Dashboard Sharing & Subscriptions

Dashboard Sharing & Subscriptions

NexusRMS lets you share dashboards with colleagues and schedule automated email delivery of dashboard snapshots. Both features are controlled by tenant-level settings and role permissions.

Dashboard Sharing

Sharing allows you to give other users or entire roles access to your dashboards. Shared dashboards appear in the recipient’s dashboard list with a Shared badge, making it easy to distinguish them from personal dashboards.

Who can share

Sharing is controlled by the roles_can_share_dashboards setting. By default, only CoreAdmin and CoreManager roles can share dashboards. A CoreAdmin can add other roles via Dashboard Settings. The master toggle allow_dashboard_sharing must also be enabled (it is by default).

How to share a dashboard

1. Open the dashboard you wish to share
2. Click the share icon in the dashboard toolbar
3. In the share dialog, choose a target: a specific user or an entire role
4. Select the permission level: View (read-only) or Edit (can modify widgets and layout)
5. Click Confirm to create the share

Permission levels

• View — The recipient can see the dashboard and interact with widget content but cannot move, resize, add, or remove widgets
• Edit — The recipient can modify the dashboard layout, add and remove widgets, and change widget configuration. Edit permission implicitly includes view access

Managing shares

The dashboard owner can view all active shares from the share dialog. Each share displays the recipient (user or role), the permission level, and the date it was created. Click the revoke button next to any share to remove access immediately.

Technical details

Each share is stored as a DashboardShare record with the following fields: dashboard_layout_id, shared_by, shared_with_user_id (for user shares), shared_with_role (for role shares), and permissions (view or edit). The model provides scopes — forUser, forRole, and withEditPermission — along with helper methods: canEdit(), canView(), isUserShare(), and isRoleShare().

Dashboard Subscriptions

Subscriptions let you schedule automated email delivery of dashboard snapshots. This is ideal for management reporting, stakeholder updates, or keeping remote team members informed without requiring them to log in.

Creating a subscription

1. Open the dashboard you want to subscribe to
2. Click the dashboard settings icon and navigate to the Subscriptions tab
3. Click Add Subscription
4. Configure the delivery schedule:
   • Frequency — daily, weekly, or monthly
   • Delivery day — For weekly: 1 (Monday) through 7 (Sunday). For monthly: 1 through 31 (day of month). Not applicable for daily subscriptions
   • Delivery time — In HH:MM format (e.g., 08:00 for 8am)
5. Choose the output format:
   • PDF (default) — A rendered PDF snapshot of the dashboard
   • PNG — An image snapshot of the dashboard
   • Interactive link — An email containing a link that opens the live dashboard in the browser
6. Add one or more recipient email addresses (stored as a JSON array in the recipients field)
7. Click Save to activate the subscription

Managing subscriptions

Each subscription has an is_active toggle (enabled by default). You can deactivate a subscription to pause delivery without deleting it, then reactivate it later. The last_sent_at timestamp tracks when the most recent delivery occurred, preventing duplicate sends on the same day.

Delivery logic

The isDueForDelivery() method checks four conditions before sending: the subscription must be active, the delivery time must have passed for the current day, the subscription must not have already been sent today, and the frequency-specific day condition must be met (correct day of week for weekly, correct day of month for monthly).

Subscription limits

The max_subscriptions_per_dashboard setting (default 50, configurable from 1 to 100) caps how many subscriptions a single dashboard can have. The allow_subscriptions master toggle can disable the feature entirely across the tenant.

Settings that control sharing and subscriptions

• allow_dashboard_sharing — Boolean, default true. Master toggle for the sharing feature
• allow_subscriptions — Boolean, default true. Master toggle for email subscriptions
• max_subscriptions_per_dashboard — Integer, 1–100, default 50. Maximum subscriptions per dashboard
• roles_can_share_dashboards — Array, default [core_admin, core_manager]. Roles permitted to share dashboards

Tips

• Share financial dashboards with view-only permission so team members can see the numbers without accidentally changing the layout
• Use weekly PDF subscriptions to deliver management reporting dashboards every Monday morning
• Use the interactive link format when recipients need to drill into live data rather than view a static snapshot
• Review active shares periodically and revoke any that are no longer needed to keep dashboards tidy