Manage your team’s Shared Spaces Updated November 10, 2025 15:56 As a manager, you can gain valuable insights into how your team engages and collaborates with buyers, ensuring they follow best practices across their deals. The Shared Spaces Management Dashboard in the My Team hub centralizes access to your direct reports' Shared Spaces, providing the engagement insights you need to track deals, engagement behavior, and provide coaching. This dashboard also enables you to manage your team's Shared Spaces by seamlessly transferring ownership as account responsibilities change, archiving, reactivating, or permanently deleting them as needed. See how it looks Key features View all Shared Spaces owned by users who are assigned to you as their direct manager. Customize the dashboard display by selecting and arranging relevant columns. Preview each Shared Space and engagement insights to see how sellers and buyers interact, uncover coaching opportunities, and reinforce best practices. Quickly transfer Shared Space ownership when team members and account responsibilities change. You need this to succeed A Showpad account. Access to Showpad's Web or Windows Desktop App. Users assigned to you as their direct manager and who own Shared Spaces. Choose your success platform Windows Desktop Web App The quick way on the Windows Desktop App Navigate to the My Team tab and select Shared Spaces. Search and filter to find the Shared Spaces you need to review or manage. Customize columns to add or hide information in the dashboard. Preview or view engagement insights for a Shared Space. Transfer ownership of one or more Shared Spaces. Archive, re-activate, or delete Shared Spaces as needed. Do this step by step View your team's Shared Spaces Within the My Team hub, you can view all the Shared Spaces owned by users who are assigned to you as their direct manager. Click the My Team tab in the top navigation menu and select Shared Spaces. You will see a list of all Shared Spaces owned by your direct reports. Note: If you can't find a team member in the User drop-down, it means you aren't set as their manager in Showpad. To fix this, ask your Showpad admin to add you as the user's manager in the Direct Manager field on their user profile. Back to Top Search and filter your team's Shared Spaces Quickly find and organize your team’s Shared Spaces by searching and filtering the dashboard. To search for a Shared Space by name, enter a term in the search field and press Enter. The dashboard updates as you type. To sort the search results in ascending or descending order, click the column headers: Name, Status, Added, and Last activity. A third click will return you to the most relevant search result. To filter, click a filter, such as User or Owner status, and select your criteria. The list will update automatically. Keep adding filter properties as needed. To clear selected filter criteria from one filter, click the X next to the filter title. You can remove all applied filters by clicking Clear filters. To reveal and arrange filters, click View filters and select the filters you want to use. You can also rearrange the filter order by clicking the dots to the right of each filter name, then dragging and dropping them into the desired order. Then, click Save. These are the filters you can use: Users: Select users from your direct reports to view the Shared Spaces they own. Owner status: Choose between All, Active, or Deactivated owners. Shared Space status: Choose between All, Active, or Archived Shared Spaces. Last activity: Select a timeframe for recent Shared Space activity. Back to Top Customize the dashboard view Customize your dashboard to display only the information that matters most to you. Click the column visibility icon at the top right of the dashboard. Select the columns you want to add to the view, or unselect the ones you'd like to hide. You can also reorder columns by dragging and dropping them. Click Save. Scroll right to view the different available columns. Tip: To resize the column widths, hover between the headers. Then, click and drag the column adjust icon to your desired size. The available Shared Space information is as follows: Column Description Name Name of the Shared Space. Owner Owner of the Shared Space. Status The availability status of the Shared Space to participants, either Active or Archived. Added The date the Shared Space was created. Template Name of the template used to create the Shared Space. A dash is displayed if no template is used. External participants Number of external participants in the Shared Space. Internal participants Number of internal participants in the Shared Space. Last activity Date of most recent activity in the Shared Space. Last external activity Date of most recent activity by an external participant. Last internal activity Date of most recent activity by an internal participant. External files Number of files added to the Shared Space by external participants. Internal files Number of files added to the Shared Space by internal participants. Active participants Total number of participants active in the Shared Space within the last 90 days. Active external participants Number of external participants active in the Shared Space within the last 90 days. Active internal participants Number of internal participants active in the Shared Space within the last 90 days. Pending external invites Number of pending invites sent to external participants. Pending internal invites Number of pending invites sent to internal participants. Total comments Number of comments in the Shared Space. Internal comments Number of comments from internal participants in the Shared Space. External comments