Manage your team’s Shared Spaces

The quick way on the Windows Desktop App

1. Navigate to the My Team tab and select Shared Spaces.
2. Search and filter to find the Shared Spaces you need to review or manage.
3. Customize columns to add or hide information in the dashboard.
4. Preview or view engagement insights for a Shared Space.
5. Transfer ownership of one or more Shared Spaces.
6. 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.

1. Click the My Team tab in the top navigation menu and select Shared Spaces.
2. 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.

Search and filter your team's Shared Spaces

Quickly find and organize your team’s Shared Spaces by searching and filtering the dashboard.

1. To search for a Shared Space by name, enter a term in the search field and press Enter. The dashboard updates as you type.
2. 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.
3. 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.
4. 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.

Customize the dashboard view

Customize your dashboard to display only the information that matters most to you.

1. Click the column visibility icon at the top right of the dashboard.
2. 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.
3. Click Save.
4. 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:

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.

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.

1. 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.
2. 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.
3. Select a new owner and add an optional message for them.
4. Click Transfer ownership. The new owner will be notified with an email.

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.

1. 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.
2. 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.

1. 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.
2. 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.

1. 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.
2. Confirm by clicking Delete on the pop-up.