Dashboards & Reports

HotCRM's reporting and dashboard engine gives every team the tools to turn raw data into actionable insight—no technical skills required. Build reports in minutes, assemble dashboards that update in real time, and share them across your organization.

Creating Reports

Report Builder

Use the drag-and-drop report builder to create reports without writing a single query.

• Tabular Reports: A flat list of records with sortable columns—ideal for contact lists, open cases, or activity logs.
• Summary Reports: Group rows by one or more fields (e.g., Stage, Owner, Region) and display subtotals, averages, or record counts.
• Matrix Reports: Cross-tabulate two dimensions—for example, Revenue by Product and Quarter—in a pivot-table layout.
• Joined Reports: Combine up to five report blocks from different objects into a single view for cross-functional analysis.

Field Selection & Filters

• Field Picker: Choose fields from any related object. Drag them into columns, rows, or detail sections.
• Filter Logic: Apply standard filters (equals, contains, greater than) or advanced filter logic with AND/OR grouping.
• Cross-Object Filters: Include records based on related data—e.g., "Accounts with at least one open Opportunity over $100K."

Grouping & Summarization

• Row & Column Grouping: Group by up to three levels (e.g., Region → Team → Rep).
• Summary Functions: Sum, Average, Min, Max, and Record Count for any numeric field.
• Running Totals: Display cumulative totals across groups to track progress toward targets.

Scheduling & Exporting

• Scheduled Delivery: Email reports on a daily, weekly, or monthly cadence to any user or distribution list.
• Export Formats: Download reports as Excel (.xlsx), CSV, or PDF with a single click.
• Snapshot History: Save point-in-time snapshots to compare results across periods.

Building Dashboards

Dashboard Components

Visualize report data with a rich library of components.

• Charts: Bar, Column, Line, Pie, Donut, and Scatter charts for standard comparisons.
• Gauges: Show a single metric against a target—perfect for quota attainment or SLA compliance.
• Funnels: Map stage-by-stage conversion from Lead to Closed-Won.
• KPI Cards: Highlight a headline number (e.g., Total ARR, Open Cases) with trend arrows.
• Heatmaps: Spot concentration patterns—such as deals by region and industry—at a glance.
• Trend Lines: Overlay historical trends on any time-series metric to reveal momentum shifts.

Adding & Configuring Components

• Report-Linked: Every component is powered by an underlying report. Select the report, choose the chart type, and configure axes.
• Drag-and-Drop Layout: Arrange components on a flexible grid. Resize, reorder, and group related visuals together.
• Dynamic Filters: Let viewers slice the entire dashboard by Region, Time Period, Team, or Product without editing individual reports.
• Drill-Down: Click any chart segment to navigate directly to the underlying records for immediate action.
• Refresh Intervals: Set each dashboard to auto-refresh on a schedule—every 5 minutes, hourly, or on demand.

Role-Based Dashboards

• Personalized Views: Assign default dashboards by role so sales reps, managers, and executives each see relevant KPIs on login.
• Permission Controls: Restrict sensitive dashboards (e.g., Revenue, HR) to authorized roles only.
• Executive Summaries: Auto-generate a top-level dashboard that rolls up KPIs from every department into a single leadership view.

Pre-Built Dashboards

HotCRM ships with ready-to-use dashboards so you can start analyzing data on day one.

• Sales Performance Dashboard: Pipeline value, win rate, average deal size, quota attainment, and rep leaderboard.
• Marketing Campaign Dashboard: Campaign ROI, cost per lead (CPL), conversion rates, and channel performance.
• Service Operations Dashboard: SLA compliance, case backlog, first-response time, and CSAT scores.
• Revenue Dashboard: Annual Recurring Revenue (ARR), Monthly Recurring Revenue (MRR), Days Sales Outstanding (DSO), and renewal forecast.
• HR Workforce Dashboard: Headcount trends, employee turnover rate, time-to-hire, and open requisition aging.

Sharing & Collaboration

• Share by Role or User: Grant view or edit access to dashboards and reports by role, team, or individual user.
• Scheduled Report Delivery: Automatically send formatted reports to stakeholders on a recurring schedule.
• Embedded Dashboards: Pin dashboard components directly onto Account, Opportunity, or Case record pages for in-context insights.
• Public Links: Generate read-only links for stakeholders who do not have a HotCRM login.
• Commenting: Add comments and annotations to any dashboard component to provide context or flag issues for your team.

Best Practices

1. Start with a Question: Define the business question before building a report. "Which reps are behind quota this quarter?" is more useful than "show me all deals."
2. Use Dynamic Filters: Build one dashboard and let viewers filter by their own region or team instead of creating dozens of copies.
3. Limit Components per Dashboard: Keep dashboards focused—six to eight components maximum—so the most important metrics stand out.
4. Schedule Key Reports: Automate delivery of weekly pipeline and monthly revenue reports so leadership never has to ask for updates.
5. Review and Retire: Audit your report library quarterly. Archive reports no one has viewed in 90 days to keep the catalog clean.