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How to Solve: Report Access or Sharing Issues in HubSpot

Are users unable to view, edit, or share a report in HubSpot? Whether you're trying to collaborate on dashboards or give someone report access, this guide helps you fix report visibility and sharing problems.

 

Common Symptoms

  • A user can’t see or open a report.
  • You can’t share a report with your team.
  • The “Edit” button is greyed out or missing.
  • A report on a shared dashboard isn't visible to others.
  • Permissions errors or access denied messages.

Step-by-Step Solutions

Confirm Report Visibility Settings

When saving or editing a report, HubSpot allows you to choose who can access it.

To check visibility:

  • Go to Reports > Reports.

  • Click the Actions (⋯) menu next to the report.

  • Select Manage Access or Edit.

  • Review the visibility options:

    • Private to owner only

    • Your team

    • Everyone in your account

    Tip: Change visibility to “Everyone” if you want the report broadly accessible.

Check Dashboard Access (if report is on a dashboard)

If the report is on a shared dashboard, the dashboard’s sharing settings control access.

To adjust dashboard sharing:

  • Go to Reports > Dashboards.

  • Open the dashboard in question.

  • Click Actions > Manage Access (top-right).

  • Share with:

    • Specific users or teams

    • Everyone in the account

    • External users via shareable link

 Note: Users must have the right object permissions to see data inside the reports.

Confirm User Permissions

Users need certain permissions to view, edit, or create reports.

To check:

  • Go to Settings > Users & Teams.

  • Click on the user’s name.

  • Under CRM and Tools Permissions, check:

    • ✅ Reports: View or Edit access

    • ✅ Dashboards: View or Edit access

    • ✅ Object access (Contacts, Deals, Tickets, etc.)

 If the user doesn’t have access to the objects used in the report (e.g., Deals), they won’t see any data.

Ownership-Based Restrictions

If reports or dashboards are owner-restricted, users will only see:

  • Records they own

  • Data tied to their team, if teams are enabled

Solution: Update filters to show all owners, or remove owner-based filters in the report.

External Sharing Not Working?

If you're sharing a report externally (via link or email):

  • Confirm the dashboard or report is set to public or shared

  • Use Actions > Share > Copy link (for dashboards only)

  • Individual reports cannot be shared via link unless added to a shared dashboard

Can’t Edit a Shared Report?

Users may not be able to edit a report if:

  • It’s a default (prebuilt) HubSpot report → You’ll need to clone it

  • It was created by another user and set to “Private”

  • The user only has View-only permission for reports or dashboards

Solution: Clone the report:

  • Go to the Actions (⋯) menu next to the report

  • Select Clone

  • Edit and resave as needed

Still Need Help?

  • Capture the report name, user name, and error

  • Check if the report is on a shared dashboard

  • Contact your HubSpot Super Admin or HubSpot Support