Learn how to set, customize, and secure the dashboard permissions in GHL Customer Care. Control access by role or user and limit data with "Only Assigned Data."
3 min read686 words7 explained imagesUpdated Mon, 2 Feb at 4:03 AM
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Dashboards offer the following levels of permissions:
Level
Description
FULL
Gives the person the ability to create, edit, share, and delete Dashboards
EDIT
Gives the person the ability to edit a dashboard and the widgets. The person isn't able to delete the dashboard.
VIEW
Gives the person read-only access to a Dashboard
NO ACCESS
Restricts access to the dashboard entirely
Here are how different actions on dashboards work for different level of permissions
FULL
EDIT
VIEW
NO ACCESS
PRIVATE DASHBOARD
OWNER
Manage Permissions
✅
❌
❌
❌
❌
✅
Delete Dashboard
✅
❌
❌
❌
❌
✅
Set as Default Dashboard
✅
❌
❌
❌
❌
✅
Edit Dashboard
✅
✅
❌
❌
❌
✅
Clone Dashboard
✅
✅
❌
❌
❌
✅
View Dashboard
✅
✅
✅
❌
❌
✅
Duplicate to another Sub-Account (Only Agency Level)
✅
✅
✅
❌
❌
✅
Only dashboard Owners or roles with Full permission are able to edit a dashboard's permissions. Agency Admins always have Full access to all non-private dashboards. Only Account Admin or Agency roles with full access to a dashboard are able to set it as a default dashboard. Only Agency roles are able to duplicate a dashboard to another subaccount.
Manage Dashboard Permissions
Set Permissions On A New Dashboard
Step 1: Add A Dashboard
Navigate to Dashboard, click on the Dashboard Selection menu (blue), then click on Add Dashboard.
Set Permissions On A New Dashboard (image 1 of 7)What this shows Navigate to Dashboard, click on the Dashboard Selection menu (blue), then click on Add Dashboard.What this showsIllustrates the "Set Permissions On A New Dashboard" section of "How To Manage Dashboard Permissions".This screenshot appears in the "Set Permissions On A New Dashboard" section of "How To Manage Dashboard Permissions". The text alongside this image reads: Navigate to Dashboard, click on the Dashboard Selection menu (blue), then click on Add Dashboard. Immediately after, the guide continues: Under Create a Blank Dashboard, click Select.Image 1 of 7Where to goNavigate to Dashboard, click on the Dashboard Selection menu (blue), then click on Add Dashboard.
Buttons and menus referencedStep 1: Add A DashboardStep 2: Select Blank DashboardStep 3: Set Permissions and Save
Next stepUnder Create a Blank Dashboard, click Select.
Step 2: Select Blank Dashboard
Under Create a Blank Dashboard, click Select.
Set Permissions On A New Dashboard (image 2 of 7)What this shows Under Create a Blank Dashboard, click Select.What this showsIllustrates the "Set Permissions On A New Dashboard" section of "How To Manage Dashboard Permissions".This screenshot appears in the "Set Permissions On A New Dashboard" section of "How To Manage Dashboard Permissions". The text alongside this image reads: Under Create a Blank Dashboard, click Select. Immediately after, the guide continues: Step 3: Set Permissions and Save.Image 2 of 7What to chooseUnder Create a Blank Dashboard, click Select.
Buttons and menus referencedStep 1: Add A DashboardStep 2: Select Blank DashboardStep 3: Set Permissions and Save
Next stepStep 3: Set Permissions and Save
Step 3: Set Permissions and Save
On the New Dashboard modal, leave the dashboard private, or turn that off to access sharing permissions. When you are happy with the settings, click Confirm to create the new dashboard with those permissions.
Set Permissions On A New Dashboard (image 3 of 7)What this shows On the New Dashboard modal, leave the dashboard private, or turn that off to access sharing permissions.What this showsIllustrates the "Set Permissions On A New Dashboard" section of "How To Manage Dashboard Permissions".This screenshot appears in the "Set Permissions On A New Dashboard" section of "How To Manage Dashboard Permissions". The text alongside this image reads: On the New Dashboard modal, leave the dashboard private, or turn that off to access sharing permissions. When you are happy with the settings, click Confirm to create the new dashboard with those permissions. Immediately after, the guide continues: Step 1: Action Manage Permissions.Image 3 of 7How to confirmOn the New Dashboard modal, leave the dashboard private, or turn that off to access sharing permissions. When you are happy with the settings, click Confirm to create the new dashboard with those permissions.
Buttons and menus referencedStep 1: Add A DashboardStep 2: Select Blank DashboardStep 3: Set Permissions and Save
Next stepStep 1: Action Manage Permissions
Set Permissions On An Existing Dashboard
Step 1: Action Manage Permissions
On your existing dashboard, click the 3-dot "action menu", then click Manage Permissions.
Set Permissions On An Existing Dashboard (image 4 of 7)What this shows On your existing dashboard, click the 3-dot "action menu", then click Manage Permissions.What this showsIllustrates the "Set Permissions On An Existing Dashboard" section of "How To Manage Dashboard Permissions".This screenshot appears in the "Set Permissions On An Existing Dashboard" section of "How To Manage Dashboard Permissions". The text alongside this image reads: On your existing dashboard, click the 3-dot "action menu", then click Manage Permissions. Immediately after, the guide continues: Step 2: Set Permissions and Save.Image 4 of 7What to clickOn your existing dashboard, click the 3-dot "action menu", then click Manage Permissions.
