Workspace groups, dashboard access, and data permissions
Workspace groups help admins manage access for teams of users. Groups are commonly used to control dashboard access, organize users, and apply permissions consistently.
Groups are different from roles. A role controls what a user can do in Zenlytic. A group usually controls which content or data a set of users can access.
Roles vs groups
Roles
Roles control product permissions, such as whether a user can:
Chat with Zoë
View dashboards
Download data
See SQL
Explore from a result
Edit the data model
Manage workspace settings
Examples of roles include Admin, Developer, Explore, View, and Restricted.
Groups
Groups organize users for access control. A group can be used to give a set of users access to dashboards or other governed content.
Examples:
Finance team
Marketing team
Executives
Regional managers
External embedded users
A user can have the right role but still not see a dashboard if the dashboard has not been shared with them or one of their groups.
Creating a workspace group
To create a workspace group:
Open Workspace Settings.
Go to the team or users area.
Open the Groups section.
Create a new group.
Give the group a clear name.
Add the correct users.
Use names that describe the business audience, such as Finance, Sales Leadership, or West Region Managers.
Sharing dashboards with groups
To control dashboard access:
Open the dashboard.
Click Share.
Choose the users or groups that should have access.
Select the appropriate permission level.
Save the changes.
If a user cannot see a dashboard, confirm that the dashboard is shared with either the user directly or a group they belong to.
Data access rules still apply
Dashboard sharing controls who can open the dashboard. It does not necessarily grant access to every row, field, or data source behind that dashboard.
If your workspace uses row-level access controls, user attributes, or data access rules, those rules still apply.
For example, two users may open the same dashboard but see different results if their data access rules are different.
Troubleshooting access issues
If a user cannot see expected content, check:
Is the user in the correct workspace?
Does the user have the correct role?
Is the dashboard shared with the user or one of their groups?
Is the user in the correct group?
Are user attributes or data access rules filtering what they can see?
Has the user refreshed the page or logged out and back in after a recent permission change?
If the issue persists, contact support with:
User email
Workspace name
User role
Group membership
Dashboard or content name
What the user expected to see
What the user actually sees