Managing dashboards: plan limits, sharing and permissions

Once you've built a dashboard, there's a bit more to know: how many dashboards your plan allows, who's allowed to build them, who gets to see each one, and how to rename, export or delete them. This guide covers the housekeeping side of custom dashboards.

Table of contents

• Who can build and edit dashboards
• How many dashboards you get
• Creating and switching dashboards
• Sharing and visibility
• What a shared viewer sees
• Exporting and importing
• Renaming and deleting
• Feature availability by plan
• Related articles

Who can build and edit dashboards

Building, editing and deleting dashboards needs the manage dashboards permission. Anyone with it sees the Edit, New and Delete buttons and the whole builder. Members without it can still view any dashboard that's shared with them - they just can't change it.

Manage dashboards is a normal permission you grant to a user group, so you can let, say, your operators build dashboards while students or general members only view them. Grant it under your account's permissions settings.

How many dashboards you get

Each plan sets how many dashboards you can build:

• Print Farm - up to 3 dashboards.
• Education - up to 5 dashboards.
• Enterprise - unlimited dashboards.

The reserved student and teacher dashboards on the Education plan don't count towards your limit, so a school still gets its full allowance of custom dashboards on top of the two classroom templates.

A small usage indicator in the switcher shows how many of your allowance you've used. When you hit the cap, the New button is disabled and explains why - delete a dashboard you no longer need, or move up a plan, to make room.

Creating and switching dashboards

Click New in the header to start a fresh dashboard, or use the switcher dropdown at the top to jump between the ones you already have. On a school account the switcher splits into two groups: your regular dashboards, and a separate "Class dashboards" group for the reserved student and teacher templates. The All button opens a list of every dashboard on the account.

Sharing and visibility

Every dashboard has a visibility setting you choose while editing it, in the header. It controls who in the account can see that dashboard:

• Only me - a private dashboard just for you.
• Whole account - everyone in the account can see it.
• Specific user groups - only the user groups you pick, for example just your operators or just teachers.
• Specific people - only the named individuals you choose. This finer-grained option is an Enterprise feature.

Sharing with the whole account and with user groups is available on every plan that includes custom dashboards. Sharing with named individuals is the Enterprise-only capability. The reserved student and teacher dashboards keep a fixed audience tied to the role, so they don't show a visibility setting.

What a shared viewer sees

A viewer only sees the cards they're allowed to see. If a dashboard includes a card that draws on a feature or area a particular viewer doesn't have access to, that card is quietly left out of their view rather than shown empty or blocked. The rest of the dashboard renders normally.

When you build a dashboard, the builder warns you if some of the people you're sharing with won't be able to see certain cards, so there are no surprises. The warning doesn't stop you saving - it's just a heads-up.

Exporting and importing

You can export any dashboard to a file from its header, then import it into another account or share the file with a colleague. On import, cards that the destination plan or role can't use are skipped, and the account's dashboard limit still applies - so importing won't push you past your cap. It's a quick way to reuse a good layout across accounts without rebuilding it by hand.

Renaming and deleting

Rename a dashboard by editing it and changing the name field in the header. To delete one, open it in edit mode and click the trash button. Deleting is permanent, so make sure no one relies on that dashboard first. The reserved student and teacher dashboards can't be deleted - they're part of the school setup - but you can disable them instead from your school settings.

Feature availability by plan

Free, Basic and Pro accounts don't include custom dashboards - they see a locked preview with sample data, so you can try the layout before upgrading. The full plan comparison lives on the pricing page.

Related articles

• Custom dashboards: build your own fleet overview
• Adding and arranging dashboard cards
• Fluid vs rows: dashboard layouts explained
• Dashboard card types explained
• The teacher, student and admin dashboards: a classroom-ready landing page
• Customise your sidebar: reorder, hide items and set your home page

Updated on: 11/07/2026