Dashboard Access Control

This guide covers five topics:

Page 1 · Overview & Key Concepts — what access control is and why it matters
Page 2 · Permission Levels — Owner, Editor, Viewer, and No Access explained
Page 3 · How to Manage Access — step-by-step instructions
Page 4 · Sharing Dashboards & Requesting Access — share links and email flows
Page 5 · Email Notifications — every email you'll receive and why

Help Article 1 : Overview & Key Concepts

What is Dashboard Access Control?

Dashboard Access Control lets you decide exactly who can see and edit each dashboard in Sentisum. Before this feature, all dashboards were visible to everyone in your organisation. Now you can:

Keep sensitive dashboards — like agent performance or executive summaries — private
Let your team view dashboards without the risk of accidental edits
Build dashboards privately before sharing them with the team
Make sure email digests only show people the dashboards they're allowed to see

💡 Think of it like Google Drive for dashboards — you control who has view-only access, who can edit, and who can't see it at all.

Key concepts at a glance

Company Default

When you create a dashboard, you choose what access the rest of your organisation gets by default. You can set this to Edit, View, or No Access. You can change this at any time from the Manage Access panel.

Individual Overrides

You can give specific people a different level of access than the company default. For example, you might set the company default to View, but give one colleague Editor access.

Draft Mode

Draft mode is separate from permissions. When a dashboard is in Draft, only you and your organisation's Admins can see it — regardless of what the permission settings say. Use Draft while you're building a dashboard before it's ready to share.

Admin Override

Organisation Admins always have Editor-level access to every dashboard. This cannot be removed. Admins are responsible for platform governance and should never be locked out.

⚠️ Note for Admins: Admins can see and edit all dashboards, including private ones. This is by design — if a dashboard creator leaves the company, Admins need to be able to manage their work.

Help Article 2 : Permission Levels

Understanding Permission Levels

Every dashboard has one of four permission levels assigned to each user (or as a company-wide default). Here's what each one means.

The four levels

Role	What this means
Owner	The person who created the dashboard. Owners have full control — they can edit, rename, delete, share, and decide who else has access. Owners can also put a dashboard into Draft mode (hidden from everyone until they're ready to publish) or transfer ownership to a colleague. Every dashboard has exactly one Owner. If the Owner leaves your organisation, ownership automatically transfers to your oldest Admin.
Editor	Editors can view and fully edit the dashboard — including changing charts, filters, layout, and the dashboard title. They can also manage who has access and share the dashboard with others. Editors cannot delete the dashboard (only the Owner can do that) and cannot transfer ownership. Typical Editors: team leads, analysts, or anyone who builds and maintains dashboards for others.
Viewer	Viewers can see the dashboard, interact with date filters, subscribe to the email digest, and copy the share link. They cannot edit anything on the dashboard. Viewers can duplicate a dashboard — the copy becomes their own Draft, with no connection to the original. They are the Owner of their copy. Typical Viewers: support team members, operations managers, or executives who consume insights but don't build dashboards.
No Access	The dashboard is completely invisible to this person — it won't appear in their sidebar, in search results, or in their email digest. If they click a direct link to the dashboard, they'll land on a Request Access screen and can ask the Owner for permission. Use this for sensitive dashboards such as agent performance benchmarks, executive P&L summaries, or any dashboard not meant for the whole team.

What each level can do

Action	Owner / Editor	Viewer	No Access
View the dashboard	✓	✓	✗
Interact with filters	✓	✓	✗
Edit charts and layout	✓	✗	✗
Rename or delete	✓	✗	✗
Manage who has access	✓	✗	✗
Share / copy link	✓	✓	✗
Subscribe to email digest	✓	✓	✗
Duplicate the dashboard	✓	✓	✓
Appears in your sidebar	✓	✓	✗
Included in digest emails	✓	✓	✗

💡 Viewer tip: Viewers can duplicate any dashboard they have access to. The copy is saved as a Draft in their own folder — they become the Owner of the copy and can set their own permissions on it. The original dashboard is not affected.

A note on Owners vs. Editors

The person who creates a dashboard is automatically its Owner. Owners have all Editor permissions, plus two extras:

Only the Owner (or an Admin) can permanently delete the dashboard
Only the Owner (or an Admin) can transfer ownership to someone else

Ownership is shown with an 'Owner' badge in the access management panel. If the Owner leaves your organisation, ownership automatically transfers to your oldest Admin.

