Sharing reports helps your team work from consistent, trusted views of your data. This article explains who can see a report, how the share list works, and how to share a report.
Who can see a report by default
When you create a report, it is private. The default visibility is Only me, so no one else can see it until you choose to share it.
What permissions are needed to use Report Builder
Before anyone can use Report Builder or receive a shared report, they need Custom Reporting access:
- Custom Reporting — View lets a user view and run reports built in Report Builder.
- Custom Reporting — Edit lets a user view, run, create, edit, and manage reports.
What permissions are needed for each format
On top of Custom Reporting access, a user needs the permissions for every format the report uses. If a report combines more than one format, they need the permissions for all of them.
| Data source | Permission required | What it gives access to |
|---|---|---|
| Employee | Team or Team (Restricted) and Employee Contract Details The Employee Contract Details permission is required along with Team (Restricted) to access employee data. With Team (Restricted) access, certain sensitive fields are masked. The Salary permission is required to view salary-related fields. | Employee data and fields, including employees who are still onboarding or already offboarded. |
| Payroll | Payroll reporting | Payroll data. Add the Employee permission set to also see employee fields; otherwise only payroll fields appear. |
| Time off | Time off | Time-off data. Add the Employee permission set to also see employee fields; otherwise only time-off fields appear. |
By default, only the Owner, Super Admin, and Viewer roles include the full Employee permission set, so only these roles can be shared an Employee data source report without extra permissions being granted.
Share a report
- Go to Reporting and Analytics > All reports.
- Find the report you want to run, select the three-dot menu (•••) next to it in the report list, and choose Edit report.
- Select Share
- Choose the users or roles you want to share the report with.
- Set each recipient's access level to View or Edit:
- View lets someone view and run the report.
- Edit lets someone change the report, just as you can.
- Confirm to share. The people you add receive a notification.
Who appears in the share list
The share list reflects each user's permissions for the formats the report uses (Employee, Payroll, or Time off), as outlined in the permission table above.
- If a user is missing a required permission, they will not appear in the share list.
- The access dropdown also mirrors each user's Custom Reporting permission: if a user has Custom Reporting — View only, you can share View only; if they have Custom Reporting — Edit, you can share View or Edit.
- If no one appears in the list, no other users currently have the required permissions. Ask your admin to grant the necessary access.
Sharing with roles
You can share a report with all members of a role, such as HR Admin or Finance, instead of with individual users. Role-based sharing is dynamic: if a user is added to that role later, they automatically get access to the report.
Everyone sees only their own data
Sharing a report does not override a user's information access level. Even when two users open the same report, each user sees only the data within their own information access level, such as their country, entity, or department. This means the same report can show different rows to different users.
Sharing results outside Remote
To share results outside Remote, run the report and export it to a CSV file, then share that file through your usual channels.
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