--- title: "Manage report sharing settings" slug: "manage-report-sharing-settings" updated: 2026-10-15T01:18:40Z published: 2026-10-15T01:18:40Z canonical: "help.servicetitan.com/manage-report-sharing-settings" --- > ## Documentation Index > Fetch the complete documentation index at: https://help.servicetitan.com/llms.txt > Use this file to discover all available pages before exploring further. # Manage report sharing settings ## Overview Administrators can edit a report's *sharing settings* to manage report access on an individual basis. --- ### #### Who uses this feature - Administrators ## Things to know - *Built-in reports* are prebuilt reports included with ServiceTitan. By default, sharing access for most built-in reports is enabled for all office employees. There are some reports that are restricted by company role. - Only administrators can access sharing settings for built-in reports. - *Custom reports* are reports that office employees create based on report templates. Report creators can share their reports with other office employees, including administrators. - Administrators can access sharing settings for a custom report *only if* the report creator has shared the report with the administrator. > [!NOTE] > **Note:** To override this setting requires account configuration. Contact [Technical Support](/construction/docs/contact-servicetitan-technical-support) for details. - When you share a report by role and some users with this role don't have permissions to view that report, you will see the warning![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-report-sharing-settings-image-l7do6d7q.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A08Z&se=2026-10-31T01%3A42%3A08Z&sr=c&sp=r&sig=iPY8S7uOrKaSNfkTgUM0s4mcczPO5sPM%2BqpSCoC3c94%3D)icon near the role name that indicates that some users still do not have access. ## Share Access settings 1. Go to the navigation bar and click **Reports**. *All Reports* opens. 2. Find the report you want to share. > [!TIP] > **Tip:** In the search bar, enter a few letters of the report name to filter the reports listed. There are three options to share the report: ### **Option 1** - Click **More** ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-more-horiz.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A08Z&se=2026-10-31T01%3A42%3A08Z&sr=c&sp=r&sig=iPY8S7uOrKaSNfkTgUM0s4mcczPO5sPM%2BqpSCoC3c94%3D) in the lower corner of the report card and select **Share Access**. ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-report-sharing-settings-image-jc4rc921.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A08Z&se=2026-10-31T01%3A42%3A08Z&sr=c&sp=r&sig=iPY8S7uOrKaSNfkTgUM0s4mcczPO5sPM%2BqpSCoC3c94%3D) ### **Option 2** 1. Open the report you want to share. 2. In the report, click **More Actions** ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-more-horiz.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A08Z&se=2026-10-31T01%3A42%3A08Z&sr=c&sp=r&sig=iPY8S7uOrKaSNfkTgUM0s4mcczPO5sPM%2BqpSCoC3c94%3D) and select **Share Access**. ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-report-sharing-settings-image-gtoboaia.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A08Z&se=2026-10-31T01%3A42%3A08Z&sr=c&sp=r&sig=iPY8S7uOrKaSNfkTgUM0s4mcczPO5sPM%2BqpSCoC3c94%3D) ### **Option 3** 1. Open the report you want to share. 2. In the report, click the **Lock** ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-lock.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A08Z&se=2026-10-31T01%3A42%3A08Z&sr=c&sp=r&sig=iPY8S7uOrKaSNfkTgUM0s4mcczPO5sPM%2BqpSCoC3c94%3D) icon. ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-report-sharing-settings-image-daixgvyk.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A08Z&se=2026-10-31T01%3A42%3A08Z&sr=c&sp=r&sig=iPY8S7uOrKaSNfkTgUM0s4mcczPO5sPM%2BqpSCoC3c94%3D) *Share Access* opens. You can share the report by specific roles or by individual users. For more information, see [Share by role](/construction/docs/manage-report-sharing-settings#share-by-role) or [Share by individual user](/construction/docs/manage-report-sharing-settings#share-by-individual-user). ## Share by role 1. From the dropdown select **Manage by role**. ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-report-sharing-settings-image-s50ce0y2.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A08Z&se=2026-10-31T01%3A42%3A08Z&sr=c&sp=r&sig=iPY8S7uOrKaSNfkTgUM0s4mcczPO5sPM%2BqpSCoC3c94%3D) 2. Select the role you want to give viewing permission. > [!TIP] > **Tip:** In the search bar, enter a few letters of the role name to filter the roles listed. > [!NOTE] > **Note:** Click on the **Role** column to change the order of roles in the list. You can also click **Filter** ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-filter-alt.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A08Z&se=2026-10-31T01%3A42%3A08Z&sr=c&sp=r&sig=iPY8S7uOrKaSNfkTgUM0s4mcczPO5sPM%2BqpSCoC3c94%3D) next to the column name to filter the roles. ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-report-sharing-settings-image-nxziavhj.