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 someone view and run reports built in Report Builder. This is the minimum needed to receive a shared report.
- Custom Reporting — Edit lets someone view, run, create, edit, and manage reports.
What permissions are needed for each data source
On top of Custom Reporting access, a person needs the permissions for every data source the report uses. If a report combines more than one data source, they need the permissions for all of them.
| Data source | Permission required | What it gives access to |
|---|---|---|
| Employee | UI Permission is team:view or Team (restricted) + Employee contract details The Employee Contract Details permission is required along with Team (Restricted) to access the employee data source. With Team (Restricted) access, certain sensitive fields will be masked. Similarly, the Salary permission is required to view salary-related fields. | The employee data source and employee fields, including employees who are still onboarding or already offboarded. |
| Payroll | payroll-reporting:read | The payroll data source (payroll output items). Add the Employee permission set to also see employee fields, otherwise only payroll fields appear. |
| Time off | time-off-requests:read | The time-off data source (requests, taken, approved, and declined). 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
You can only share a report with people who can access all of the data in it. This release does not support field-level access restrictions, so a report can be shared only with users who have every permission required for the data sources it uses (Employee, Payroll, or Time off).
- If someone is missing a required permission, they will not appear in the share list.
- The access dropdown also respects each person's existing permissions. If someone has view-only access, only View is available for them.
- If no one appears in the list, no other users currently have all the required permissions. Ask your admin to grant the necessary access.
Sharing with roles
You can share a report with a role, such as HR Admin or Finance, instead of with individual people. Role-based sharing is dynamic: if someone 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 data scope. Even when two people open the same report, each person sees only the data within their own scope, such as their country, entity, or department. This means the same report can show different rows to different people.
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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