Draft mode vs. Private access — what's the difference?

Draft	Private (No Access)
Intended for	Work in progress — not ready to share yet	Deliberately restricted from certain users
Who can see it	Owner + Admins only	Owner + Admins + users you individually grant access to
In email digests	No	Only for users who have been granted access
Badge in sidebar	Yellow 'Draft' pill (Owner/Admin only)	Grey 'Private' pill (Owner/Admin only)
How to change	Toggle off Draft mode to publish	Change company default or add individual users in Manage Access

Help Article 3 · How to Manage Dashboard Access

You can manage access from two places: the Manage Access panel (accessed via the ··· menu in the dashboard header) or the Share modal (via the Share button). Both give you the same controls.

⚠️ Only Editors and Owners can manage access on a dashboard. Viewers and users with No Access cannot change permissions.

Opening the Manage Access panel

Open any dashboard you own or have Editor access to.
Click the ··· (three-dot) menu in the top-right corner of the dashboard header.
Select Manage Access from the menu.
The Manage Access panel will slide open from the right side of the screen.

Setting the company-wide default

The company default controls what access everyone in your organisation has unless you've added them individually. To change it:

In the Manage Access panel, find the Company Default section.
Open the dropdown and choose one of:
1. Edit (full access) — everyone in your org can view and edit this dashboard
2. View (read-only) — everyone can view but not edit (this is the default for new dashboards)
3. No Access — the dashboard is hidden from everyone except people you add individually
Click Save Changes.

Adding a specific person

In the Manage Access panel, find the Individual Access section.
Click the search bar and type the person's name or email address.
Select them from the dropdown — their name and role in your organisation will appear.
Use the role dropdown next to their name to set them as Viewer or Editor.
Click Save Changes.

The person will receive an email letting them know the dashboard has been shared with them, along with a direct link.

Changing someone's access level

Open the Manage Access panel.
Find the person in the Individual Access list.
Use the dropdown next to their name to change their role.
Click Save Changes.

Removing someone's access

Open the Manage Access panel.
Find the person in the Individual Access list.
Click the × button to the right of their name.
Click Save Changes.

The dashboard will disappear from their sidebar on their next page load. No email is sent when access is removed.

Enabling or disabling Draft mode

Open the Manage Access panel.
At the top of the panel, toggle Draft Mode on or off.

- Draft ON: The dashboard is hidden from everyone except you and Admins. Your permission settings are saved but suspended until you publish.
- Draft OFF (Published): Your configured permissions take effect immediately.
- Click Save Changes.

Transferring ownership

If you need to hand a dashboard over to a colleague:

Open the Manage Access panel.
Make sure the person is already in the access list as an Editor. If not, add them first.
Contact your Sentisum Admin — they can transfer ownership on your behalf from the same panel.

⚠️ Ownership can only be transferred to someone who already has Editor access to the dashboard. Admins can always do this without being listed as an Editor.

Help Article 4 · Sharing Dashboards & Requesting Access

Sharing a dashboard with a colleague

There are two ways to share a dashboard with someone:

Option A — Share via the Share button

Click the Share button in the top-right of the dashboard header.
Go to the Invite People tab.
Enter the person's email address.
Choose their access level (Viewer or Editor) from the dropdown.
Click Send.

They'll receive an email with a direct link to the dashboard and their access level confirmed.

Option B — Share via Manage Access

Click ··· in the dashboard header and select Manage Access.
Search for the person by name or email in the Individual Access section.
Set their role and click Save Changes.

This does the same thing — they'll receive the same sharing email.

Sharing a link

You can copy a direct link to any dashboard from ··· → Copy Link, or from the Share modal under the Link tab.

💡 Important: Sharing a link does not grant anyone access. If the person you forward the link to doesn't have access to the dashboard, they'll land on a Request Access screen — they won't be able to see any data.

Requesting access to a dashboard

If you click a link to a dashboard you don't have access to, you'll see a Request Access screen. Here's what to do:

On the Request Access screen, you'll see the name of the dashboard owner.
Click Request Access.
The dashboard owner will receive an email with your request.
If they approve, you'll receive an email with a link to the dashboard.
If they decline, you'll receive an email letting you know.

💡 Access requests expire after 7 days if the owner hasn't responded. If you still need access after that, you can request again.

