Overview

Every tracker you build in Analytics carries its own answer to one question: who else in your organization can see it. You set that on the "Who can see it?" step when you create a tracker, and you can change it at any time afterwards. KPIs, dashboards and home page cards all follow the tracker, so this one setting is what controls the whole chain.

This article explains each option, who it lets in, and what it stops them doing.

Plan required: Analytics is available on the Enterprise and Ultimate plans. On any other plan the module shows a locked panel instead.

1. What does sharing actually control?

It controls who can open the tracker and everything built on it. It does not change the numbers themselves.

Two separate things decide what another administrator ends up looking at:

• Access. May they open this tracker and its KPIs at all? That is what you set when you share.
• Data. Which records feed the number once they can see it? That is decided by their own permissions and site assignments, not by you.

So sharing a tracker widely is safe. It does not hand anyone rows they were never allowed to see.

2. What are my options for who can see a tracker?

Three, shown as cards on the "Who can see it?" step:

• Global access. Anyone who can open Analytics can see it. This is the default.
• Specific people. Only the sites, admin roles and individual people you pick. Details in the next question.
• Only me. Nobody else sees the tracker, its KPIs, or any card built on it.

3. What can I pick under "Specific people"?

Three lists, and you can use any combination of them:

• Which sites? Administrators assigned to the sites you tick.
• Which admin roles? Everyone on the roles you tick, wherever their sites are.
• Which people? Named administrators, searchable by name or email.

They add together rather than narrow each other. "The North site, plus the Program Leads role, plus one specific coordinator" is a single audience, not three separate trackers.

Naming a role or a person is a direct grant, so it beats site restrictions. An administrator you name by hand sees the tracker even if none of their sites are on it. That is the difference between the people lists and the sites list, and it is the reason to reach for them when someone needs a number that sits outside their usual patch.

You have to pick at least one site, role or person. Saving "Specific people" with nothing selected is not allowed, because an empty audience would store as visible to everyone, which is the opposite of what you asked for.

4. Who appears in the lists I can pick from?

Only the administrators and sites you already have access to.

If your own access is limited to certain sites, the people list shows administrators who share one of those sites with you, plus yourself. Administrators at sites you do not work on are not listed, and you cannot share with them.

If your admin role does not let you browse the admin list at all, the people picker is replaced by a single option called "People on my admin role". Ticking it shares with your own team without ever showing you who is on it. It is a complete option, not a degraded one.

An administrator who has been added but has not accepted their invite yet still appears, marked as invite pending. You can share with them, and the tracker is simply waiting for them when they sign in.

5. What can the people I share with do with it?

You decide, under "What can they do with it?":

• View only. They can read the tracker and its KPIs. They cannot change them.
• Can edit. They can change the tracker and its KPIs.

This setting covers everyone the share reaches, whether they got in through a site, a role, or their own name. You cannot give one person edit and another view on the same tracker. If you need that split, build a second tracker.

Two people always have full edit rights regardless: you, as the creator, and account holders.

6. Does an account holder see a tracker I shared narrowly?

Yes. Account holders and administrators whose access is not restricted to particular sites see every tracker in the organization, apart from ones set to "Only me".

Caution: "Only me" is the one option that hides a tracker from an account holder. Sharing with specific sites, roles or people narrows who else gets in, but it does not exclude the people who can already see everything.

7. Do I have to share KPIs separately?

No. KPIs inherit their tracker.

If someone can see the tracker, they can see every KPI built on it. If they cannot, none of its KPIs resolve for them anywhere, including on a shared dashboard, on a home page card, and in an export. The same applies to edit rights: someone with "View only" on a tracker cannot edit its KPIs either.

This is why the tracker is the only place you set this. There is no separate sharing screen for a KPI.

8. What happens on dashboards and home pages?

A dashboard is an ordered set of KPI cards, and each card still answers to its own tracker. A card whose tracker the reader cannot see does not render for them. They see the rest of the dashboard normally.

The same holds for the KPI cards you place on another administrator's home page from the Admin dashboards tab. Before anything is written, that screen previews exactly who is affected, and if a KPI relies on a tracker some of those administrators cannot see, it names them and offers to widen the tracker for you.

9. Will the people I share with see the same numbers I do?

Not always, and that is deliberate.

Access and data are separate, as described in question 1. An administrator limited to one site opens a shared hours tracker and sees the hours for their site, not the organization total. The tracker, the KPI and the wording are identical. The figure is scoped to the reader.

Note: If two administrators compare a shared KPI and get different figures, this is usually why. Check what each of them is allowed to see before treating it as an error.

10. What happens if I change or remove a share?

It takes effect immediately, and nothing is deleted.

Someone who loses access stops seeing the tracker and its KPIs the next time they load Analytics. Cards they had already placed on their own home page stay where they are but stop displaying, so their layout is not quietly rearranged. If you share the tracker again later, those cards come back on their own.

Switching a tracker to "Only me" does the same thing for everyone except you.

11. Can I tell who a tracker is shared with?

Yes. The Trackers list shows a short label on every row: Global, Only me, or Shared with a count of how many sites, roles and people are named. Opening the tracker spells out the audience by name.

If the share includes someone you are not allowed to look up, they are counted rather than named, so the line stays accurate without revealing anyone.

12. Can other administrators build their own trackers?

That depends on their admin role, not on sharing. A role controls whether someone can open Analytics at all, and separately which actions they can take in it, such as creating or deleting trackers, KPIs, goals and dashboards. Actions left unticked are read only: they still see the numbers, they just cannot change them.

Sharing decides which trackers a person can reach. Their role decides what they are allowed to do once they are there. Both apply.

Summary

• Sharing is set on the tracker, on the "Who can see it?" step, and can be changed at any time.
• Global access, Specific people, or Only me. "Specific people" combines sites, admin roles and named individuals into one audience.
• Naming a role or a person is a direct grant that overrides site restrictions.
• View only or Can edit applies to everyone the share reaches. The creator and account holders always have edit rights.
• "Only me" is the only setting that hides a tracker from an account holder.
• KPIs, dashboard cards and home page cards all inherit the tracker. There is nothing separate to share.
• Access and data are separate: a shared KPI can legitimately show different figures to different readers.

If something is not behaving the way this article describes, please submit a ticket, or email us at support@vomevolunteer.zohodesk.com.