topic Re: How to Create Individual Dashboards for 100+ Sales Reps Without limiting object permissions ? in Dashboards & Reporting

How to Create Individual Dashboards for 100+ Sales Reps Without limiting object permissions ?

NKolev — Sat, 08 Feb 2025 22:48:57 GMT

Hi,

I need to set up a dashboard for each of our 100+ sales reps so they can track their individual progress and performance. However, I want to ensure that they only see their own stats and not those of their colleagues, as this data is tied to bonuses.

The challenge:

Restricting access via object permissions is not an option because reps still need access to certain shared objects (e.g., contacts) for collaboration.

Manually creating 100+ individual dashboards is not a scalable solution.

Is there a way to dynamically filter a single dashboard based on the logged-in user so that each sales rep only sees their own data? Or is there another efficient way to manage this?

Any insights would be greatly appreciated! Thanks!

Re: How to Create Individual Dashboards for 100+ Sales Reps Without limiting object permissions ?

Onkarv — Sun, 09 Feb 2025 05:17:12 GMT

Hi @NKolev May I know which HubSpot plan you are on? For Sales professional and enterprise you could use HubSpot's newly launched 'Sales Workspace'. It will give each of user only the data relevant to them, like leads, deals etc, along with tasks assigned, their schedule etc.

Sales workspace is the first option on the left side toolbar, just below the bookmark option.

Let me know if that helps.

Re: How to Create Individual Dashboards for 100+ Sales Reps Without limiting object permissions ?

karstenkoehler — Sun, 09 Feb 2025 06:37:46 GMT

Hi @NKolev,

As far as I know, what you're trying to accomplish is not possible, unfortunately.

That means you would either have to leverage quick filters or separate dashboards. The latter would not be an option due to volume and maintenance, the former allows a sales rep to easily switch from one person to another, giving them access to the performance of other reps.

https://knowledge.hubspot.com/dashboards/use-dashboard-filters

This is the closest to what you're trying to do. According to the documentation, "only owners and users with edit permissions or above for a dashboard can add, edit, or remove quick filters". This does not seem to cover changing the value in these filters however. (You could test if these cannot be changed by reps – I would assume they can.)

If that's the case, I would recommend submitting a request to the product team here, asking about permissions so that the dynamic 'Me' filter cannot be edited: https://community.hubspot.com/t5/HubSpot-Ideas/idb-p/HubSpot_Ideas

Best regards!

Re: How to Create Individual Dashboards for 100+ Sales Reps Without limiting object permissions ?

NKolev — Sun, 09 Feb 2025 21:50:48 GMT

Hey, thanks for the answer!It's enterprise but I am reporting on custom data including sales bonuses

Re: How to Create Individual Dashboards for 100+ Sales Reps Without limiting object permissions ?

NKolev — Sun, 09 Feb 2025 22:23:46 GMT

Thanks @karstenkoehler the company owner filter - "Me" would do the job just fine. It will not prevent 100% of people from being able to see their colleagues' bonuses but at least it will take a few extra steps for those who know their way around the HubSpot reporting.

Re: How to Create Individual Dashboards for 100+ Sales Reps Without limiting object permissions ?

Solvethru — Thu, 20 Feb 2025 01:24:36 GMT

Hello,

I have a solution that may help you. For example, the dashboards dynamically update based on a filter by sales rep and or time series. In other words, 100+ sales reps could view one built dashboard and filter by their sales data. Let me know if this could work for you or if you need more info.