Reports and analytics

Reports lets you build dashboards that answer business questions, such as "How many qualified leads did we get each week?" or "Where do deals get stuck?". Each dashboard holds report cards: charts or numbers built from your Spacebrain data. This guide is for anyone who tracks results, from sales managers to agency owners.

Many modules also have their own analytics, such as CRM, voice, sites, webinars, social media, SEO and reputation. Use those for detail about one module. Use Reports to bring several measures together in one place.

Before you begin

• Role: anyone with access can view dashboards and export CSV. Creating, editing and deleting dashboards and reports needs an editor role. Viewers see Ask a workspace editor to create your first dashboard.
• Data: reports only show what's in Spacebrain. Import or connect data first.
• Credits: building dashboards and reports with AI uses credits, and you see the cost before you confirm. Templates, manual building, filters and layout changes don't use credits.

Open Reports

Select Reports near the top of the sidebar. The page lists your dashboards with their number of Reports and the date Created.

• Search with Search dashboards….
• Sort by Newest first, Oldest first or Name A–Z.
• Select the star to add a dashboard to Favorites, which appear at the top.

Create a dashboard

Select New dashboard. Choose one of three tabs:

Create with AI

1. Under What should this dashboard help you see?, describe what you need, or pick an example such as Executive sales pulse.
2. Select Review AI cost to see how many credits it will use, then Generate dashboard.
3. Check the AI proposal and select Create this dashboard.

Templates

Pick a ready-made dashboard, such as Sales overview, Pipeline health, Team performance, Usage & billing, Webinar performance or Forms performance. Filter by Executive, Sales, Marketing, Operations or Sites. Select a template to see its Included reports, then Use this template. You can also copy one of your own dashboards under Use one of your dashboards.

Start blank

Enter a Dashboard name and optional Description, then select Create & add report.

Give dashboards names that say who they're for and what they answer, such as "Weekly pipeline health" rather than "Sales dashboard 2".

Add a report card

1. Open a dashboard and select Add report.
2. Under What would you like to measure?, choose a template (such as Leads by source or Call outcomes), describe the report for AI to build, or select Build custom report.
3. For a custom report, choose the report type:
   • Snapshot: the current state of your workspace.
   • Trend: how a measure changes over time.
   • Conversion: drop-off through your pipeline stages.
   • Stage velocity: how long records spend in each stage.
   • Stage flow: records entering a stage over time.
4. Set it up in the panel:
   • Data source: what you're counting, such as Leads, Deals, Calls, Form submissions or Credit usage.
   • Filters: narrow it down, for example to one owner or source.
   • Metric: Count, or a sum or average of a field such as deal value.
   • Grouped by: split results by a field, or by day, week or month for dates.
   • For Trend: choose Time range, Granularity and, if you like, Compare to previous period.
   • Visualization: choose a chart, such as bar, line, pie, funnel or a single number, and display options.
5. Check the Live preview. Your changes stay private until you save.
6. Name the report and select Save report.

What you should see: the new card on your dashboard. If it says No data matches this report, select Edit report and widen the filters or date range.

Worked example: qualified leads by source

1. Add report → Build custom report → Snapshot.
2. Data source: Leads.
3. Filters: status is Qualified.
4. Metric: Count. Grouped by: source.
5. Choose a bar chart and save as "Qualified leads by source".
6. Set the dashboard's time filter to Last 30 days to see this month's picture.

Manage report cards

Open the ⋯ menu on a card:

• Edit, Rename or Duplicate the report. Rename a duplicate before you change it, so the two are easy to tell apart.
• Export CSV downloads the data.
• View all contributing data shows the records behind the card.
• Delete removes the card. It doesn't delete any CRM records.

To move cards around, select Edit layout, arrange the cards, then select Done. Changes save automatically, and you can Undo or Redo. Put headline numbers first, then trends, then breakdowns.

Other dashboard buttons:

• Ask AI opens Reports Copilot, where you can ask questions about the dashboard.
• Design changes the dashboard's look, such as theme, density and chart colors.

Filter by date

Use the time filter at the top of a dashboard:

• Report date ranges (the default) uses each report's own date range.
• Last 7 days, Last 30 days or Last 90 days applies the same range to every card.
• Custom range lets you choose start and end dates.

The dashboard filter doesn't change how each report is saved. Check which date a report uses: "created in this period" and "closed in this period" give different answers.

See the records behind a number

Select a bar, slice or point on a chart, or choose View all contributing data from the card menu. A panel opens with the matching records. Select a row to open that record.

This is the fastest way to spot a wrong filter or an unexpected record. Some calculated or historical cards can't show their records. They say Contributing records are not available for calculated or historical snapshots.

Read reports correctly

• Check the workspace, date range, timezone and filters before you compare numbers.
• "Sent" isn't "delivered", "delivered" isn't "read", and a clicked review link isn't a completed review.
• Retries aren't new sales or new leads.
• Recent activity may take a little while to appear, especially from outside providers.
• Compare the same date range and filters when you compare two cards.

If something goes wrong

FAQ

Does deleting a dashboard delete my data?

No. Deleting a dashboard deletes its report cards, but not the leads, deals or other records behind them.

Can I share a dashboard?

Teammates in the same workspace with access to Reports can open the same dashboards. They only see data their role allows.

Why don't Reports and a module's own analytics match?

They may use different date ranges, timezones or filters, or count different things. Open the contributing records to compare.

Next step

Create a support dashboard step by step in the support report example.