How to Share ODK Dashboards with Non-Technical Teams (Power BI & Tableau)

After spending weeks perfecting an ODK dashboard, I hit a wall: my stakeholders couldn’t use it. Health workers struggled with filters, managers asked for static PDFs, and field teams needed mobile access.

Through trial and error, I developed a foolproof system for sharing ODK insights with any audience—whether they’re tech-savvy or PDF-dependent. Here’s how to do it.

Step 1: Choose the Right Sharing Method

Step 2: Power BI Sharing Strategies

A. For Teams Needing Live Access

1. Publish to Power BI Service → Share via:
   • Workspaces (for collaborative teams).
   • Apps (for curated, user-friendly access).
2. Set up Row-Level Security (RLS):
   • Example: Restrict clinic managers to their facility’s data.

B. For Non-Tech Users (PDF/Email)

1. Automate PDF Reports:
   • Use Power Automate to:
     • Export dashboards as PDF.
     • Email them weekly (e.g., every Monday at 8 AM).
   • Template: Power BI + Outlook Automation.

C. For Field Teams (Mobile Access)

1. Optimize for Phones:
   • In Power BI Desktop: View → Mobile Layout.
   • Stack visuals vertically, simplify filters.
2. Pin to Power BI App:
   • Stakeholders can access dashboards offline.

Step 3: Tableau Sharing Strategies

A. For Interactive Access

1. Publish to Tableau Server/Online:
   • Share links with view-only permissions.
   • Use “Subscribe” to auto-email snapshots.

B. For Static Reports

1. Export as PDF/Image:
   • File → Export as PDF.
   • Schedule with Tableau Server Tasks.

C. For Public Sharing

1. Embed Dashboards in Websites:
   • Publish → Share → Embed Code.
   • Pro Tip: Use password protection if data is sensitive.

Step 4: Simplify for Non-Technical Users

A. Reduce Complexity

• Hide unnecessary filters (right-click → Hide in Power BI/Tableau).
• Pre-set default views (e.g., “Last 30 days”).

B. Add Guided Navigation

• Power BI: Use bookmarks + buttons for a “next steps” flow.
• Tableau: Add text boxes with instructions.

C. Train with GIFs/Screencasts

• Record a 30-second Loom video explaining how to:
  • Change dates.
  • Export data.

Real-World Example: NGO Vaccine Campaign

I shared an ODK dashboard with 200+ health workers by:

1. Mobile App: Field teams checked real-time coverage.
2. PDF Reports: District managers got weekly summaries.
3. Embedded Map: Donors viewed progress on their website.
   Result: Reporting time dropped from 2 weeks to 2 hours.

Final Checklist Before Sharing

✅ Test on mobile devices.
✅ Set data refresh schedules.
✅ Add contact info for support.

Free Resources

• Power BI Sharing Guide
• Tableau Public for NGOs

Need a dashboard reviewed before sharing? DM me on Twitter!