dashboard widgets
- Connect resources to a dashboard
- Members, guests, and external collaborators
- When you can't access work