Number of comments from external participants in the Shared Space. Back to Top Preview a Shared Space and view engagement insights Gain visibility into how sellers and buyers collaborate with each other and engage with content, helping you spot coaching opportunities and guide sellers toward effective practices. Click the three dot menu to the right of the Shared Space. Select Preview to see how the Shared Space looks to buyers. It will open in a new browser tab. Select Engagement Insights to see engagement data that you can use to spot areas for improvement and boost collaboration strategies. Learn more about Shared Space engagement insights. Back to Top Transfer ownership of Shared Spaces When members of your team change roles or leave the organization, transferring ownership of their Shared Spaces is crucial. This ensures every Shared Space has an active owner, maintains clear accountability for your team, and prevents buyers from being blocked from important content. When a Shared Space owner is deactivated, ownership is transferred to the most recently active internal user the next time an external participant logs into the Shared Space. This helps ensure buyers can still access the content and continue engaging. Note: If there are no other internal users in the Shared Space, external participants will lose access until a new owner is manually assigned. Locate one or more Shared Spaces you want to transfer ownership of. Use the search field or filter by Users, Owner status, or Last activity.To identify Shared Spaces that require a new owner due to deactivation, filter by Owner status: Deactivated. To narrow it down to Shared Spaces where buyers have lost access, check the Internal participant column. If the number is one or lower, no other active internal users are assigned. Select one or more Shared Spaces and click Transfer ownership in the top action bar.Or, for a single Shared Space, click the three dot menu to its right and select Transfer ownership. Select a new owner and add an optional message for them. Click Transfer ownership. The new owner will be notified with an email. Back to Top Archive, re-activate, and delete Shared Spaces Manage the lifecycle of your team's Shared Spaces to keep them organized and relevant. Archive a Shared Space When you archive a Shared Space, it will no longer be accessible to external participants. However, its content, comments, and activity and engagement data will be preserved. It can be reactivated or permanently deleted at any time. Select one or more active Shared Spaces and click Archive in the top action bar.Or, for a single active Shared Space, click the three dot menu to its right and select Archive. Confirm by clicking Archive on the pop-up. Activate a Shared Space Reactivating an archived Shared Space will enable all external participants to regain access and resume collaboration. Select one or more archived Shared Spaces and click Activate in the top action bar.Or, for a single archived Shared Space, click the three dot menu to its right and select Activate. Confirm by clicking Activate on the pop-up. Delete a Shared Space Note: Deleting a Shared Space is permanent and cannot be undone. All content and engagement data will be lost. Select one or more archived Shared Spaces and click Delete permanently in the top action bar.Or, for a single archived Shared Space, click the three dot menu to its right and select Delete permanently. Confirm by clicking Delete on the pop-up. Back to Top The quick way on the Web App Navigate to the My Team tab and select Shared Spaces. Search and filter to find the Shared Spaces you need to review or manage. Customize columns to add or hide information in the dashboard. Preview or view engagement insights for a Shared Space. Transfer ownership of one or more Shared Spaces. Archive, re-activate, or delete Shared Spaces as needed. Do this step by step View your team's Shared Spaces Within the My Team hub, you can view all the Shared Spaces owned by users who are assigned to you as their direct manager. Click the My Team tab in the top navigation menu and select Shared Spaces. You will see a list of all Shared Spaces owned by your direct reports. Note: If you can't find a team member in the User drop-down, it means you aren't set as their manager in Showpad. To fix this, ask your Showpad admin to add you as their manager in the Direct Manager field on their user profile. Back to Top Search and filter your team's Shared Spaces Quickly find and organize your team’s Shared Spaces by searching and filtering the dashboard. To search for a Shared Space by name, enter a term in the search field and press Enter. The dashboard updates as you type. To sort the search results in ascending or descending order, click the column headers: Name, Status, Added, and Last activity. A third click will return you to the most relevant search result. To filter, click a filter, such as User or Owner status, and select your criteria. The list will update automatically. Keep adding filter properties as needed. To clear selected filter criteria from one filter, click the X next to the filter title. You can remove all applied filters by clicking Clear filters. To reveal and arrange filters, click View filters and select the filters you want to use. You can also rearrange the filter order by clicking the dots to the right of each filter name, then dragging and dropping them into the desired order. Then, click Save. These are the filters you can use: Users: Select users from your direct reports to view the Shared Spaces they own. Owner status: Choose between All, Active, or Deactivated owners. Shared Space status: Choose between All, Active, or Archived Shared