Welcome to your guide for utilizing Shared Spaces engagement reporting for the benefit of all key stakeholders. With a few clicks, admins can filter to find key data from visitor usage of Shared Spaces. Across three tabs, there are different categories to choose from to gain the insights you need for understanding successful patterns in your Shares.
Discover a myriad of data sets you can pull from these controls. From data about participant activity to creation dates, owners and time spent viewing assets, this is your hub to learn more about Shared Spaces and what they can do for your organization. These graphs are tailored to your preferences for visualization. Enjoy your journey getting to understand how users interact with your organization’s Shared Spaces.
What's on the menu
Key features
- View Shared Spaces metrics all in one place
- Filter by a myriad of options to gain insights
- Compare Year over Year data
- Export to CSV anytime
- Reporting data is refreshed every 24 hours
You need this to succeed
- Admin access to use Showpad's Online Platform
- Shared Spaces within your Showpad instance
- Activity within Shared Spaces, such as invitations and Shares
Learn about Shared Space reporting
Shared Spaces reporting Controls
Let’s start with the controls that apply across the three tabs: Overall Engagement, Participant details, and Content details. Expand this menu by clicking on the dropdown arrows to the right, or the word Controls on the left.
These controls and filters will apply across all three engagement tabs: Overall, Participant, and Shared Space. Here are the controls and what they do:
- Shared Space title: Filter by the names of all Shared Spaces within your Showpad instance by typing or ticking the boxes
- Owner: the name of the person currently in charge of the Shared Space
- Shared Space status: select from the following options Active, Archived, and Deleted. Learn more about these statuses here.
- User Group: filter by selecting one group of Showpad Users, which are created and changed in admin settings
- Division: filter by choosing one section Showpad Users separated by region or role, created and changed in admin settings
You can reset your data in two ways. Click the three dots that appear next to any graph or data set in the upper right corner, and select Reset. This will clear only that filter. You can reset your entire data set by clicking the reset icon in the upper left corner. Beside it, you can undo and redo your most recent query changes. 
Now, let's take a look at the three Shared Spaces reporting tabs and what they do.
This is your dashboard to see how visitors are engaging with the Shared Spaces coming from your organization. Hover over each gauge to reveal what colors represent which metrics, or read below for details.
See at a glance the following data:
- Active Shared Spaces: any Shared Space that has not been archived or deleted, and this gauge displays the number of Shared Spaces created vs how many are active. The darker color indicates current active Shared Spaces, while the lighter color shows the number of created Shared Spaces that are inactive.
- Accepted invitations: all invitations sent appear in grey, and the number of accepted Shared Spaces invitations appear in dark blue
- Accepted invitations by external participants: shows specifically participants outside of your organization and how many Shared Spaces invitations have been opened and accepted. The moment a participant activates their Shared Space account by logging in for the first time, the invitation becomes accepted.
There will always be a lower number of participants in the invitations than the overall Shared Space because owners and creators are not considered as invitees.
- Shared Space categories: this dynamic filter allows you to click each section of the circle to filter by that category. You can also use the panel to the right to expand the graph to fullscreen and export the data to a CSV. Hover over the categories to see their labels, and click to utilize a filter.
- Here are the three categories you can filter by and what they mean:
- Internal Participants Only: includes Showpad users invited to a Shared Space. When they accept, they automatically become a co-administrator of the Shared Space.
- Minimum 1 External Participant: excludes all Shared Spaces that have at least one external participant who is not a member of your Showpad organization
- No Participants: filter the dashboard for Shared Spaces that have no confirmed participants, a filter device for tracking and cleanup
- Here are the three categories you can filter by and what they mean:
This section gives you specific Year over Year (YoY) data on KPIs, or key performance indicators. Here you can choose to set a date and period to see the resulting data:
Selecting the date range here only applies to the five KPIs, which give year-over-year (YoY) data comparisons and work this way, from left to right:
- Shared Spaces created within the time period selected, and Shared Spaces created prior to that. The percentage in the middle shows whether more or less were made in the dates selected
- Shared Spaces active within the time period selected. See how many Shared Spaces are active from within a selected time period, and compare how many of them are still active
- Visits tell you how many users clicked on the Shared Spaces within the timeframe selected, as well as prior, and the comparison percentage
- Time Spent (minutes) provides an estimate of how long your visitors spent in Shared Spaces with the YoY comparison
- Asset views show a comparison of items clicked and explored within Shared Spaces with a comparison of past and current selected timeframe data
To see a more detailed view of these insights, you can use the donut and timeline charts underneath as you scroll through the reports to understand the level of activity over time and also the split between internal and external participant activities.
Overall Engagement Visual Graphs
As you reach the middle of your Shared Spaces engagement reporting screen, you’ll see a myriad of options to visualize data for yourself and your team. Here is each option and what data you can expect to find.
- Created vs. Active Shared Spaces
Expand the panel on the right by clicking the double arrows to do the following: make the graph full screen, change the date range by clicking the up and down arrows, or select the three dots to export to CSV.
This chart gives you a view of Shared Spaces created over time as well as insights into the total active Shared Spaces over time. The total active shared spaces line is based on a running total of created Shared Spaces. All Shared Spaces are counted as active until they are archived or deleted, and not based on visits or interactions.
