Managing Dashboard Templates

Modified on Mon, 1 Jun at 8:58 PM

How to enable or disable dashboard templates and what each access level allows you to do

Contents

1. Introduction & Context
2. Key Features & Functions
3. Requirements
4. Step-by-Step Guide
5. Common Issues & Troubleshooting

1. Introduction & Context

Dashboard Templates control which dashboards are available to users in the Clew Platform. When a template is enabled, users with access to it can view the associated dashboard. When it is disabled, the dashboard disappears from all views for every user who previously had access.

Who is it for? All Clew users interact with dashboard templates, but the ability to enable, disable, or manage them depends on your access level. Owners, users with Update access, and System Admins can all make changes. Read-only users can view dashboards but cannot modify them.

What does it impact? Disabling a template is a global action. It removes the dashboard from all users who had access, not just your own view. Read-only users have a separate option to hide dashboards from their personal view only, without affecting anyone else.

2. Key Features & Functions

Enable/disable toggle: available in Dashboard Manager and in Admin > Dashboard Templates. Turns a dashboard template on or off for all users with access.
Dashboard Manager: accessible from the user menu (top-right). Lets owners and Update-access users manage templates they own or have been shared with them.
Admin > Dashboard Templates: a System Admin-only area that gives full control over every dashboard template in the system, including those owned by other users.
Dashboard Preferences: a personal visibility control available to all users, including Read-only. Hides selected dashboards from your view only and does not affect other users.

Access levels at a glance

Access Level	Description	What You Can Do
Owner	You created the dashboard template	Enable/disable, edit, delete
Shared with Update	The template was shared with you with Update access	Enable/disable (affects all users), edit (cannot delete)
Shared with Read-only	The template was shared with you with Read-only access	View only. Can hide via Dashboard Preferences but cannot enable/disable or edit
System Admin	You are the System Administrator	Full control over all templates across all users

3. Requirements

To enable or disable a dashboard template, you must be the Owner, have Update access, or be a System Admin.
To access Admin > Dashboard Templates, you must have System Admin permissions.
To hide a dashboard from your personal view using Dashboard Preferences, you only need to be a Clew user. No special permissions are required.
Clew system dashboards cannot be modified or disabled by regular users, regardless of their access level.

Note: Disabling a template affects all users who have access to it, not just your own view. Before disabling a shared template, make sure other users will not be impacted.

4. Step-by-Step Guide

Option 1: Using Dashboard Manager

Use this option if you own the template or if it has been shared with you with Update access.

Click your name in the top-right corner of the screen.
Select Dashboard Manager from the menu.
Find the template you want to manage under Dashboard Templates.
Click the toggle switch in the Actions column. A green toggle means the template is enabled. A grey toggle means it is disabled.

The Dashboard Manager showing the toggle switch in the Actions column. Green indicates enabled, grey indicates disabled.

Note: If you do not see a toggle switch next to a template, you have Read-only access to it. Use Dashboard Preferences to hide it from your personal view instead.

Option 2: Using Admin > Dashboard Templates (System Admins only)

System Admins can manage any dashboard template in the system, including those created by other users.

Click your name in the top-right corner and select Admin.
Select Dashboard Templates from the left panel, or search for it using the search bar.
Locate the template you want to manage. Use the search bar at the top of the list if needed.
Click the toggle switch in the Actions column to enable or disable the template.

Admin Dashboard Templates page showing the toggle switch in the Actions column

The Admin > Dashboard Templates page. System Admins can enable or disable any template from this view.

Hiding Dashboards from Your Personal View (Read-only users)

If you have Read-only access to a template, you cannot disable it. You can still hide it from your own view using Dashboard Preferences. This does not affect other users and does not disable the template.

Click the Clew icon in the top-left corner to open My Dashboards.
Click the Dashboard Preferences gear icon.
Click the toggle next to any dashboard you want to hide from your view.

Dashboard Preferences. Use the toggles to show or hide dashboards in your personal view only.

You can re-enable any hidden dashboard at any time by returning to Dashboard Preferences and toggling it back on.

5. Common Issues & Troubleshooting

Issue	Likely Cause	Solution
I cannot see the enable/disable toggle next to a template	You have Read-only access to the template	You cannot enable or disable this template. Use Dashboard Preferences to hide it from your personal view. Contact the template owner if you need Update access.
I can view a dashboard but it does not appear in Dashboard Manager	The template was shared with you as Read-only, or it is a Clew system dashboard	You can use the dashboard but cannot modify or disable it. Contact your System Admin if you need the template to be disabled.
A dashboard has disappeared for all users unexpectedly	The template was disabled by the owner, a user with Update access, or a System Admin	An eligible user (owner, Update access, or System Admin) needs to re-enable the template via Dashboard Manager or Admin > Dashboard Templates.
I cannot access Admin > Dashboard Templates	You do not have System Admin permissions	Contact your System Admin to either grant you System Admin access or manage the template on your behalf.
I hid a dashboard but want to see it again	You toggled it off in Dashboard Preferences	Return to Dashboard Preferences (gear icon in My Dashboards) and toggle the dashboard back on.

Best practices:

Before disabling a shared template, check with other users who may be relying on it. Disabling it removes the dashboard from everyone with access.
If you only want to tidy up your own dashboard list, use Dashboard Preferences rather than disabling the template globally.
System Admins should use Admin > Dashboard Templates for any organisation-wide housekeeping, rather than relying on individual users to manage their own templates.
Disabled templates can always be re-enabled. No data is lost when a template is disabled.

To learn more about changing your default dashboard or dashboard order, see the Default Dashboard and Dashboard Order article. To learn more about the Admin > Dashboard Templates area, see the Admin Dashboard Templates article. To learn more about Dashboard Manager, see the Dashboard Manager article.