Available for the following User Access levels: Admin, Owner, Users with "Create custom report" permission
The Simplified Custom Report Sharing feature allows report creators to manage access to their reports quickly without navigating through the full report configuration wizard. This standalone interface ensures you can grant or revoke access to individuals and teams in seconds, maintaining strict security while preventing accidental changes to your report data, fields, or filters.
This article shows you how to manage the following:
- Access the share report modal
- Update report sharing settings
- Remove report access
- Further information
Access the share report modal
- Log in to Employment Hero.
- Click the Reports icon on the left-hand menu.
- Click the Custom Reports option.
- Locate the report you wish to share in the list.
- Click the 3-dot dropdown menu on the right side of the report entry.
- Select the Share report option.
Helpful Hint
The Share report option is only visible to Administrators, Owners, and users with the "Create custom report" permission. If you do not see this option, you may not have the required access level to manage report sharing.
Update report sharing settings
- Open the Share report modal from the custom reports list.
- Wait for the loading indicator to finish fetching existing share data.
- Use the search box to find specific Administrators, Owners, users with the "Create custom report" permission, or Teams.
- Click on a name or team in the list to select them. A checkmark and highlight will appear, and they will be added as a chip at the top of the modal.
- Review your selections at the top of the modal to ensure all intended recipients are included.
- Click the Save button.
Helpful Hint
Selected users and teams remain visible in the selection area even if you change your search term, allowing you to track who you are adding easily.
Remove report access
Important
Removing all shared users and teams will make the report private, meaning it will only be visible to the report owner.
- Open the Share report modal for the desired report.
- To remove access, click the X on the individual or team chips at the top of the modal.
- Alternatively, click on a highlighted name in the searchable list to deselect it.
- Click the Save button to apply the changes.
Helpful Hint
The Save button will display a spinner and the text "Saving..." while processing. Once complete, the modal closes and you will see a confirmation message stating: Sharing settings updated.
Further information
If a network error occurs while saving your sharing updates, the modal will remain open and your current selections will be preserved. You will see an error message: Unable to save. Please try again. You can retry the save or click Cancel to discard the changes.
Yes. The sharing step in the full report creation and editing wizard remains available and has been updated to include users with the "Create custom report" permission, ensuring you have the same sharing options regardless of which method you choose.
Encourage admins or managers to review an employee’s custom reports as part of your offboarding checklist and transfer any reports that need to be retained.
At this stage:
- There is no automatic recovery of deleted reports if a termination is cancelled or the employee is rehired later.
- There is no bulk transfer option – reports must be transferred one by one.
Advise customers to plan ahead for key users who own many reports and to transfer those reports proactively.
When choosing a new owner:
- The new owner must be an active employee.
- They must not be in an offboarding status.
- They must have the required permissions to use custom reports (for example, the “Create Custom Reports” permission, if applicable in your setup).
If the person you want to transfer to doesn’t appear or triggers an error, check their employment and permission status first.
Each ownership transfer is recorded in an audit trail so admins can see:
- Which report was transferred
- Who transferred it
- Who the report was transferred to
- When the transfer occurred
The previous owner and the new owner also receive basic email notifications when a transfer happens. Let customers know they can rely on these records for transparency and internal governance.
Users may see error messages when attempting to transfer ownership. Typical examples include:
- The selected employee is offboarding or inactive – choose a different active employee who is not being offboarded.
- The report is already being transferred – another transfer is in progress; wait for it to complete and try again.
- The target employee doesn’t have the right permissions – update their permissions first, or select another employee.
Advise users to follow the on-screen message, correct the underlying issue (employment status, permissions, or timing), and then retry the transfer.