Sharing a Recurring Report

You can now give a teammate access to a recurring report you own — so the person covering for you can open it, and the office manager can see last Monday's numbers without waiting on you to forward an email.

Sharing happens on the report card, under Ask Jenny → Reports.

Two things to know first

Sharing gives access, not delivery. Adding someone lets them open the report in UpSmith and browse its past runs. It does not start emailing or texting them, each person turns that on for themselves.
Only the report's owner can share it. Editors can change the report; they can't manage who else gets in. And you still can't hand ownership to someone else yourself — see Handing a report over for good below.

Go to Ask Jenny → Reports and find the report's card.
Click Share. The dialog is titled People on this schedule, and your name shows at the top next to Owner:.
Click Add person.
Search for the teammate in the Search person… box and pick them.
Pick which organization they get access for in the Organization… dropdown. This scopes what data they'll see when the report runs for them.
Choose Viewer or Editor, then click Add. You'll get a green "Report access added."

If you've never shared it, the list reads "Only the report owner has access right now." — that's the normal starting state, not an error.

What Viewer and Editor can each do

Viewer — opens the report, browses its run history, and changes their own delivery settings. Nothing else.
Editor — everything a Viewer can do, plus editing the report's content, its name, and its schedule timing.
Owner — everything an Editor can do, plus managing who has access, removing people, and deleting the report.

You can change someone between Viewer and Editor at any time from the dropdown next to their name — it saves straight away, with a "Report access updated."

What access covers

The dialog spells this out under How access works, and it's worth reading twice: "Access includes historical runs for the selected organization. Email and text delivery stay off until each person enables them. Removing someone from this schedule does not revoke access from another schedule."

Past runs come with it. Someone you add today can read the runs from before they were added — scoped to the organization you picked and to what their own permissions allow.
Access follows the report, sharing follows the schedule. The access level applies across the report. The list of people, though, belongs to the one schedule you opened. A report with two schedules has two lists.
Losing access is immediate. If you remove someone, or they lose access to your account, the run history goes with it the same moment.

Finding a report someone shared with you

Shared reports sit on your own Reports list alongside the ones you made. A shared card carries a blue line under the name — Shared with you · viewer or · editor — and every card now shows Owner: and the owner's name.

To cut the list down, use the dropdown at the top right: Owned by anyone (the default), Owned by me, or Not owned by me.

Clicking anywhere on a card opens its run history.

Turning on email or text for yourself

On a report shared with you, click Delivery on the card. The dialog is Your delivery settings, and it controls how you get it — nobody else:

In app — "Always available in Reports." This one is always on and can't be switched off. It's the point of being given access.
Email — "Send each completed scheduled report by email."
Text message — "Send a concise report update to your phone." It's a short version with a link, not the whole report.

Click Save when you're done.

One limit worth knowing: the Delivery button only appears on a report shared with you, and only once you've been set up for delivery on that schedule. If you have access but no Delivery button, you're in-app only for now — ask the report's owner to add you as a recipient, or email support@upsmith.com.

Removing someone

Open Share, find the person, and click the trash icon next to them. You'll see "Removed from this schedule."

Remember what that does and doesn't do: it removes them from this schedule. If the report has another schedule they were added to, they keep their access there, and you'll need to remove them from that one too.

Handing a report over for good

Sharing solves most of what people used to ask us for — but it isn't a transfer. The person who created the report stays the owner, and there's no button to change that.

If someone should own a report outright — because you're leaving the role, or they're taking over the reporting — email support@upsmith.com with the report name and who should own it, and we'll move it on our side.

Before someone leaves your company, sort out the reports they own. Making a teammate an Editor is a good stopgap — they can keep the report running and change it — but only the owner can delete it or manage access, so a departure still needs us.

Troubleshooting

The person you want isn't in the search list. They have to be a member of your UpSmith account first. Add them under Settings → Members, then come back.

You see "This person already has access for every eligible organization." They're already shared in on every organization you could give them. Nothing to do.

"People available for sharing could not be loaded." Click Try again. If it keeps failing, email us.

There's no Share button on the card. You don't own that report. Only the owner sees Share.

A teammate says they can't edit the report you shared. Check their level in the Share dialog — Viewers can't edit. Switch them to Editor.

Common questions

Does sharing a report email it to them? No. Access and delivery are separate now — that's the whole change. They can open it in UpSmith straight away, and email or text stays off until somebody turns it on.

Can I share with someone outside my company? No. They have to be a member of your UpSmith account.

Can an Editor delete the report? No. Only the owner can delete a report or change who has access.

My colleague set up a report and I can't find it. They haven't shared it with you yet — ask them to add you as a Viewer. Reports you haven't been given access to don't appear on your list.

Why does it ask which organization? Access is scoped to one organization's data. If a teammate works across more than one, you add them once per organization.

Where to go next

Recurring Reports — Create, Edit, and Hand Them Off — building the report in the first place, and changing its schedule
Who Can See What — Roles and Permissions — what a teammate can see in Ask Jenny before you share anything with them
User Management — adding the teammates you want to share with