Set up custom dashboard access for your team

Custom dashboards let your analysts build and save their own reporting views tailored to their needs. Use this article to understand how access is granted and managed, and what happens when roles or plans change.

Plans: This feature is available on Perk's Pro plan.

How custom dashboard access works

Custom dashboard access in Perk is automatic—access is granted based on your plan and role, with no admin action needed. A user gets access when they meet all three criteria: they're on a Pro plan, they have an admin or analyst role, and they have permission to view reporting. When an eligible user visits the customizable reporting feature for the first time, Perk automatically provisions their access. There's no toggle to turn on in Settings or permission to assign manually. If your account is on a Premium plan, users who try to access customizable reporting will see an upsell prompt that takes them to the Plans page.

Reaching the 10-user limit

Each account can have up to 10 users with custom dashboard access at one time. When that limit is reached, the next eligible user will see a message letting them know no more licenses are available. They won't get access until an existing licensed user loses eligibility—for example, if their role changes—and their slot is freed up.

Note: Accounts that had more than 10 licensed users before the limit was introduced keep their existing licenses. No new licenses are issued above the limit.

What happens if a user's role changes

Custom dashboard access in Perk is tied to your role. If a user's admin or analyst role is removed, Perk automatically removes their access to reporting altogether—not just their access to custom dashboards. If their role is restored and they still meet all eligibility criteria, access is re-provisioned the next time they visit the feature, unless the 10-user limit is reached.

Archiving a user with custom dashboard access

If you archive an analyst who has custom dashboard access (for example, Sarah is leaving your team), their custom dashboards become inaccessible. Perk doesn't share custom dashboards between users, so no one else can view, edit, or delete them once the owner is archived. Archiving a user frees up their license slot. Like role changes, this is handled by the overnight cleanup process.

Caution: Once a user is archived, their custom dashboards become inaccessible to everyone. If you need to keep a dashboard's insights, ask the user to share the underlying data or recreate the dashboard before archiving them.

Note: Archived users don't count toward the 10-user limit. If you're at the user license limit and need to make room for a new user, archiving a user with custom dashboard access frees up a slot.

Downgrading your plan

The behavior when you downgrade depends on which plan you move to.

Downgrading from Pro to Premium: Your analysts keep their analyst role, but custom dashboards become unavailable. Any custom dashboards you created are no longer accessible, and your team will need to use the standard reporting views.
Downgrading from Pro to Starter: Perk automatically downgrades all analyst users to either traveler or submitter, depending on your role priority settings. Custom dashboards are no longer available.

Caution: Plan downgrades are permanent. Before downgrading, export or document any important custom dashboards you've created, since they won't be accessible on lower plans.