Managing Dashboard Permissions
Understanding Dashboard Permissions
Dashboard permissions control who can view, edit, or manage the dashboards in your CRM. You can keep dashboards private to just yourself or share them with different user roles at various access levels.
Permission Levels
Dashboards offer four distinct permission levels:
- Full: Grants complete control, including the ability to create, edit, share, and delete the dashboard.
- Edit: Allows the user to edit the dashboard and its widgets, but not delete it.
- View: Provides read-only access to the dashboard.
- No Access: Completely restricts access to the dashboard.
Actions by Permission Level
The following table outlines which actions are available to users based on their permission level. The dashboard owner can perform all actions.
Action | Full | Edit | View | No Access | Private Dashboard Owner
--- | --- | --- | --- | --- | ---
Manage Permissions | ✅ | ❌ | ❌ | ❌ | ✅
Delete Dashboard | ✅ | ❌ | ❌ | ❌ | ✅
Set as Default Dashboard | ✅ | ❌ | ❌ | ❌ | ✅
Edit Dashboard | ✅ | ✅ | ❌ | ❌ | ✅
Clone Dashboard | ✅ | ✅ | ❌ | ❌ | ✅
View Dashboard | ✅ | ✅ | ✅ | ❌ | ✅
Duplicate to another Sub-Account (Agency Level Only) | ✅ | ✅ | ✅ | ❌ | ✅
Important notes:
- Only the dashboard owner or roles with Full permission can edit a dashboard's permissions.
- Agency Admins always have Full access to all dashboards that are not marked as private.
- Only an Account Admin or an Agency role with Full access can set a dashboard as the default.
- Only Agency-level roles can duplicate a dashboard to another sub-account.
Setting Permissions for a New Dashboard
Follow these steps to set permissions when creating a new dashboard.
Step 1: Add a Dashboard
Navigate to the main Dashboard area. Click on the blue Dashboard Selection menu and then select Add Dashboard.
Step 2: Create a Blank Dashboard
Under the Create a Blank Dashboard option, click Select.
Step 3: Configure Permissions and Confirm
A modal window for the new dashboard will appear. You can leave the dashboard as private, which restricts access to yourself. To share it, turn off the private toggle to reveal the sharing permissions for different roles. Once you have configured the permissions, click Confirm to create the dashboard.
Changing Permissions for an Existing Dashboard
You can modify who has access to a dashboard after it has been created.
Step 1: Open the Manage Permissions Menu
On the dashboard you wish to modify, click the three-dot action menu. From the list, select Manage Permissions.
Step 2: Adjust Permissions and Save
In the permissions modal, use the Private toggle to switch between keeping the dashboard private or setting shared permissions for various roles. After making your changes, click Save to apply them and close the window.
Agency vs. Account Views
The options available in the permissions screen depend on whether you are logged in at the Agency level or the Account level.
Agency View
Users with Agency Admin privileges have Full access to all non-private dashboards. In the Agency view, you can set permissions for three roles: Agency User, Account Admin, and Account User.
Account View
In the Account view, the permissions screen shows two roles: Account Admin and Account User.
Roles and Permissions Hierarchy
Dashboard permissions follow a strict hierarchy: Agency Admins > Agency Users > Account Admins > Account Users.
Permissions for higher-level roles will always override those for lower-level roles. A lower-level role cannot be granted higher permissions than a role above it. For example, if a dashboard's permission for Account Admin is changed from Edit to View, the permission for Account User will automatically be reduced to View as well to maintain the hierarchy.
Export Data Permission
The Export data permission setting determines whether a user can download data directly from the widgets on a dashboard. This allows teams to share reports while giving administrators control over when data can be exported.
Frequently Asked Questions
What happens if no permissions are set?
By default, dashboards are visible to all users unless you specifically restrict access.
What does "Only Assigned Data" restrict?
This setting filters the information in dashboard widgets to show only data related to records (like contacts or opportunities) that are assigned to the specific user.
How do I remove a user or role from a dashboard?
Open the Manage Permissions modal for the dashboard and uncheck the box next to the user or role you wish to remove.