topic Re: A daily "To-Do" list on a user's dashboard in Dashboards & Reporting

A daily "To-Do" list on a user's dashboard

Billseng — Thu, 06 Apr 2023 19:16:09 GMT

Hi-

Our sales manager is asking me to add a "to-do" list to her dashboard as well as for her team members.

Essentially she wants to have one place where she can see conversations she needs to respond to - especially emails - contacts/customers that have been newly assigned to her (or her team), team conversations that she can monitor, as well as any HubSpot tasks.

In the past, I've only used dashboards for reports, but her request seems like a good idea to me, so I'd like to deliver what she wants.

However, I am at a loss as to how to build something that then can be added to our user's dashboards. Has anyone ever built something like this? If so, can you share what you did or what I should try? I'm open to plug-ins provided they don't cost an arm and a leg. ;/)

Thanks!

Bill

Re: A daily "To-Do" list on a user's dashboard

kvlschaefer — Fri, 07 Apr 2023 08:48:27 GMT

Hi @Billseng,

Thanks for reaching out to the Community!

This a great question! 😄

Let's invite our subject matter experts to this conversation.

Hi @jolle, @danmoyle, @Jnix284 - Do you have any dashboard/reporting advice for @Billseng?

Thank you!

Best,

Kristen

Re: A daily "To-Do" list on a user's dashboard

Jnix284 — Fri, 07 Apr 2023 12:00:46 GMT

Happy to help @kvlschaefer - and not to worry @Billseng , this is a little simpler than you'd expect! 🙂

From the Dashboard, click Actions, then Add external content:

Choose Other content:

And add the URL for the Tasks page from HubSpot - it can be a filtered view or any view you'd like for the tasks.

You can do this to easily add shortcuts and previews to any HubSpot pages 🙂

Re: A daily "To-Do" list on a user's dashboard

jolle — Fri, 07 Apr 2023 12:52:18 GMT

Great question, @Billseng! And thanks for the mention, @kvlschaefer!

You should be in good shape to bring in tasks to your dashboard if you follow the awesome steps from @Jnix284! You could bring in any linked views that you want (i.e., tasks due today, tasks due this week, overdue tasks). The more to-dos you're able to create as HubSpot tasks, the more this report will cover.

For contacts recently assigned, you can use the "Owner assigned date" property (more info in this HubSpot Knowledge Base article) paired with the "Contact owner" property. Your report would look like:

"Owner assigned date" = this week/month/etc.
AND "Contact owner" = [sales manager]

That should pull in any contacts that were assigned to the sales manager within the given timeframe. Just keep in mind that contacts will no longer be pulled into the report once that time period passes. It may be worth having a longer-term report (maybe quarterly) that the sales manager can reference for more of an aggregated view.

For one-to-one email tracking, this gets a little tricky. I would definitely start with the following default HubSpot reports:

Team activities by activity date
Activity feed timeline

Both of those reports will pull in recent sales activities (meetings, calls, tasks, one-to-one email) and allow you to filter by date and user. That may be enough to track both team and individual activities depending on your needs.

You can also leverage the "Last contacted" property (more info in the same HubSpot Knowledge Base article). You could create a report like:

"Last contacted" = more than 7 days ago
AND "Contact owner" = [sales manager]

That would pull in contacts that haven't had a chat conversation, call, one-to-one email, meeting, or message logged on the contact record since the date in that property. You could then add any additional filters around contact type/lifecycle stage/lead status to further refine the displayed contacts.

Hope this helps get you started!

Re: A daily "To-Do" list on a user's dashboard

danmoyle — Fri, 07 Apr 2023 18:46:16 GMT

@Billseng external content like @Jnix284 mentioned could work. And the suggestions from @jolle look good too.

Also, what about the reports in HubSpot's library for tasks? There are a few in there:

Tasks incomplete assigned to me by due date
Tasks incomplete assigned to all reps by activity date
Team activities by activity date

Each of these reports can be customized for specific users and teams (or at least, they should be). This can help with some of this "reporting" as well.

Hope something here helps!

Re: A daily "To-Do" list on a user's dashboard

Jnix284 — Fri, 07 Apr 2023 21:13:19 GMT

Thanks @danmoyle for pointing out these reports, I thought the task report was standard on the dashboard and for some reason thought that wasn't what @Billseng was looking for - leave it to me to overcomplicate it 😉

Re: A daily "To-Do" list on a user's dashboard

danmoyle — Mon, 10 Apr 2023 12:58:17 GMT

Haha no worries at all @Jnix284 😊 This is why I love Community - different perspectives and experiences bring different answers!