Note: Only Company Admins and Project Admins can create, edit, or share company and project reports.
Regular users can view and duplicate as private shared reports but can’t modify or re-share them.
Overview
We’re thrilled to introduce Company and Project Reports — a powerful new feature on the Custom Reports page that makes reporting faster, more consistent, and easier to share across your company or projects.
Template Reports let you create reusable report setups with predefined filters, columns, and groupings. You can share these templates across your company or within specific projects, ensuring everyone is working from the same reporting standards.
Whether you’re onboarding new team members or maintaining consistent reporting across multiple projects, Template Reports save time and reduce errors.
✨ Key Benefits
Standardised Reporting:
Ensure consistent, high-quality reports across projects or your entire company, no duplication needed.
Live Sync Across Reports:
When an admin updates a shared company or project template, those changes automatically sync for everyone using that template. There’s no need to re-share or manually update.
Faster Onboarding:
New users automatically see shared templates in their Custom Reports page,
Improved Visibility for Leadership:
Leadership teams can access uniform reporting structures across multiple projects, improving decision-making and reducing confusion.
Time-Saving Automation:
Set company or project defaults once, all new users and projects automatically inherit them.
🚶 Step-by-Step:
Creating a New Template Report
When you open the Custom Reports page, you’ll see the New report button.
This button has two actions:
Click New report → creates a private report (visible only to you).
Click the arrow ▼ → opens a dropdown with more options.
From the dropdown, you can choose to create:
Report type | Description | Who Can Create |
A new company report | Create a reusable report available across your entire company. | Company Admins only |
A new project report | Create a reusable report available within the current project only. | Project Admins only |
A new matrak system report | Use Matrak’s prebuilt recommended report templates (private by default). | All users |
Once created, you can configure your report by setting filters, columns, and groupings.
Group By, Lookup, and related columns aren’t currently supported in company or project reports. Support for these is coming soon, so keep an eye out for updates!
For shared templates, these configurations will automatically sync across all users who have access to that template.
Manage Template Reports
Template Reports are visually identified by an orange background behind their name bar. When you click the down arrow on a template report tab, you’ll see the following options (Depending on your access level):
Action | Description | Visibility |
Duplicate as private report | Creates your own copy of a shared template, which you can freely edit. | All users |
Always show report for all users | Shares instantly and makes this the default report shown to new users joining the company or project. These reports cannot be closed by regular users. | Admins only |
Rename | Update the template name to clarify its purpose. | Admins only |
Delete report (From template dropdown) | Permanently removes the template from all users who had access. | Admins only |
Tip: Regular users can duplicate company or project templates as private for their own use but cannot edit, rename, delate, or share them further.
Using System Templates
Matrak System Templates are prebuilt report examples designed by the Matrak team.
They’re a great starting point for creating your own reports.
To access them:
Click the down arrow (▼) next to the New report button.
Under Matrak System Templates, select the desired prebuilt report.
Customise as needed, and optionally (if you're an admin) save as a company or project report.
Closing and Reopening Reports
There are important differences between how private and shared (company or project) reports behave when closing or deleting them.
Private Reports
When you delete a private report, it’s permanently removed from your account.
Deleted private reports cannot be reopened or restored.
Company & Project Template Reports
Company and project template reports can be closed rather than deleted.
When a template report is closed, it’s removed from your active report list but remains available from the Template dropdown.
You can reopen a closed report at any time, and it will restore with the most recent version.
Regular users cannot close a company or project template that has been set as Add for all new users.
Naming & Description Best Practices
When creating a new company or project template:
Name: Choose something clear and descriptive — e.g. “Defects by Trade” or “Weekly Logistics Report”.
A well-written name help users identify the right report quickly and ensure templates are used consistently. By setting a report 'Add as default for new users', regular users cannot close these reports, so they will always be available.
Permissions:
Role | Can View | Can Create | Can Edit | Can Share | Can Delete |
Company Admin | ✅ | ✅ Company templates | ✅ | ✅ | ✅ |
Project Admin | ✅ | ✅ Project templates only | ✅ (within project) | ✅ | ✅ |
Edit | ✅ | ❌ | ❌ | ❌ | ❌ |
Read | ✅ | ❌ | ❌ | ❌ | ❌ |
Example Use Cases
Company Admin: Creates a Company Template called “Monthly Quality Report” shared across all projects.
Project Admin: Duplicates that template, tailors it for a specific project, and saves it as a Project Template.
Team Member: Duplicates the project template for personal tracking without affecting shared versions.
Template Reports are the easiest way to standardise and scale your reporting across Matrak.
By sharing templates at the company or project level, admins can ensure everyone — from field users to executives — is viewing consistent, accurate data without extra setup.
Tip: Keep your shared templates organised and well-named. It’ll make reporting faster and onboarding effortless across your teams.