As your KPI dashboards expand, not every user needs access to every report or view. Different roles focus on different outcomes. An acquisitions user may care most about appointments and offers, while a dispositions user is more concerned with upcoming closings and resale results. Controlling dashboard visibility ensures each team member sees the information that matters most to their role without unnecessary clutter.
Why Controlling Dashboard Visibility Matters
Limiting dashboard visibility by role helps keep your reporting actionable and focused. When users only see relevant KPIs, they can better connect their daily work to measurable results.
Key benefits include:
Clarity, because users see only the metrics tied to their responsibilities
Speed, since there is no need to filter through irrelevant widgets
Alignment, making it easier to understand how actions impact outcomes
This approach also allows leadership to maintain higher-level or sensitive dashboards separately from day-to-day operational views.
How Dashboard and Report Access Typically Works
Dashboard visibility is usually controlled at the report level, the dashboard level, or both, depending on your account setup.
A common workflow looks like this:
Build or edit a KPI report under Settings and open the KPI Dashboard section.
In the report settings, define which users are allowed to access that report, if this option is available in your plan.
Build dashboards using those reports. Only users with access to the underlying reports will see accurate data in those widgets.
If a user does not have access to a report, any dashboard widget built from that report will not display meaningful data for them.
Using Role-Based Dashboard Pages
Many teams organize dashboards by role to keep views clean and relevant. Common examples include dashboard pages designed specifically for:
Acquisitions teams
Dispositions teams
Lead managers
Owners or leadership
Even though everyone may log into the same FreedomSoft account, each role can be presented with a very different, purpose-built view of the business.
Best Practices as Your Team Grows
As you add more users and KPI reports, it is important to periodically review dashboard visibility. A simple rule of thumb is:
Every team member should have at least one dashboard page that feels designed specifically for them.
Leadership dashboards can be broader, pulling metrics from multiple teams and stages of the pipeline.
Keeping dashboards organized and role-focused ensures the Command Center remains a practical decision-making tool instead of a wall of numbers with no clear action.