Who can see what's shared in VirtualCallboard?

Only the people something is sent to. Administrators don't get to 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. An Administrator could add themselves to a report's recipient list, but can't browse every report.
• Files are shared with the whole site or with specific groups and departments. Everyone in that audience can open the file.
• Schedules work differently: people can see calls through the All Calls view, depending on their role, so don't treat the schedule as private. Personal conflicts and fittings can be hidden from that view.

What each role can see and do is set per role. See User Roles & Permissions.