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A08Z&se=2026-10-31T01%3A42%3A08Z&sr=c&sp=r&sig=iPY8S7uOrKaSNfkTgUM0s4mcczPO5sPM%2BqpSCoC3c94%3D) ## Share by individual user 1. From the dropdown select **Manage individual users**. ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-report-sharing-settings-image-0rntfxa6.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A08Z&se=2026-10-31T01%3A42%3A08Z&sr=c&sp=r&sig=iPY8S7uOrKaSNfkTgUM0s4mcczPO5sPM%2BqpSCoC3c94%3D) 2. Select a checkbox to give users viewing or editing permissions. 1. Users listed under *View Only* can run the report. 2. Users listed under *View and Edit* can run the report and edit report parameters and details. ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-report-sharing-settings-image-vqx4wasb.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A08Z&se=2026-10-31T01%3A42%3A08Z&sr=c&sp=r&sig=iPY8S7uOrKaSNfkTgUM0s4mcczPO5sPM%2BqpSCoC3c94%3D) 3. (Optional) If you see a warning ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-report-sharing-settings-image-gfvcfued.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A08Z&se=2026-10-31T01%3A42%3A08Z&sr=c&sp=r&sig=iPY8S7uOrKaSNfkTgUM0s4mcczPO5sPM%2BqpSCoC3c94%3D) icon near the name of the user, it means that the user has missing permissions. In this case, you can’t share reports with the user until you give the user the missing template permissions. To give a user the missing permissions and viewing or editing permissions for the report: > [!TIP] > **Tip:** You can give permissions to users in bulk by clicking the **Actions** dropdown. ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-report-sharing-settings-image-v9b6whpd.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A08Z&se=2026-10-31T01%3A42%3A08Z&sr=c&sp=r&sig=iPY8S7uOrKaSNfkTgUM0s4mcczPO5sPM%2BqpSCoC3c94%3D) 1. Click the **Warning ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-report-sharing-settings-image-eg0yp2s8.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A08Z&se=2026-10-31T01%3A42%3A08Z&sr=c&sp=r&sig=iPY8S7uOrKaSNfkTgUM0s4mcczPO5sPM%2BqpSCoC3c94%3D)** icon. *Missing Permissions* opens. 2. Do one of following: 1. If you want to give both viewing and editing permissions, click **Give All Permissions**. ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-report-sharing-settings-image-gljext6l.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A08Z&se=2026-10-31T01%3A42%3A08Z&sr=c&sp=r&sig=iPY8S7uOrKaSNfkTgUM0s4mcczPO5sPM%2BqpSCoC3c94%3D) 2. If you want to give either viewing or editing permission, click **Give Permissions**. 3. If you want to cancel changes, click **Revoke All Permissions**. ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-report-sharing-settings-image-frpt7roe.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A08Z&se=2026-10-31T01%3A42%3A08Z&sr=c&sp=r&sig=iPY8S7uOrKaSNfkTgUM0s4mcczPO5sPM%2BqpSCoC3c94%3D) > [!NOTE] > **Note:** You can’t revoke permissions after saving it. 4. When you’re finished, click **Save Changes**. ## --- ### FAQ #### Why can’t I add my co-worker to my report’s sharing settings? They may not have the proper permissions enabled. When you create or edit a custom report, you can share the report with other office employees as long as they have view permissions enabled for the: - Report template the report is based on - Category the report is listed under on the *All Reports* screen ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/reports---faq-image-tski51st.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A08Z&se=2026-10-31T01%3A42%3A08Z&sr=c&sp=r&sig=iPY8S7uOrKaSNfkTgUM0s4mcczPO5sPM%2BqpSCoC3c94%3D) #### **Why can’t I run my co-worker’s report even though I have the correct reporting permissions enabled?** For custom reports, the report creator controls who has access to it. Contact the report creator and ask them to add you to their report’s [sharing settings](/construction/docs/manage-report-sharing-settings#share-access-settings). #### **When I try to share a custom report I created, why can’t I find my co-worker in the Sharing tab?** If your co-worker does not have reporting permissions enabled for the report category and report template of your custom report, you cannot share it with them. Contact your account administrator to enable the proper reporting permissions. #### **As an administrator, why can’t I access the sharing settings of custom reports created by other office employees?** Administrators can access sharing settings for a custom report *only if* the report creator has shared the report with the administrator. > **Note:** Overriding this setting requires account configuration. Please contact [Technical Support](/construction/docs/contact-servicetitan-technical-support) for details. ## Want to learn more? - Visit ServiceTitan Academy to enroll in [Navigating Reports](https://servicetitan.docebosaas.com/academy/learn/courses/377/navigating-reports) - See [Create custom reports](/construction/docs/create-custom-reports)