See the impact of your Shared Spaces with engagement reports Updated July 04, 2025 16:03 Note: This article is no longer maintained. For updated information, please refer to the corresponding Admin App article. We recommend updating your links if you’ve linked to this article. 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, whether internally or externally, as conversations progress. Across three tabs, you are empowered to find data on all things Shared Spaces. This dashboard is meant to provide you with insights to help you understand if, how and by who Shared Spaces are being used - and what the overall adoption looks like from the start to the end of the sales and information exchange cycle. 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. It helps managers and sellers understand what content affects sales results by tracking insights on every Shared Space to allow for convenience in comparison. These graphs are tailored to your preferences for visualization. Enjoy your journey getting to understand how users interact with your organization’s Shared Spaces. See how it works What's on the menu Shared Spaces reporting Controls Overall Engagement tab Overall KPI Engagement Overall Engagement Visual Graphs Overall Engagement data table Participant details tab Participant tab Visual Graphs Participant tab data table Content details tab 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 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 grayed-out area with the word Controls or the dropdown arrow on the top right. 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 To download or print your insights, navigate to the upper right corner and click the Export button. Select Print if you wish to print the reports directly. Choose Generate PDF if you want to download the reports as a PDF file. Wait for your file to be generated - a notification will pop up informing you that your PDF is ready. In the end, select View downloads to download your file. Hover over any graph or data set, and click the filter icon in the upper right corner, to remove applied filters. This action will only clear that filter. You can reset your entire data set by clicking the “Reset to original dashboard” button in the upper left corner. This action will remove all filters applied in Controls tab. Besides 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. Overall Engagement tab This is your dashboard to see how visitors are engaging with the Shared Spaces coming from your organization. At a base level, see how Shared Spaces are being used and engaged with. Are many of them active? Have the invitation been accepted or ignored? See valuable year-over-year data to help map a course to successful Shared Spaces adoption via this tab. 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 Overall KPI Engagement This section gives you specific Year over Year (YoY) data on KPIs, or key performance indicators. Find out if your Shared Spaces engagement is increasing and if viewers are taking part to help navigate your strategy each year. 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. Viewing trends over time can provide insight into adoption strategy and how to keep Shared Spaces content relevant and revisited. 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 VisitsView 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. Owners and Shared Spaces by activity and engagementThese 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 owners by a specific Showpad user. Click on one of the users to get insights about Shared Spaces that they own, and apply the relevant filter. View by Shared Space to display all Shared Spaces by name, and see all users' engagement. 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. Overall Engagement data table When it comes to granular insights, the Overall Engagement tab shows data that will close any data gaps and allow you to export all data via .CSV to closely investigate. 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. Participant details 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. In the Participant details tab, maximize the categories donut graph that segments your participants in the following way: 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 has not transferred ownership to another person. These participants did not receive an invitation due to their role in creating the Shared Space Internal (invited): users within your organization who use Showpad and have been included in the Shared Space invitation 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 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 timeSee 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 VisitsView 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 In this section, find out who is participating, whether they are active, engaged, and if so, who is the most engaged. 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. Content details tab The Content details tab gives you an overview of all asset-related reports. Get plenty of valuable data analyzing all available assets in your Shared Spaces. Find out which content is most useful to buyers and sellers, and use that information from a strategy perspective to create more impactful Shared Spaces, or reinvigorate the ones that are working. Total assets shared View the total number of all shared assets within this set of graphs. The donut chart on the left displays the full amount of shared assets and divides it between their origin. The spiked graph on the right presents the same data over the course of time. Total assets views See all the views within your assets by scrolling down to the Total asset views charts. Those graphs give an excellent overview of how many of your assets are being utilized. The donut chart on the left shows total asset views based on their origin, while the spiked graph on the right displays the same data over time. Total asset view time (minutes) Investigate deeper by viewing the following reports. Total asset view time shows the actual time spent in minutes on displaying assets based on their origin. Dive into this data on both graphs to get a general overview and an overview across time. Assets by Shared Space activity The next section of the Content details tab presents all the assets by Shared Space activity. You have the option to choose from the activity type list and select any assets and comments related values. Navigate to the right side of the screen to view the Assets by Shared Space engagement. Click on any relevant data and select filters that will be automatically applied to the sideways bar graph on the left. Scroll down the Content details tab for a comprehensive data table that provides insights on activity for assets in your Shared Spaces. View by Asset & Shared Space to see data organized by asset. By clicking through the data, you can choose to Drill down to participant and asset-level data. You will find info here such as the asset name, number of pages, type, origin, owner info, and who uploaded it. On the far right side of the table you'll see info such as how many times an asset was downloaded, commented on, viewed, and more. To include participants in the data table, select the option to filter by Participant, Asset, & Shared Space. This table displays all interactions of any participant per asset per shared space. Within this option, you can choose Internal and External participant filters to see only activity and interactions by the selected users. Note the internal and external participant filters are not impacted by the filters at the top of this dashboard, so you will see all participants available, not dependent on the filters you choose above. You can navigate back to the Overall tab or Participant details tab and focus the data sets on the specific Shared Space or Participant you want more information on. Happy data mining! Related articles Engagement reporting for Direct managers Compare users with unified User engagement reports See how users learn with Coach engagement reports Give users more permissions as Promoted Members Install and share content with Showpad for Outlook 365