How to limit which reports a user group can open

Allowed Reports is a setting on a VICIdial user group that controls exactly which reports the people in that group are permitted to open. A user group is the bundle that lets one rule cover a whole set of users. By default it is set to ALL, meaning every report is visible. Narrow it, and a team lead only sees the handful of reports their role actually needs.

It only applies to level 7 and up

This is the part people miss. Allowed Reports only takes effect for users set to user level 7 or higher. Regular Agent accounts, which sit well below that, never reach the report screens in the first place, so the restriction is irrelevant to them. It exists for team leads, QA staff, and junior managers who do have report access but should not see everything.

A common pattern: a campaign lead can pull the dispositions and Agent performance reports for their floor, but you keep the financial and system-wide reports for senior staff. Allowed Reports is how you draw that line per group.

How the visibility decision flows

flowchart TD
  A[User opens reports] --> B{User level 7 or higher}
  B -->|No| C[No report access]
  B -->|Yes| D{Allowed Reports value}
  D -->|ALL| E[Show every report]
  D -->|Selected list| F[Show only chosen reports]

Selecting more than one report

The Allowed Reports field is a multi-select list. To pick more than one report, hold the Ctrl key as you click each one. This is easy to fumble: a single plain click replaces the whole selection with just that one report, so a manager who had ten reports suddenly has one. Hold Ctrl, confirm the highlights, then save.

It helps to think of this as a menu rather than a lock. Allowed Reports does not change the data inside any report; it changes which reports show up in the list a manager can pick from. A lead who is not granted the financial summary will never see it offered, so there is no link to click and no permission error to hit. The screen just shows the reports they are meant to use and nothing else.

Think about which views each role truly uses. If a lead lives in a Real-time report all day to watch the floor but rarely touches the historical summaries, you can give them the live view and a couple of daily rollups and leave the rest off. Tracking the right KPI for that role gets easier when the screen is not cluttered with reports they will never run. The opposite is also true: dumping every report on a new team lead is a fast way to overwhelm them and to expose numbers they were never meant to handle.

Because the setting lives on the User group, it scales without per-person work. Build one group for floor leads with a tight report list, another for senior analysts with a broader one, and assign people to whichever fits. Move someone between groups and their report menu changes with them automatically, which is far less error-prone than editing report access on every individual account.

Note: Allowed Reports controls which report screens appear, not which data rows show inside them. To also scope the data, you pair it with the Allowed Queue Groups setting on the same page, which limits the queue groups a manager can see in queue-based reports.

For how report access fits the wider permission model, see our users and groups multi-team guide. The exact field location is covered in how to modify a VICIdial user group.

Want clean, role-scoped reporting without standing up your own server? Start with VICIfast and get a managed dialer live in under 40 seconds.