Available for the following User Access levels: Admin, Owner, Users with "Create custom report" permission
The Custom Reports feature provides a flexible way to generate essential data insights through tailored reports, such as payroll summaries, compliance records, and employee analytics. By using the standalone sharing interface, you can quickly grant or revoke access to individuals and teams in seconds. This ensures your sensitive HR data reaches the correct colleagues efficiently without risking accidental changes to your report configuration, fields, or filters.
This article shows you how to manage the following:
Important Note
The report is read-only for non-owners. They cannot adjust filters, change fields, or save changes. However, they can still export the report data. The report always executes under the viewer's own permissions — fields or domains they cannot access will return empty data rather than the owner's values.
Access the share report modal
You can update who has access to a custom report directly from your reports list. This standalone interface ensures that sharing updates are isolated from report configuration changes, meaning you can add or remove users without affecting report data, fields, or filters.
- Log in to Employment Hero.
- Navigate to the Custom Reports list.
- Locate the report you wish to share and click the 3-dot dropdown menu.
- Select the Share report option.
Helpful Hint
The Share report option is only visible to Administrators, Owners, and users with the "Create custom report" CSS permission. If you do not have these permissions, the option will be hidden from your menu.
Update report sharing settings
The sharing modal allows you to quickly select or deselect colleagues and teams from a searchable list. This ensures you can control access as team compositions change or responsibilities shift.
- Open the Share report modal.
- View the current sharing state; existing individual and team shares will be pre-loaded.
- Use the search box to find specific Administrators, Owners, users with report creation permissions, or Teams.
- Click a name or team to select it. Selected users and teams appear as removable chips at the top of the modal.
- To remove access, click the X on a chip or click the name in the list again to deselect it.
- Click Save.
Helpful Hint
Saving changes only modifies the sharing settings; all other report properties, such as fields and filters, remain completely unchanged. If you remove all shares, the report will become private and visible only to the report owner.
Further information
If the network request fails while saving sharing settings for a Custom Report, the modal will remain open. Your current selections will be preserved so you can retry the operation without having to re-select your colleagues.
You can still update sharing settings using the full report edit wizard if preferred. The sharing step in the wizard has been updated to include users with "Create custom report" CSS permission alongside Admins, Owners, and Teams to ensure consistency across the platform.