Publish the dashboard and share the link to give clients live data without a Smartsheet account

Adriana needs to get a project status dashboard in front of a client who doesn’t use Smartsheet. The big question: how can she share live data without forcing the client to sign up for Smartsheet? The clear answer is to publish the dashboard and send the link. It’s the simplest, most reliable way to let the client see real-time updates without adding friction.

Let me explain why live access matters

When a dashboard is published, the data you see on screen isn’t a stale snapshot pulled yesterday. It’s a live view that updates as the project changes. That means the client is seeing the current status—progress, risks, milestones, and blockers—as they happen. No back-and-forth emails asking, “Have you updated the numbers?” No need for the client to log in or download files. Just a clean, web-friendly view that behaves like a real-time window into the project.

Why the other options fall short

• Share the Smartsheet application: If the client doesn’t use Smartsheet, sharing the application isn’t useful. They won’t be able to access the dashboard in a meaningful way, and you’d end up chasing permissions instead of delivering value.

• Email the dashboard: Emailing a dashboard sounds convenient, but it’s effectively a screenshot or a static link that won’t reflect future changes. It’s like sending a postcard from yesterday—nice to look at, but it won’t keep up with the project as it evolves.

• Publish the dashboard and send the link: This is the hero move. A published dashboard is accessible from any browser, and it stays in sync with your live data. The client gets a single, reliable access point.

• Create a PDF of the dashboard: PDFs are solid for offline review, but they’re static. They won’t show new data automatically, and that defeats the purpose of a live status view.

How to publish a dashboard for a non-Smartsheet user (the practical steps)

Here’s the low-friction path Adriana can follow, without getting tangled in permissions or account setup:

• Open the dashboard in Smartsheet.

• Choose the Publish option. This creates a shareable link that anyone can use in a web browser.

• Ensure the link is configured for a live view (no login required if that’s what you need). If you need a bit more security, enable settings that restrict access to only the intended client.

• Copy the link and share it with the client via email or your preferred channel. It’s that simple.

• Confirm with the client that they can see the live dashboard, and set expectations about updates. If the project moves fast, let them know you’ll refresh the link as needed.

A quick note on security and governance

Publishing a dashboard to the web is incredibly convenient, but with convenience comes responsibility. If you’re sharing live data with a client who isn’t part of your Smartsheet workspace:

• Consider whether you want to require sign-in for published content. If the client doesn’t have Smartsheet, you’ll typically use a link that doesn’t require a login; just weigh the visibility risk.

• Think about what’s shown on the dashboard. If it includes sensitive details, you may want to restrict what’s published or use a password-protected page if your plan supports it.

• Plan for end-of-project handoffs. When the project wraps, you’ll want to revoke or reconfigure access to avoid lingering links that No longer reflect current work.

A practical analogy to keep in mind

Publishing a dashboard is like giving your client a live TV feed of the project’s status. They don’t need to tune in, they don’t need a decoder, and they don’t have to attend a weekly briefing. They just watch and respond. If the feed goes quiet because you forgot to refresh it, that’s on you. But when the feed is up and running, it invites collaboration rather than confusion.

What makes this approach a smart fit for the Smartsheet core product

• Real-time visibility: The dashboard stays current as data changes, so decisions are based on the latest information.

• Accessibility: A single link works across devices—laptops, tablets, phones—without any special software installed.

• Simplicity: No login clutter, no extra accounts to manage. Just share and view.

• Consistency: The client sees the same view you do, reducing misinterpretations and miscommunications.

Common pitfalls to avoid

• Forgetting to refresh the dashboard before sharing: A stale view defeats the whole purpose. Do a quick refresh or confirm that the dashboard is connected to live data.

• Sharing with the wrong audience: If the project includes sensitive information, double-check who has access and what they can see.

• Assuming the client knows how to navigate: A quick onboarding note helps. A one-liner like, “Here’s the live dashboard link—click to view latest updates,” can prevent confusion.

• Not providing a feedback loop: A published link is great for transparency, but you’ll still want a channel for questions or comments. Include your email or a collaborative space for discussions.

A lightweight checklist Adriana can keep on hand

• Confirm the dashboard is linked to the live data sources it should reflect.

• Publish the dashboard to generate a shareable link.

• Decide on login requirements and security settings based on client needs.

• Send the link with a brief note on what to look for and how often it updates.

• Verify the client can access the dashboard and is comfortable with the interface.

• Schedule a reminder to review the dashboard together if the project hits major milestones.

An easy-to-dremember rule of thumb

If the goal is ongoing visibility with minimal friction for someone who doesn’t use Smartsheet, publish the dashboard and share the link. It’s the balance of immediacy and simplicity that really pays off in real-world collaboration.

Rhetorical touchstones to keep in mind

• What if the number on the dashboard changes while the client is watching? That’s exactly the advantage—live data updating in real time.

• Isn’t it nicer to send one link that works forever than a new attachment every week? One link, stable access, continuous insight.

• Can you imagine a better way to foster trust with a client than showing them the project as it unfolds? The answer is right there in front of them.

In the end, Adriana’s best move is straightforward: publish the dashboard and send the link. It takes the complexity out of sharing, preserves the integrity of the data, and respects the client’s time. It’s a practical use case that showcases the power of Smartsheet’s core product—combining live, dynamic visuals with a simple, universally accessible delivery method.

If you’re in Adriana’s shoes, remember this approach the next time a client requests visibility without joining Smartsheet. A published dashboard links you to a shared reality—one that keeps everyone aligned, informed, and moving forward together.