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Sharing a report puts it in everyone’s library. The report is one question, and everyone who opens it runs the same question – but each person sees only the figures and the people their role allows.

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Two ways to share

Neither method gives anyone access they did not already have. A shared report is still filtered by the reader’s own permissions.

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Publish a report to the workspace

1

Open the report in the builder

Go to Reports and click the report. You need edit rights to change its visibility.
2

Open the Visibility section

It is the second section in the builder panel. The header chip shows Personal or Shared.
3

Choose Shared

Pick Shared – visible to the workspace.
4

Save

Click Save changes. The report now appears in everyone’s library.
If the Shared option is disabled, the panel tells you why: “You need report management access to make a report shared.”

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Personal versus shared

A shared report becomes workspace property. Its author does not keep exclusive rights over it – changing it afterwards needs report.manage, even for the person who made it. Publish when you are happy with the shape.
Every report has a URL. Copy it from your browser and send it. The reader opens the same report, runs it under their own permissions, and sees their own numbers. A link can carry view tweaks so the reader lands on the arrangement you meant, without you changing the saved report. ?layout=grouped&group=client,project opens the report grouped by client, then project – for that reader, in that tab, once.
Link tweaks are a view request and nothing more. They never save, never export, and never widen what the reader may see. A link naming something the report cannot do is ignored, and the reader gets the saved view instead of a broken one.

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What a reader actually sees

The same shared report can show different numbers to two people. That is by design, and it happens in two independent ways. 1. Columns are filtered by capability. A cost or revenue column is absent for someone whose role cannot see it. If the report explicitly asks for one, the cell shows a lock and reads Restricted, with the tooltip “You don’t have permission to view this value.” 2. Rows are filtered by supervision scope. Totals fold only over the people the reader supervises. When that is less than the whole roster, a note sits above the table:
Covering 4 of 12 members – your role only sees the people you supervise.
Read that note before pasting a total into a client email. A scoped report is not wrong, but it is not the whole workspace either.
See /reports/report-permissions and /concepts/supervision-scope.

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Sharing with a client

You cannot share a report into the client portal. A portal contact holds no internal capabilities at all, so Reports does not exist for them. To get numbers to a client, export the report and attach the file, or put the work on an invoice.

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Example

Priya Raman builds Bluebird hours – weekly for Northwind Studio and wants the delivery team reading it every Monday.
1

Publish it

She sets Visibility to Shared and saves. It appears in everyone’s library.
2

Send the link

She pastes the URL into the team channel with ?layout=grouped&group=project,member so it opens grouped the way she reads it.
3

Check what people see

Sarah Lin opens it and sees hours per project per member. The Revenue column is not there for her – her role cannot see billing rates.
4

Schedule it

Priya asks Tom Whitfield, who holds scheduling access, to set up a Monday email of the same report.
Maya Ellis opens the same link and sees Revenue, Labor cost and Profit as well, because she holds both cost and billing access.

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Permissions

Out of the box, only Owner and Admin hold report.share and report.manage. Project Manager and Member can create and edit their own reports, but not publish them – ask an admin, or have a custom role granted the capability. See /team/custom-roles. Publishing a report also saves it, so it needs a Pro plan.

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What happens next

Once a report is shared:
  • It appears in every colleague’s library, filtered by their own permissions.
  • Anyone with report.manage can edit it, so agree who owns it.
  • It can be scheduled by email – /reports/schedule-a-report.
  • Archiving it removes it from everyone’s default list at once.

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Common questions

No. Sharing shares the question, not the answer. Every reader runs it under their own capabilities and their own supervision scope.
Not as a permission. Visibility is personal or workspace-wide. To reach one person, send them the link – they will still need report.view.
Publishing needs report.share or report.manage. Creating and editing your own reports does not include publishing them.
Only with report.manage, because editing a shared report needs the curation tier. Ask an admin.

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Troubleshooting

Report permissions

Why two people see different numbers.

Saved reports

The library, and personal versus shared.

Schedule a report

Push the report instead of waiting for people to open it.

Export a report

Send numbers to someone outside the workspace.

Supervision scope

Which people a reader’s totals cover.