Approving or declining an access request (for dashboard owners)

When someone requests access to your dashboard, you'll receive an email from Sentisum. You can act directly from the email — no login required:

Approve as Viewer — grants the person read-only access. They'll get a confirmation email with a link.
Approve as Editor — grants the person full edit access. They'll get a confirmation email with a link.
Decline — declines the request. They'll receive a polite email letting them know.

These one-click links are secure and expire after 7 days. If a link has expired, you can manage access directly from the Manage Access panel in the app.

✓ You can also approve or decline from inside Sentisum by going to the relevant dashboard, clicking ··· → Manage Access, and adding the person there.

How access affects email digests

Sentisum's email digest is permission-aware. This means:

A digest email only includes dashboards the recipient has at least Viewer access to
If a dashboard is in Draft or set to No Access for a user, it won't appear in their digest at all — not even the title
If someone's access is removed after they subscribed to a digest, the dashboard is automatically excluded from their next digest send

You don't need to manage digest subscriptions separately when you change access — Sentisum handles it automatically.

Help Article 5 · Email Notifications

Email 1 — A dashboard has been shared with you

You receive this email when an Editor or Owner adds you to a dashboard.

Sent to	The person being granted access
Subject	[Dashboard name] has been shared with you
What's in it	The name of the person who shared it, the dashboard name, your access level (Viewer or Editor), and an 'Open Dashboard' button that links directly to the dashboard.
What to do	Click 'Open Dashboard'. If you're not logged in, you'll be asked to log in first and then redirected.

Email 2 — Someone is requesting access (to the Owner)

You receive this email when someone clicks a link to your dashboard and submits an access request.

Sent to	The dashboard Owner
Subject	[Name] is requesting access to [Dashboard name]
What's in it	The requester's name and email, the dashboard name, and three buttons: 'Approve as Viewer', 'Approve as Editor', and 'Decline'.
What to do	Click any of the three buttons — no login required. The action is completed immediately via a secure link. These links expire after 7 days.

Email 3a — Your access request was approved

You receive this email when the dashboard owner approves your access request.

Sent to	The person who requested access
Subject	Your access to [Dashboard name] has been approved
What's in it	The owner's name, the dashboard name, your access level (Viewer or Editor), and an 'Open Dashboard' button.
What to do	Click 'Open Dashboard' to go directly to the dashboard.

Email 3b — Your access request was not approved

You receive this email when the dashboard owner declines your access request.

Sent to	The person who requested access
Subject	Your access request for [Dashboard name] was not approved
What's in it	The dashboard name, a neutral message letting you know the owner is unable to grant access, and the owner's email in case you want to reach out directly.
What to do	If you think this is a mistake, email the dashboard owner directly. You can try requesting access again after 7 days if needed.

Full email notification summary

What happened	Who gets an email	Follow-up email
An Editor adds you to a dashboard	You — 'Dashboard shared' email with link	No further email
You click a link to a private dashboard and request access	Owner — 'Access requested' email with Approve/Decline buttons	You — 'Approved' email with link OR 'Not approved' email
Owner approves your request	No new email to owner	You — 'Approved' email with direct link to the dashboard
Owner declines your request	No new email to owner	You — 'Not approved' email with a note to contact the owner

Frequently asked questions

I shared a link but the other person can't see the dashboard. Why?

Sharing a link does not grant access. The person needs to be added to the dashboard's access list — either via the Share modal or the Manage Access panel. If they click the link without access, they'll see a Request Access screen where they can submit a request.

I got a 'not approved' email. What are my options?

You can reach out to the dashboard owner directly — their email is included in the notification. You could also ask your Sentisum Admin to grant you access.

Why don't I see a certain dashboard in my sidebar?

Either the dashboard is set to No Access for your account, or it's in Draft mode (only visible to the owner and Admins). You can click a direct link to it and use the Request Access screen to ask the owner for access.

I'm an Admin — can I see all dashboards including private ones?

Yes. Organisation Admins have Editor-level access to every dashboard by default. This includes Draft dashboards and those set to No Access for other users. This is intentional and cannot be changed.

Will removing someone's access unsubscribe them from the email digest?

Yes, automatically. On the next scheduled digest send, Sentisum checks permissions and excludes any dashboards the recipient no longer has access to. You don't need to do anything manually.