Before You Begin: Required Permissions

Not all users can perform every action with KPIs. Here's what each role can do:

• Share Existing KPI: Manager or higher.
• Duplicate KPI: Admin, Owner, or Coach using the KPI Manager; or Manager or higher using the Data tool.
• Reassign Ownership: Manager or higher.
• Update KPI Data: Any licensed user on the team.

If you don't see the options described in this article, check your user role in the Directory or contact your company's Admin or Owner.

When to Share or Duplicate a KPI

When you use Add Existing KPI, you are not creating a copy. You're creating a shared version of the same KPI. This means:

• Any data entered on Team A's Scorecard instantly appears on Team B's Scorecard.
• If you change the goal on Team A's Scorecard, it changes on Team B's Scorecard.
• If you edit the title, description, or any detail, that change appears everywhere.

There is only one KPI — it just appears in multiple locations. Think of it like a Google Doc that multiple teams can see and edit. Everyone is looking at and editing the same document.

When to Share by Adding an Existing KPI to a Scorecard Group

You should “share” a KPI by adding an existing KPI to a Scorecard group when you want company-wide visibility on the same metric (for example, total company revenue on both Leadership and Finance Scorecards).

This is helpful when:

• Multiple teams track the metric, but only one person needs to enter the data.
• Everyone needs to see the exact same numbers in real time.

When to Duplicate by Creating a New Instance of a Similar KPI

You should “duplicate” a KPI by creating a new KPI for a Scorecard group when multiple team member needs their own version of a similar metric, sometimes with different goals (for example, each sales rep's individual quota).

This is helpful when:

• You're testing variations of a metric before standardizing.
• Teams need independent tracking that won't affect other teams' data.

Sharing KPIs Across Teams

Use this process when you want the same KPI visible on multiple teams' Scorecards with synchronized data. Here's how:

1. Navigate to the team where you want the KPI to be shared to. Click Scorecard from the left navigation. Use the Team dropdown at the top of the page to select the team where you want to add the KPI.
2. Add the Existing KPI. Click the New KPI button on the top right of any group's card, then select Add Existing KPI from the options shown.
3. Search for and select the intended KPI. Use the search box to find the KPI by name. Click on the KPI you want to share. Click Add.

What Happens Next:

• The KPI now appears on both the original team's Scorecard and the new team's Scorecard.
• Any updates to data, goals, or details made on either Scorecard will immediately appear on both.
• The original owner remains accountable, but both teams can view the data during their meetings.

Duplicating KPIs for Independent Tracking

Use this method when you need a separate, independent copy of a KPI that won't sync with the original. The following method works best when you want the duplicated KPI to remain on the same team's Scorecard.

1. Navigate to the team's Scorecard where the KPI is currently hosted. Click Scorecard from the left navigation. Use the Team dropdown at the top of the page to select the team that's currently hosting the KPI on one of their groups.
2. Duplicate the KPI via the actions menu. Click the checkbox on the left side of the KPI's row. Then, click the Select Action button at the top right of the group's window. Finally, click Duplicate from the options shown.
3. Edit the duplicated KPI as needed. Click the newly created KPI to open its details panel to edit its owner, title, goal, description, and more.

Or, if you're an Admin, Owner, or Coach, you can use the KPI Manager to duplicate existing KPIs. Here's how:

1. Open the KPI Manager. Click Scorecard from the left navigation. Then, click the Go to KPI Manager button on the filters bar.
2. Locate and duplicate the intended KPI. Find the KPI you want to duplicate. Then, click the three dots (ellipsis) next to the KPI. Finally, select Duplicate from the dropdown menu.
3. Customize the duplicated KPI. The duplicated KPI appears with "copy" appended to its name. Click on the duplicated KPI to open its details card. From there, you can update the owner, team, goal, and description before saving.
4. Add to the Team Scorecard. If you didn't adjust the team in the KPI Manager, you can navigate to one of your team's Scorecards and add the newly created duplicate KPI by clicking New KPI > Add Existing KPI on the intended group.

How to Move a KPI from One Team to Another

Moving a KPI means removing it from one team's Scorecard and adding it to another's. The KPI itself remains intact with all historical data preserved.

For example, your company recently split the Marketing and Membership teams. You need to move the "Member Retention Rate" KPI from the combined team to just the Membership team.

Follow these instructions to move a KPI in this way:

1. Remove the KPI from the original team's Scorecard. Navigate to the original team's scorecard. Next, find the KPI you want to move from one of the team's groups. Then, click the checkbox next to the KPI, then click the Select action button at the top right of the group's window, and then click Remove from group from the options shown. NOTE: This removes the KPI from this team's Scorecard but does not permanently delete it.
2. Add the KPI to the new, intended team's Scorecard. Navigate to a different team's Scorecard using the Team dropdown. Identify a group to add the KPI to and then click New KPI > Add Existing KPI to search for the KPI. After selecting it, click Add.

Common Scenario: Same KPIs for Multiple Team Members

One of the most frequent requests we receive is: "I have 5 sales reps who each track 'New Leads' with their own individual goals. How do I avoid creating each one from scratch?"

The Challenge:

• Creating identical KPIs one-by-one is time-consuming and prone to errors.
• Using "Add Existing KPI" won't work because all 5 reps would share the same data—not ideal for individual quotas.

The Solution: Duplicate and Reassign (Requires Manager or higher permissions):

• Create the first KPI item, including all details (title, description, goal, frequency).
• Duplicate this KPI 4 times (one for each additional team member).
• For each duplicate:
  • Open the details card.
  • Change the Owner to the appropriate sales rep.
  • Adjust the Goal if targets differ.
  • Rename slightly if helpful (e.g., "New Leads - John" vs. "New Leads - Sarah").

Troubleshooting Common Issues

"I can't find the KPI I want to share when I search for it."

• Check that you're searching on the correct team. The "Add Existing KPI" search displays all KPIs in your organization; however, permissions may impact visibility.
• Confirm the KPI hasn't been archived. Archived KPIs don't appear in the "Add Existing" search.
• Verify spelling — search is case-sensitive to the first letter.

"My shared KPI isn't syncing between teams."

• If data entered on Team A's Scorecard doesn't appear on Team B's Scorecard, you likely created duplicates rather than sharing. Check the KPI Manager to see if there are multiple instances with similar names.
• Try refreshing your browser to rule out display issues.

"I accidentally shared a KPI when I meant to duplicate it."

• Remove the shared KPI from teams where you want independence (right-click and select Remove from group).
• Add the duplicates to the appropriate teams using "Add Existing KPI."

"I removed a KPI from a team and can't get it back."

• Removing a KPI doesn't delete it. Go to the team's Scorecard, click New KPI, select Add Existing KPI, search for it, and add it back. All historical data will reappear.

"The 'Add Existing KPI' button is missing."

• Only users with Manager or higher permissions see this option. Check your role in the Directory. If you're a Team Member, ask a Manager, Admin, or Owner to add KPIs for you.