By clicking one of the bars, you can filter the Shared Space data table by the creation date selected in this chart. This will allow you to understand which Shared Spaces have been created within a specific timeframe.
- Total Visits
View the total number of internal and external visits via the donut chart on the left, or the spiked graph on the right. The orange line provides an average. Use the control panel on the side to make the graph full screen, change the date range by clicking the up and down arrows, or select the three dots to export to CSV. You can filter by participant type using the dropdown menu on the right. - Total time spent
Investigate external and internal participation in minutes with the donut chart on the left or the spiked graph on the right. As with the other graphs, expand the panel on the left to make the graph full screen, change the date range by clicking the up and down arrows, or select the three dots to export to CSV.
The orange line shows average time spent for your selected parameters. You can filter by participant type using the dropdown menu on the right.You can select to view the charts by Total asset view or Total time spent to see dynamically either data set side by side.
To see information on Participant views and time spent on Shared Spaces, check out information on the Participant details tab.
- Shared Spaces by activity and engagement
These reports go hand in hand, and you can select to view them both by Owner or Shared Space. When you view by Owner, you will see aggregated metrics of all the Shared spaces owned by a specific Showpad user. When you view by Shared Spaces, as in the image above, you will see the aggregated metrics at the Shared Space level.
By clicking on the bars and activity blocks, you can see detailed information as well as drill down to that specific activity type. You can also select the activity types manually by ticking the boxes in the Activity type drop down menu within the Shared Spaces by activity graph.
Reset or refresh your selections by clicking the three-dot menu that appears within the Activity type menu. Only activities with some engagement will appear here.
At the bottom of the visual graphs, you can gain insights from the data table by clicking on different elements. Focusing on a user or Shared Spaces title with a click will filter the full tab by the single owner or Shared Space selected. 
You also have the option to filter and navigate to other relevant tabs for specific data. Like the other graphs, use the right-side panel to expand the data to full screen or export to CSV. Now, let’s head over to the Participant tab.
The power within Shared Spaces begins with their creation and accelerates when new participants join and utilize assets within them. Gaining insights on who is using Shared Spaces can provide excellent direction for how to best create more content and what resonates with your participants.
Click the printer to download or print your insights, from the upper right corner.
- Immediately, you will see a donut graph that segments your participants in the following way:
- Internal (original owner): the first creator/owner of the Shared Space, in the case that ownership has been transferred. They are separated because though they created the Shared Space, they were not invited to it
- Internal (invited): users within your organization who use Showpad and have been included in the Shared Space invitation
- External (invited): participants who have been invited to the Shared Space and are not within your Showpad organization
- Internal (current owner and creator): the current owner/creator of the Shared Space, who have not transferred ownership to another person. These participants did not receive an invitation due to their role in creating the Shared Space
The next two gauge graphs depict internal and external Accepted invitations. Accepted invitations by internal participants shows the percentage of people within your organization who have been invited to a Shared Space and accepted that invitation, vs those who have been invited but did not accept.
Accepted invitations by external participants shows the same data, but with users outside of your organization. As with the other graphs, use the panel on the right to expand to full screen and export to CSV.
Participant details Visual Graphs
Invited participants over time
See the number of participants invited over time, split by internal guests, in purple, and external visitors, in blue. As with the other graphs, use the side panel on the right to expand to full screen and export the data to a CSV file.
By clicking on any of the bars, you will see the option to focus on the data being visualized, by highlighting it against the rest. You can also drill up and down to specific time frames from this menu.
Total Visits
View the total number of internal and external visits via the donut chart on the left, or the spiked graph on the right. The orange line provides an average. Use the control panel on the side to make the graph full screen, change the date range by clicking the up and down arrows, or select the three dots to export to CSV. You can filter by participant type using the dropdown menu on the right.
Total time spent
Investigate external and internal participation in minutes with the donut chart on the left or the spiked graph on the right. As with the other graphs, expand the panel on the left to make the graph full screen, change the date range by clicking the up and down arrows, or select the three dots to export to CSV. Select to view by Total asset views or Total time spent for dual insights.
The orange line shows average time spent for your selected parameters. You can filter by participant type using the dropdown menu on the right.
To see information on Participant views and time spent on Shared Spaces, check out information on the Overall Engagement tab.
Participants by activity and engagement
Choose to view your participant activity and usage data by Internal or External user. Internal users are within your Showpad organization, and external participants include anyone invited to a Shared Space outside of your company.
Because internal participants are all recorded within Showpad, you can use the menu on right to select individuals for specific data on their activity.
Similar to the Overall Engagement reports, you can click into specific bars and squares of data to focus on that piece of information, or drill up and down to find the information that serves you and your team best.
Participant details data table
At the bottom of the visual graphs, you can gain insights from the data table by clicking on different elements. Focusing on a participant, Shared Spaces title, or any of the other column data will make those entries in the table more visible.
You can also Navigate to the Overall detail tab for related data. As with the other reports, use the panel on the right to expand the information to fullscreen or export to a CSV.
Check out the Content details tab for a comprehensive data set that provides insights and patterns by assets and Shared items from your Library. View by Asset & Shared Space to see data filtered by content. To include viewers, select the option to filter by Participant, Asset, & Shared Space. 
By clicking through the data, you can choose to Drill down to participant and asset-level data. You can also click to Navigate to the Overall tab and focus the data set on the specific Shared Space you want more information on. Happy data mining!
