Pipedrive Dashboard – How to Track Your Progress and Performance

Pipedrive provides its users with the Insights feature to build reports and collect them on a dashboard. This allows you to monitor the health of your activities and track essential metrics. 

On the other hand, the reporting functionality in Pipedrive is somewhat limited compared to spreadsheet apps or even data visualization tools. Therefore, more and more users are building custom dashboards outside of Pipedrive. Which of these two options is suitable for your project? Read on to find out.

What is a Pipedrive Insights dashboard?

Insights dashboard in Pipedrive is a collection of reports displayed on the board. You can add or remove the reports to customize the collection. On the dashboard, you can apply two filters: User and Period. The filters will change the data displayed on all the reports added to the dashboard.

What is the difference between Pipedrive dashboards and reports?

A dashboard in Pipedrive Insights is a collection of reports. A report, in turn, is a visual representation of your performance metrics. There are several types of Pipedrive reports that depend on the data entity used: Activity, Deals, and Forecast.

So, on your dashboard, you may have one or multiple Pipedrive reports. Let’s see how this works.

How to create a Pipedrive new dashboard

• Go to the Insights tab on the left of your Pipedrive CRM.

• On this tab, you’ll see a standard dashboard named ‘My dashboard‘ with a collection of standard reports. Let’s create a new dashboard. For this, click the + symbol, then select Dashboard.

• Give a name to your new dashboard and choose (or create) a section for it. Click Save.

Welcome to your new dashboard!

However, it’s blank since there are no reports added to it. 

Customize Pipedrive dashboard with reports

Once the dashboard is ready, you need to fill it with the collection of reports. You may start dragging or adding the standard reports or create custom ones.

Different visualization options are available for specific types of reports. For example, a deal progress report can be only displayed as a column or bar chart. At the same time, the deals won over time report can be displayed as a: 

• Column chart
• Bar chart
• Pie chart
• Scorecard
• Table

After you’ve added reports to your dashboard, you can apply uniform period and user filters.

Rearrange, resize, and remove report blocks

Once the reports have been added to your dashboard, you can arrange the report blocks and change their size as you wish. 

• To move blocks, click on the move icon in the top right corner, and drag the block to the desired location.

• To resize blocks, drag the resize icon in the bottom right corner.

• To remove a block from the dashboard, click on the move icon in the top right corner, and drag the block to the Remove From Dashboard area at the bottom.

How you can share the Pipedrive dashboard

Well, your dashboard is ready, and you’re already getting valuable insights about your pipeline. You’d also like to share these insights with your colleagues who are Pipedrive users or other stakeholders outside of Pipedrive. 

Let your Pipedrive users view your dashboard

You can share your dashboard with users in your Pipedrive account by clicking the Share button in the top right corner of your dashboard.

Select the user to share your dashboard with, and he or she will see your dashboard under the Shared with me section.

Note: Users you share the dashboard with can only view your dashboard. Any updates can only be done by the dashboard owner.

How to access a Pipedrive dashboard for external users

The Public link button allows you to share your dashboard with users outside of Pipedrive. You’ll find it next to the Share button.

Note: If the Public link button is disabled, you’ll need to ask your admin for permission to share dashboards with external users. 

Click the button, create a link, and copy it to send to your non-Pipedrive stakeholders. With this link, they’ll be able to only view your dashboard. 

In Pipedrive, you can only give a viewer access to dashboards. 

If, for any reason, you need to share a dashboard with editor access, then you should consider building a dashboard outside of Pipedrive. 

Build a dashboard outside of Pipedrive

The dashboards and reports you can tailor in Pipedrive are good for basic analytics. However, they won’t let you step over the limits and add some custom charts or calculations. In this regard, building a dashboard outside of Pipedrive provides many benefits. 

The most popular solutions you can use for this purpose include spreadsheet apps like Google Sheets or Excel or data visualization tools such as Data Studio or Tableau. So, to do the job, you need to integrate Pipedrive with the desired tool and create a dashboard you want. The latter is up to you, whereas the integration stuff can be easily done using Coupler.io.

Coupler.io is a solution for importing data from multiple sources, such as  Pipedrive, HubSpot, QuickBooks, and many others into Google Sheets, Excel, or BigQuery. It allows you to automate exports of Pipedrive data at a custom schedule from every month to every 15 minutes. 

Let’s see how this works.

Pipedrive dashboard in Google Sheets

With the power of Google Sheets and Coupler.io, we’ve built an advanced performance monitor that looks like this. 

For this, we completed two high-level steps:

• Set up a Pipedrive to Google Sheets integration.
• Built a dashboard in Google Sheets.

Pipedrive dashboard integration with Google Sheets

Sign up to Coupler.io with your Google account, click Add new importer, name it, and configure it as follows.

Source

• Select Pipedrive as a source application.
• Connect to your Pipedrive account.
• Select the data entity that your dashboard will be based on. In our example, we’ll build a deals performance dashboard, so we’ll choose the Deals entity. Optionally, you can export the already filtered data set from Pipedrive, as well as specify the columns to export.

