In this article, you will learn how to manage access for the Workiz reporting.

Workiz's reporting engine gives you two new kinds of reports to work with: the built-in (default) reports that come with the engine (Jobs, Invoices, Estimates, Payments, and others) and custom reports that you or someone on your team can build. Your Legacy reports are separate from these, and can be viewed on the Reports tab. There are different controls for who can see each report type, so it's worth understanding both before you go looking for a permission that isn't where you'd expect it.

Built-in (default) reports

Built-in reports are the default reports that ship with the reporting engine, including Jobs, Invoices, Estimates, Payments, and the rest of the standard set. 

Access to these reports isn't controlled by a permission toggle. Instead, access is tied to the role itself:

• Admins and Managers can see the built-in reports
• Every other role (Dispatcher, Tech, or any custom role) cannot, and there's currently no permission that changes that
• The only way to give someone access today is to make them an Admin or a Manager. To learn more about updating a user’s role, take a look at this article.

Custom reports 

Custom reports are the reports you or someone on your team builds within the reporting engine. For example, a report filtered and grouped to answer a specific question that isn’t covered by the built-in reports.

Unlike built-in reports, custom reports support access management by role, and it's configured per report rather than account-wide.

How to manage access to a custom report

1. Open the custom report you want to manage
2. Select Actions > Manage Access
   
3. Choose which roles should have access to that report
   
4. Save your changes

Because this is a per-report setting, you'll need to repeat these steps for each custom report; granting access to one custom report doesn't carry over to any others.

Legacy Reports

Legacy reports are reports built on Workiz's older, legacy reporting system. This is a separate system from the newer reporting engine described above. Like the newer engine, legacy reports come in two flavors: built-in legacy reports (standard report types like Jobs, Commissions, Payments, Invoices, Estimates, Call Tracking, and others) and custom legacy reports that someone on your team has built. Both live together under the Legacy reports category in the Reports page's left-hand navigation, separate from the newer engine's report categories.

Unlike the new engine, legacy report access isn't split between an account-wide rule and a per-report Manage Access setting. Instead, both built-in and custom legacy reports are controlled the same way: through a single per-role, per-report toggle list.

How to manage access to legacy reports

1. Select your profile icon > Settings
2. Under Users & Roles, select Roles & Permissions
3. Select the role you want to update (for example, Tech)
4. In the Edit permissions panel, select the Reports tab
5. Use the search box to find a specific report, or scroll the list, then switch its toggle on to grant access, or off to remove it
6. Repeat for any other reports that role should (or shouldn't) have access to

This same list is also where custom legacy reports are controlled: turning on Custom Reports lets that role view and create them. They will only be able to view custom reports that they have been given access to by an Admin or Manager. Block Grant Access To Custom Reports grants that role the same access to view and edit all custom legacy reports that an Admin or Manager has, rather than relying on per-report permissions.

Exporting a report to share

If someone doesn't have direct access to a built-in report, you can still get them the data by exporting it:

1. Open the built-in report you want to share
2. Select Export As
3. Choose PDF or CSV
4. Send the exported file to whoever needs it