Spaces. Last activity: Select a timeframe for recent Shared Space activity. Back to Top Customize the dashboard view Customize your dashboard to display only the information that matters most to you. Click the column visibility icon at the top right of the dashboard. Select the columns you want to add to the view, or unselect the ones you'd like to hide. You can also reorder columns by dragging and dropping them. Click Save. Scroll right to view the different available columns. Tip: To resize the column widths, hover between the headers. Then, click and drag the column adjust icon to your desired size. The available Shared Space information is as follows: Column Description Name Name of the Shared Space. Owner Owner of the Shared Space. Status The availability status of the Shared Space to participants, either Active or Archived. Added The date the Shared Space was created. Template Name of the template used to create the Shared Space. A dash is displayed if no template is used. External participants Number of external participants in the Shared Space. Internal participants Number of internal participants in the Shared Space. Last activity Date of most recent activity in the Shared Space. Last external activity Date of most recent activity by an external participant. Last internal activity Date of most recent activity by an internal participant. External files Number of files added to the Shared Space by external participants. Internal files Number of files added to the Shared Space by internal participants. Active participants Total number of participants active in the Shared Space within the last 90 days. Active external participants Number of external participants active in the Shared Space within the last 90 days. Active internal participants Number of internal participants active in the Shared Space within the last 90 days. Pending external invites Number of pending invites sent to external participants. Pending internal invites Number of pending invites sent to internal participants. Total comments Number of comments in the Shared Space. Internal comments Number of comments from internal participants in the Shared Space. External comments Number of comments from external participants in the Shared Space. Back to Top Preview a Shared Space and view engagement insights Gain visibility into how sellers and buyers collaborate with each other and engage with content, helping you spot coaching opportunities and guide sellers toward effective practices. Click the three dot menu to the right of the Shared Space. Select Preview to see how the Shared Space looks to buyers. It will open in a new browser tab. Select Engagement Insights to see engagement data that you can use to spot areas for improvement and boost collaboration strategies. Learn more about Shared Space engagement insights. Back to Top Transfer ownership of Shared Spaces When members of your team change roles or leave the organization, transferring ownership of their Shared Spaces is crucial. This ensures every Shared Space has an active owner, maintains clear accountability for your team, and prevents buyers from being blocked from important content. When a Shared Space owner is deactivated, ownership is transferred to the most recently active internal user the next time an external participant logs into the Shared Space. This helps ensure buyers can still access the content and continue engaging. Note: If there are no other internal users in the Shared Space, external participants will lose access until a new owner is manually assigned. Locate one or more Shared Spaces you want to transfer ownership of. Use the search field or filter by Users, Owner status, or Last activity.To identify Shared Spaces that require a new owner due to deactivation, filter by Owner status: Deactivated. To narrow it down to Shared Spaces where buyers have lost access, check the Internal participant column. If the number is one or lower, no other active internal users are assigned. Select one or more Shared Spaces and click Transfer ownership in the top action bar.Or, for a single Shared Space, click the three dot menu to its right and select Transfer ownership. Select a new owner and add an optional message for them. Click Transfer ownership. The new owner will be notified with an email. Back to Top Archive, re-activate, and delete Shared Spaces Manage the lifecycle of your team's Shared Spaces to keep them organized and relevant. Archive a Shared Space When you archive a Shared Space, it will no longer be accessible to external participants. However, its content, comments, and activity and engagement data will be preserved. It can be reactivated or permanently deleted at any time. Select one or more active Shared Spaces and click Archive in the top action bar.Or, for a single active Shared Space, click the three dot menu to its right and select Archive. Confirm by clicking Archive on the pop-up. Activate a Shared Space Reactivating an archived Shared Space will enable all external participants to regain access and resume collaboration. Select one or more archived Shared Spaces and click Activate in the top action bar.Or, for a single archived Shared Space, click the three dot menu to its right and select Activate. Confirm by clicking Activate on the pop-up. Delete a Shared Space Note: Deleting a Shared Space is permanent and cannot be undone. All content and engagement data will be lost. Select one or more archived Shared Spaces and click Delete permanently in the top action bar.Or, for a single archived Shared Space, click the three dot menu to its right and select Delete permanently. Confirm by clicking Delete on the pop-up. 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