Who can see what's shared in VirtualCallboard?

Only the people something is sent to. Administrators don't see everything by default, and they're not on the list unless someone adds them.

• Notes, discussions and reports are visible only to the people they're sent to or shared with. A report reaches the people on its template's distribution list. Someone with Manage Report Templates can add themselves to that list, but there's no screen that lists every report.
• Files are shared with a production: either everyone on it, or chosen groups such as a department. Everyone in that audience can open the file.
• Schedules work differently. People can see other people's calls through the All Calls view, depending on their role, so don't treat the schedule as private. Roles can hide other people's conflicts and fittings from that view, and a conflict marked Private hides its title and notes.

What each role can see and do is set per role. See How user roles and permissions work.