> ## Documentation Index
> Fetch the complete documentation index at: https://docs.timetracker.in/llms.txt
> Use this file to discover all available pages before exploring further.

# Share a report

> Publish a report to your whole workspace, send a share link that re-groups or pivots it for the reader, and understand what each viewer actually sees.

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.

## Two ways to share

| Method                       | What it does                                           | Who it is for             |
| ---------------------------- | ------------------------------------------------------ | ------------------------- |
| **Set visibility to Shared** | The report appears in every colleague's library        | Everyone in the workspace |
| **Send the URL**             | A direct link to the report, with optional view tweaks | One person, right now     |

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

## Publish a report to the workspace

<Steps>
  <Step title="Open the report in the builder">
    Go to **Reports** and click the report. You need edit rights to change its visibility.
  </Step>

  <Step title="Open the Visibility section">
    It is the second section in the builder panel. The header chip shows **Personal** or **Shared**.
  </Step>

  <Step title="Choose Shared">
    Pick **Shared – visible to the workspace**.
  </Step>

  <Step title="Save">
    Click **Save changes**. The report now appears in everyone's library.
  </Step>
</Steps>

If the **Shared** option is disabled, the panel tells you why: *"You need report management access to make a report shared."*

### Personal versus shared

|                         | Personal                | Shared                      |
| ----------------------- | ----------------------- | --------------------------- |
| Listed for              | Only you                | Everyone with `report.view` |
| Edited by               | You, with `report.edit` | Anyone with `report.manage` |
| Archived by             | You, with `report.edit` | Anyone with `report.manage` |
| Shown in the library as | A **Personal** chip     | A **Shared** chip           |

<Warning>
  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.
</Warning>

## Send a share link

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.

### Reshaping a report in the link

A link can carry view tweaks so the reader lands on the arrangement you meant, without you changing the saved report.

| Parameter | Does what                                              |
| --------- | ------------------------------------------------------ |
| `layout`  | Renders the report as `detailed`, `grouped` or `pivot` |
| `group`   | Sets the grouping levels, comma-separated, up to 3     |
| `x`       | The pivot column axis                                  |
| `y`       | The pivot row axis                                     |
| `metric`  | The pivot value                                        |

`?layout=grouped&group=client,project` opens the report grouped by client, then project – for that reader, in that tab, once.

<Note>
  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.
</Note>

## 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.

<Warning>
  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.
</Warning>

See [/reports/report-permissions](/reports/report-permissions) and [/concepts/supervision-scope](/concepts/supervision-scope).

## 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.

| Want                              | Do this                                                                                         |
| --------------------------------- | ----------------------------------------------------------------------------------------------- |
| Send a client a summary of hours  | Export to PDF and attach it – [/reports/export-a-report](/reports/export-a-report)              |
| Let a client see project progress | Use the client portal – [/portal/what-clients-can-see](/portal/what-clients-can-see)            |
| Bill the client for the work      | Raise an invoice – [/invoicing/invoice-from-tracked-time](/invoicing/invoice-from-tracked-time) |

## Example

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

<Steps>
  <Step title="Publish it">She sets Visibility to **Shared** and saves. It appears in everyone's library.</Step>
  <Step title="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.</Step>
  <Step title="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.</Step>
  <Step title="Schedule it">Priya asks Tom Whitfield, who holds scheduling access, to set up a Monday email of the same report.</Step>
</Steps>

Maya Ellis opens the same link and sees Revenue, Labor cost and Profit as well, because she holds both cost and billing access.

## Permissions

| Action                                  | Capability                         |
| --------------------------------------- | ---------------------------------- |
| Set a report's visibility to **Shared** | `report.share`, or `report.manage` |
| Edit a shared report afterwards         | `report.manage`                    |
| Archive a shared report                 | `report.manage`                    |
| Open a shared report                    | `report.view`                      |
| Open a link with view tweaks            | `report.view`                      |

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](/team/custom-roles).

Publishing a report also saves it, so it needs a Pro plan.

## 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](/reports/schedule-a-report).
* Archiving it removes it from everyone's default list at once.

## Common questions

<AccordionGroup>
  <Accordion title="Does sharing a report let people see data they normally cannot?">
    No. Sharing shares the question, not the answer. Every reader runs it under their own capabilities and their own supervision scope.
  </Accordion>

  <Accordion title="Can I share a report with just one person?">
    Not as a permission. Visibility is personal or workspace-wide. To reach one person, send them the link – they will still need `report.view`.
  </Accordion>

  <Accordion title="Why can I not change my own report to Shared?">
    Publishing needs `report.share` or `report.manage`. Creating and editing your own reports does not include publishing them.
  </Accordion>

  <Accordion title="Can I turn a shared report back into a personal one?">
    Only with `report.manage`, because editing a shared report needs the curation tier. Ask an admin.
  </Accordion>

  <Accordion title="Does a share link expire?">
    No. It is an ordinary in-app URL. Anyone without report access cannot open it.
  </Accordion>

  <Accordion title="Will a link with pivot parameters change the saved report?">
    No. View tweaks live in the URL only. They are never saved and never exported.
  </Accordion>
</AccordionGroup>

## Troubleshooting

| Problem                                             | Fix                                                                                       |
| --------------------------------------------------- | ----------------------------------------------------------------------------------------- |
| **Shared** is greyed out in the Visibility dropdown | You lack `report.share` and `report.manage`                                               |
| A colleague says the report is empty                | Their supervision scope may reach nobody in the period, or a source gate is blocking them |
| A colleague sees fewer columns than you             | Expected. Cost and revenue columns are gated per role.                                    |
| A share link opens the plain saved view             | A parameter did not validate, so the link fell back to the saved report                   |
| Saving the visibility change fails                  | The server re-checks every save. You need `report.share` or `report.manage`.              |

## Related guides

<CardGroup cols={2}>
  <Card title="Report permissions" icon="lock" href="/reports/report-permissions">
    Why two people see different numbers.
  </Card>

  <Card title="Saved reports" icon="bookmark" href="/reports/saved-reports">
    The library, and personal versus shared.
  </Card>

  <Card title="Schedule a report" icon="clock" href="/reports/schedule-a-report">
    Push the report instead of waiting for people to open it.
  </Card>

  <Card title="Export a report" icon="download" href="/reports/export-a-report">
    Send numbers to someone outside the workspace.
  </Card>

  <Card title="Supervision scope" icon="users" href="/concepts/supervision-scope">
    Which people a reader's totals cover.
  </Card>
</CardGroup>