Usage stats/view history for Reports and Dashboards
As a Hubspot Admin, I would like to be able to access the view history and stats on the usage of our dashboards to gain insight on which users are actively using/accessing which dashboards.
Format could be similar to the Dashboard "Activity Log," with a list of user names and time stamp for when it was viewed. Then there could also be a column/data point in the "All Dashboards" view for "Last Viewed" with user name and timestamp, like the "Last Updated" column, so that you can sort by the most recently viewed dashboards.
My Use Case:
When I joined my organization and took over as Hubspot admin on the existing account, we were near our max number of dashboards. They had been created by various users, past admins and agencies over the years. I could see when they had last been updated, but had no way to confirm (in Hubspot) which ones were actively referenced by the team and leadership on a regular basis. Many were created and then forgotten and therefore needed to be deleted. Worse, I came across reports that were inaccurate, using the wrong properties or missing filters, and needed to prioritze auditing and updating them for accuracy. Overall, having usage stats on which users are accessing which Dashboards and Reports would help admins make data-driven decisions on managing the tool.
Additional Use Case: When you reach the max number of dashboards (25 for professional; 50 for enterprise), be able to make a data-driven decision and business case to either:
1) delete dashboards to stay within the max allowed (and know which dashboards, especially those owned by others, based on data that hey haven't been accessed in X amount of time);
OR
2) upgrade to the Reporting Add-On to increase the number of dashboards because you have the data to support that you need them.
I'm sure the Community can think of additional use cases for dashboard usage stats.
I was just about to log this myself, this would be idel as we want to see how engaged our teams are with the reports we have spent time developing and link results to thiose who are or are not using the dashboards to help wwith coaching.
We are regularly reaching our reporting limit, because colleagues aren't deleting their old reports and dashboards that they no longer need. It is difficult for admins to determine, which ones are still in use or being looked at when attempting to clean up. The "last updated" information helps somewhat, but it would be more helpful to know, when a dashboard or report was actually last viewed and by whom.
I love both of the use cases below but I'd like to add another feature to monitoring reports as well. Like we know how many reports are included in Dashboards; it would be nice to know how many reports are setup on email schedules. And how often the report is emailed (daily, weekly, monthly)
+1 for adding this functionality into HubSpot. This will help any company to monitor if the report/dashboard request are really being used, as sometime you can come across request which after a while they are not used at all or just once in a while. This will allow an admin or person in charge of reporting to have more control/visibility on what people use.
@KMcReynolds, I agree with your suggestion; email schedules could throw the numbers out if sent to deactivated users, as this would most likely classify that report as "used." A list of users who receive those reports would enhance the CX and reports monitoring.
Auditing dashboard activities is paramount to prevent them from becoming obsolete/forgotten and to also make space for improvement both usage-wise and dashboard quality wise.
Here it is, 2024 and I have not seen this capability. Data Quality is key to healthy decision-making. As Admins, we need to know who is viewing and using the Reports, so that we can ensure decisions are being made with equal comparisons and data sets.