Buttons and menus referencedStep 1: Action Manage PermissionsStep 2: Set Permissions and Save
Next stepStep 2: Set Permissions and Save
Step 2: Set Permissions and Save
Use the Private toggle to switch between private (only yourself) or sharing permissions.
When you are satisfied with your permissions changes, click Save to close the modal and return to the dashboard.
Set Permissions On An Existing Dashboard (image 5 of 7)What this shows When you are satisfied with your permissions changes, click Save to close the modal and return to the dashboard.What this showsIllustrates the "Set Permissions On An Existing Dashboard" section of "How To Manage Dashboard Permissions".This screenshot appears in the "Set Permissions On An Existing Dashboard" section of "How To Manage Dashboard Permissions". The text alongside this image reads: When you are satisfied with your permissions changes, click Save to close the modal and return to the dashboard. Immediately after, the guide continues: Permissions screen and options changes as per the role of the logged in user.Image 5 of 7How to confirmWhen you are satisfied with your permissions changes, click Save to close the modal and return to the dashboard.
Buttons and menus referencedStep 1: Action Manage PermissionsStep 2: Set Permissions and Save
Next stepPermissions screen and options changes as per the role of the logged in user
Agency vs Account Views
Permissions screen and options changes as per the role of the logged in user
Agency View Of Dashboard Permissions
Agency Admins will always have full access to all dashboards except those marked private by their creator. In the Agency view, there are three roles with access settings: Agency User, Account Admin, and Account User.
Agency View Of Dashboard Permissions (image 6 of 7)What this shows Agency Admins will always have full access to all dashboards except those marked private by their creator.What this showsIllustrates the "Agency View Of Dashboard Permissions" section of "How To Manage Dashboard Permissions".This screenshot appears in the "Agency View Of Dashboard Permissions" section of "How To Manage Dashboard Permissions". The text alongside this image reads: Agency Admins will always have full access to all dashboards except those marked private by their creator. In the Agency view, there are three roles with access settings: Agency User, Account Admin, and Account User. Immediately after, the guide continues: In the Account view there are two roles with access settings: Account Admin and Account User.Image 6 of 7What this coversAgency Admins will always have full access to all dashboards except those marked private by their creator. In the Agency view, there are three roles with access settings: Agency User, Account Admin, and Account User.Next stepIn the Account view there are two roles with access settings: Account Admin and Account User.
Account View Of Dashboard Permissions
In the Account view there are two roles with access settings: Account Admin and Account User.
Account View Of Dashboard Permissions (image 7 of 7)What this shows In the Account view there are two roles with access settings: Account Admin and Account User.What this showsIllustrates the "Account View Of Dashboard Permissions" section of "How To Manage Dashboard Permissions".This screenshot appears in the "Account View Of Dashboard Permissions" section of "How To Manage Dashboard Permissions". The text alongside this image reads: In the Account view there are two roles with access settings: Account Admin and Account User. Immediately after, the guide continues: Dashboard Permissions follow a clear hierarchy to ensure smooth management of access levels.Image 7 of 7What this coversIn the Account view there are two roles with access settings: Account Admin and Account User.Next stepDashboard Permissions follow a clear hierarchy to ensure smooth management of access levels:
Roles and Permissions Hierarchy
Dashboard Permissions follow a clear hierarchy to ensure smooth management of access levels:
Permissions for higher-level roles will override permissions for lower-level roles. Lower-level roles cannot posess higher permissions than higher-level roles.
For example, if a dashboard is set to Account Admin:Edit and Account User:Edit is changed to Account Admin:View, then Account User will be automatically changed to View as well.
Export data
The Export data permission controls whether a user can export data from dashboard widgets. This helps teams share reports while giving admins control over when dashboard data can be downloaded.
Frequently Asked Questions
Q: What happens if no permissions are set? By default, dashboards are visible to all users unless restricted.
Q: What does "Only Assigned Data" restrict exactly? It filters dashboard widgets to only show data related to the user's assigned records (contacts, opportunities, etc.).
Q: How do I remove a user or role from a dashboard? Re-open the permissions modal for the dashboard and uncheck the user or role.
Dashboards offer the following levels of permissions: Level Description FULL Gives the person the ability to create, edit, share, and delete Dashboards EDIT Gives the person the ability to edit a dashboard and the widgets. The person isn't able to delete the dashboard. VIEW Gives the person read-only access to a Dashboard NO ACCESS Restricts access to the dashboard entirely Here are how different actions on dashboards work for different level of permissions FULL EDIT VIEW NO ACCESS PRIVATE DASHBOARD OWNER Manage Permissions ✅ ❌ ❌ ❌ ❌ ✅ Delete Dashboard ✅ ❌ ❌ ❌ ❌ ✅ Set as Default Dashboard ✅ ❌ ❌ ❌ ❌ ✅ Edit Dashboard ✅ ✅ ❌ ❌ ❌ ✅ Clone Dashboard ✅ ✅ ❌ ❌ ❌ ✅ View Dashboard ✅ ✅ ✅ ❌ ❌ ✅ Duplicate to another Sub-Account (Only Agency Level) ✅ ✅ ✅ ❌ ❌ ✅ Only dashboard Owners or roles with Full permission are able to edit a dashboard's permissions. Agency Admins always have Full access to all…
