I want to:
Before you start
You need a dashboard template ready to assign before you activate Dashboard for a team. If you haven't built one yet, see our superuser guide to configuring Dashboard.
It's also worth reviewing what each widget shows before you assign a template to a team, so that role only sees what they're supposed to. See Dashboard widget reference guide.
What order to do this in
The activation runs in two steps, repeated for each Security Role you want to switch on:
- Enable Dashboard access on the team's Security Role.
- Assign the dashboard template that role should see.
Watch our short video below or follow the written steps that follow.
Video: How to activate Dashboard for your teams
Step 1: Enable Dashboard access for the team
What you need to enable depends on whether the team already has the standard homepage.
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The Security role you are switching on |
What to enable on the My Workspace tab |
|
Already has the standard homepage |
Enable Advance Dashboard only |
|
Has no standard homepage |
Enable Dashboard and Dashboard Statistics Setup Advance Dashboard |
Go to Settings > Security Roles and select the role you want to switch onto Dashboard.
On the My Workspace tab
- Find Dashboard and check whether it is already enabled. If it is switched off, enable access, add, update and delete toggles. This gives the team the home screen that Dashboard upgrades.
- Find Dashboard Statistics Setup and check whether it is already enabled. If it is switched off, enable access, add, update and delete toggles. This is needed for dashboard tiles to display.
- Find Advance Dashboard and enable access, add, update and delete toggles. This upgrades the team's home screen to Dashboard.
- Select Save.
If you want the team to customise their own dashboard
By default, the team sees the template you assign, with no option to change it. If you'd like them to be able to rearrange their own dashboard instead, enable the following as well.
- On the My Workspace tab, find Dashboard Builder and enable access, add, update and delete toggles.
- Select Save.
- You will also need to turn on Allow user to modify their Dashboard on the Dashboards tab, covered in step 2 below.
Step 2: Assign the dashboard template
Staying in Settings > Security Roles on the same role, go to the Dashboards tab and set up the following to suit:
|
Setting |
What it does |
|
Default landing page |
Chooses where users land when they log in: Homepage, Jobs, My Tasks, Onboarding Hub, Reports, Search or Talent Area. Defaults to the homepage / dashboard if nothing is set |
|
Default dashboard |
The dashboard template this role sees |
|
Allow user to modify their Dashboard |
Lets users customise their own dashboard, overriding the assigned template if toggled on |
|
Overwrite existing user dashboards |
Applies an updated template to everyone on this role who has personalised their own dashboard. See further information below. |
Good to know: If a role lands somewhere other than the homepage when users log in, they can access the dashboard via the Quick Links menu to open their dashboard.
Repeat both steps for each Security Role you want to switch onto Dashboard.
To share with each team once their dashboard is live, see Using your Dashboard.
Updating a template that's already in use
If you update a template in Settings > General Settings > Dashboards, what happens next depends on whether each user has personalised their own dashboard:
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Has the user personalised their own dashboard |
What happens when the template is updated |
|
No |
They will automatically see the updated version when they next refresh |
|
Yes |
They keep their own personalised layout, so the update doesn't apply to them unless you use the overwrite toggle |
Overwrite existing dashboards explained
Once someone's personalised their own Dashboard, updates you make to the shared template in General Settings won't reach them automatically, unless you decide they should.
If you've made changes to a template and want to apply those changes, watch our short video or follow the written steps below.
Video: How to apply a template update to personalised users
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Toggle on overwrite existing user dashboards
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Review the onscreen warning message and select Ok
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If you’re happy to proceed, select Save on the page
Users will see the updated dashboard when they next refresh. The toggle switches back off automatically once you've saved.
Important: Keep in mind this resets every personalised layout for that role.
Anyone who's customised their own Dashboard will lose that layout and return to the shared template, so it's worth weighing up whether this update's important enough to override what your users have built for themselves.
FAQs
What is the difference between the Dashboard and Advance Dashboard toggles in Security Roles?
Dashboard gives a security role access to the home screen. Advance Dashboard upgrades that home screen to Dashboard. A role needs both enabled, so a role that already has the standard homepage only needs Advance Dashboard adding.
I've enabled access but nothing has changed for the team, why?
Access on its own doesn't change what a team sees. Check that you've set a Default dashboard on the Dashboards tab for that Security Role. Until a template is assigned, the team keeps seeing the home screen they had before.
Why are dashboard tiles not showing for a role?
Check that Dashboard Statistics Setup is enabled for that Security Role, alongside Dashboard and Advance Dashboard.
If a user changes their own dashboard, does it update the template for everyone?
No. When a user personalises their dashboard, the change applies to their own view only. It doesn't alter the template and it doesn't affect anyone else on that role. Templates can only be created or changed by a superuser in Settings > General Settings > Dashboards.
A member of our team has set their dashboard up the way we'd all like it. Can they share it with the rest of the team?
Not directly. There's no option for a user to share their layout with colleagues or send it to whoever created the template. If you'd like everyone on a role to have that layout, a superuser needs to recreate it as a template and assign it to the role. If your Security Role has View As, you can look at that user's dashboard first to see exactly how they've set it up.
I've updated a template in Settings, how do I make sure everyone sees the change?
Users who haven't personalised their own dashboard get the update automatically when they next refresh. Personalised users keep their own layout unless you turn on Overwrite existing user dashboards for that role and select Save.
Can I stop users editing their dashboard?
Yes. Leave Dashboard Builder switched off for that role, and turn off Allow user to modify their Dashboard on the Dashboards tab. Users will then see the template assigned to their role, with no option to change it.
Can the same template be assigned to more than one Security Role?
Yes. A template can be assigned to any number of Security Roles, so you can reuse one layout across several teams. Each role has one template assigned to it at a time.
Do we have to switch every team on at once?
No. Dashboard is activated per Security Role, so you can switch teams on one at a time and leave the rest as they are until you're ready.
For any questions about activating Dashboard (or any other Jobtrain functionality), please contact our support team on +44(0)161 850 2004.