Note: For each Pipedrive data entity, you’ll need to set up a separate integration. To speed things up, just copy the first importer and edit the required parameters.

Jump to Destination settings.

Destination

• Select Google Sheets as a destination app. 

If you’re building a dashboard in Microsoft Excel, check out the Pipedrive to Excel integration.

• Connect to your Google account.
• On your Google Drive, select a Google Sheets file and a sheet to load data. You can also create a new sheet by typing a new name.

Learn more about optional parameters for setting up Google Sheets as a destination. 

Schedule

To make your dashboard update automatically, toggle on the Automatic data refresh and customize the schedule.

Click Save and Run and welcome your Pipedrive data in Google Sheets.

Now, we can do some spreadsheet magic to build a dashboard.

Create a dashboard on the data exported from Pipedrive to Google Sheets

To make a dashboard, we need to first organize the data according to the metrics we want to display. In our example dashboard, we focused on the deal performance and allocated the following metrics:

• Open vs. closed deals over time.
• Deal performance filtered by year and country
  • Total deals
    • Number of open and closed deals
    • Number of won and lost deals
    • Average deal lifetime
  • Conversion to won
  • Total value and total revenue
  • Average value per deal

Let’s take a look at each section.

Open vs. closed deals over time

For this section, we set a simple filter to specify the start month value using data validation. 

You can manually specify the number of months. These two values, the start month and the number of months will be used in the following calculation to create a list of months:

={"Month"; ARRAYFORMULA(EDATE(B2, SEQUENCE(B3,1,0)))}

Now we can count the number of Pipedrive open deals per month. Here is the formula:

={"Open deals"; ArrayFormula(IF(LEN(D2:D)=0,, IFERROR(VLOOKUP(D2:D, QUERY(EOMONTH('Pipedrive Deals'!AJ2:AJ, -1) + 1, "SELECT Col1, COUNT(Col1) GROUP BY Col1", 0), 2, false))))}

This is a combination of multiple functions including ARRAYFORMULA, VLOOKUP, QUERY, and others. The formula queries the dataset exported from Pipedrive and returns the values that have the status open and correspond to the particular month.

A similar formula is used to populate the closed deals column:

={"Closed deals"; ArrayFormula(IF(LEN(D2:D)=0,, IFERROR(VLOOKUP(D2:D, QUERY(EOMONTH('Pipedrive Deals'!AX2:AX, -1) + 1, "SELECT Col1, COUNT(Col1) GROUP BY Col1", 0), 2, false))))}

After these calculations, we can insert a line chart to visualize the deal performance over the specified time.

Let’s go next.

Deal performance metrics

For this part of the dashboard, we want to set two filters: by Country and by Year. The filter by Country does not require any additional manipulations except for regular data validation. As a range, choose the org_id.address column of the dataset exported from Pipedrive.

For the filter by year,  we inserted one column to the left from the data set imported from Pipedrive. In this column, we applied a formula that will convert values from the add_time column into the number format: 

={"Year";ARRAYFORMULA(IF(ISBLANK(AJ2:AJ),"",YEAR(AJ2:AJ)))}

Once created, use this column as a criteria range in the data validation window.

One more column, Days per deal, was added to calculate the Average deal lifetime (days).

={"Days per year";ARRAYFORMULA(IF(ISBLANK(AX2:AX),"",MINUS(AX2:AX,AJ2:AJ)))}

IMPORTANT Note: After we added new columns to the left, we changed the cell address parameter in our Pipedrive to Google Sheets importer to C1. This allows us to refresh data on a schedule without overwriting values in the two added columns.

We won’t dive into details for the rest of the formulas we used for calculating the metrics on the dashboard. Check them out yourself. Here is the link to dashboard, which you can copy for free and customize for your project. 

Note: Filters are not available in the view-only mode. Make a copy of the document to see how the dashboard works, or use it to build your own dashboard. Clicking File => Make a copy.

The last step is visualization – you can insert the charts according to your preference. We did this as follows:

This Pipedrive dashboard in Google Sheets is just an example. You can build more complex calculations, add visualizations, and other custom features to your dashboard. You can also do this in other apps. For example, check out how our friends from Railsware Product Academy have built a dashboard in Google Data Studio using the data from Pipedrive.

To wrap up: Is the Pipedrive live dashboard not available anymore?

In mid 2017, Pipedrive rolled several old reports into single new ones and combined the company and live dashboard into one. From then onwards, you can create Pipedrive dashboards in the way that we described in this article.

On the other hand, the option of creating dashboards and reports outside of Pipedrive seems to be quite in demand. In addition, the ready-to-use Pipedrive integrations can be used for other purposes as well. For example, the Pipedrive to BigQuery integration would work well to store a backup copy of your records. Choose the option that fits your needs, and good luck with your data!