Who it’s for: Administrators and users with Report access
Platform: Sense HR
Available on: All plans
Before you begin
Make sure you:
☑️ Have created and published the report you want to share
☑️ Understand who needs access to the report
☑️ Understand whether recipients should open the report in Report results or Analyse with AMI, if available for your plan
☑️ Know that recipients will only see data they already have permission to access
☑️ Know that draft changes are not visible to recipients until the report is published again
🖊️ Note: Only published reports can be shared. If you are still working on draft changes, publish the report before sharing or updating the shared version.
Overview
Report sharing lets you share a published report with selected people or groups.
Sharing a report gives recipients access to the report structure and published report view. It does not give them unrestricted access to all data in the report.
Recipients only see data they already have permission to access. This means the report results may look different for different users.
For example, an administrator may see all employees in a shared report, while a manager may only see employees they are allowed to access.
Key points
Only published reports can be shared.
Recipients see the published version that was shared.
If you create or edit a draft after sharing, recipients continue to see the last published shared version.
Sharing a report does not override data permissions.
Recipients only see data they already have permission to access.
Shared reports are view-only for recipients.
Recipients can filter or adjust the view while they are using the report, but those changes are not saved.
Report results and AMI insights may differ between users because each user may have access to different data.
💡 Tip: This article explains how sharing and permissions work. For step-by-step instructions on sharing or stopping sharing a report, see:
👉 Reports: Create, edit, and manage reports
Who can share reports?
The reports a user can share depend on their role and permissions.
User type | What they can share |
Administrator | Can share any report |
Report creator | Can share reports they created |
Who can you share a report with?
You can share a published report with:
a specific person
all managers
Use the Share with field to search for and select recipients.
What recipients can see
Recipients can open the shared report and view the report results.
However, they only see the data their existing permissions allow them to access.
This means:
User type | What they may see |
Administrator | The full report data |
Manager | Only report data for people or records they are allowed to access |
Standard user | Only data they are allowed to access, if any |
🖊️ Important: Sharing a report does not grant access to restricted employee data. It only gives access to the shared report view.
What recipients can do
Recipients can view and work with the shared report during their session.
They can:
open the shared report
apply filters
sort columns
review report results
use Analyse with AMI, if included in your plan and they have AMI access.
Recipients cannot:
save changes to the shared report
edit the report setup
publish changes
change the saved fields, filters, or sharing settings
Any filters or adjustments recipients apply are temporary. They need to apply them again the next time they open the report.
🖊️ Note: If recipients want to keep their own filters or changes, they can copy the shared report and work from their own version. Once copied, the new report belongs to them, and they can adjust fields, filters, sorting, and report details according to their own reporting permissions.
Sharing and report access permissions
A user does not need normal Reports area access to open a report that has been shared with them.
However, their experience may differ depending on their access:
Recipient access | Experience |
Has Reports area access | The shared report appears in the normal Reports area, including the relevant report category/list |
Does not have Reports area access | The user can still open the shared report, but may see a more limited shared-report experience |
In both cases, the recipient only sees data they already have permission to access.
Sharing and report versions
Only the published version of a report is shared.
If you later create a draft and make changes, recipients continue to see the last published version.
Draft changes are not shown to recipients until the report is published again.
Report state | What recipients see |
Published report shared | Recipients see the published shared version |
New draft created after sharing | Recipients still see the last published shared version |
Draft changes saved but not published | Recipients still see the last published shared version |
Draft is published | Recipients see the new published version |
💡 Tip: Use drafts to test changes before publishing. Recipients will not see those changes until you publish them.
Opening experience
When sharing a report, you can choose how the report opens for recipients.
Report results
This opens the standard report results view.
Recipients can view the report results and, if they have AMI access, launch Analyse with AMI from the report.
Analyse with AMI
This opens the report directly in AMI.
Users without AMI access will open the standard report results view instead.
🖊️ Note: The Analyse with AMI opening experience is only available on plans that include AMI. If your plan does not include AMI, this option is not shown.
AMI insights may differ between users
AMI analyses the report data available to the person using it.
Because recipients only see data they already have permission to access, AMI insights may differ between users.
For example:
an administrator may receive an organisation-wide summary
a manager may receive a summary based only on their team
a user without AMI access will open the standard report results view instead
🖊️ Important note: AMI does not bypass report or data permissions.
Stop sharing a report
Use Stop sharing to remove sharing access for the report.
After sharing is stopped, recipients will no longer access the report through the shared report experience.
🖊️ Note: If a recipient copied the shared report and created their own version, they will retain access to their copy. Stopping sharing only removes access to the original shared report.
Best practice
Share reports only with users or groups who need access.
Use clear report names so recipients understand what the report is for.
Check that the report is published before sharing.
Review the report filters before publishing and sharing.
Remember that recipients may see different results depending on their permissions.
Use Report results as the opening experience if recipients may need to review the data before choosing whether to use AMI.
Use Analyse with AMI when the report is intended to be opened directly for AI-assisted analysis.
Basic Troubleshooting
A recipient sees fewer results than I do
This is expected if the recipient has access to less data than you. Shared report recipients only see data they already have permission to access.
A recipient cannot save filters or changes
Shared reports are view-only for recipients. Filters and changes made by recipients are temporary and are not saved.
A recipient opens the report results instead of AMI
The recipient may not have AMI access. Users without AMI access open the standard report results view instead.
A recipient cannot see my latest draft changes
Only published reports are shared. Draft changes are not visible to recipients until you publish the report again.
I shared a report, but AMI insights differ between users
AMI analyses the data available to each user. If users have different data permissions, their AMI insights may differ.
The report does not open in AMI when the opening experience is Analyse with AMI
Your browser may be blocking the AMI workspace from opening.
If the shared report is set to open directly in Analyse with AMI, the AMI workspace open in a new tab or window. Some browsers or browser extensions may block this as a pop-up.
To resolve this:
Check whether your browser has shown a pop-up blocked message.
Allow pop-ups for Sense Workplace.
Open the shared report again.
🖊️ Note: Users without AMI access will open the standard report results view instead, even if the shared report opening experience is set to Analyse with AMI.
Summary
Report sharing lets you share a published report with selected people or groups.
Remember:
only published reports can be shared
recipients see the shared published version
draft changes are not visible until published
sharing does not override data permissions
recipients only see data they already have permission to access
shared reports are view-only for recipients
recipient filters and changes are temporary
AMI insights may differ depending on each recipient’s data access