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Dashboards & Dashboard Cards Guide

Updated

A dashboard is the page; each card on it holds one chart. This covers building both, sharing them, and the plan limits that apply.

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Dashboards and cards

A dashboard presents your data as a set of cards. A dashboard without cards is empty; each card contains one chart drawing on your Insightly records.

Kourtney’s Dashboard with Multiple Report Widgets — This screenshot shows a sample CRM dashboard containing four data visualization widgets: a bar chart of bid amounts by close date, a donut chart for next activity dates, a line chart showing bid amount versus probability, and a gauge chart for expected revenue. It illustrates how users can arrange and view multiple customized reports in a single Insightly dashboard view.

Kourtney’s Dashboard with Multiple Report Widgets

All Custom Dashboards List View in Insightly — The image shows the All Custom Dashboards page in Insightly CRM, displaying a list of dashboards with their names, owners, last updated dates, and card counts. This helps users understand how to navigate and manage existing dashboards, including identifying who owns each dashboard and how many cards it contains.

Creating

Create a dashboard, then create cards and add them to it. Cards can be cloned, shared, filtered, and viewed independently.

Creating a New Dashboard in Insightly CRM — The screenshot shows the All Dashboards list view in Insightly CRM, with the “New Dashboard” button highlighted in the upper right corner. This helps users locate the button they need to click to create a new dashboard from scratch.

1 Creating a New Dashboard in Insightly CRM

 Create Dashboard Dialog Box in Insightly — This image shows a modal window for creating a new dashboard in Insightly CRM, with fields for a required Dashboard Name, an optional Description, and Sharing Settings that let users keep the dashboard private or share it with everyone. Understanding this dialog helps users set up and control visibility of their custom dashboards within the platform.

2 Create Dashboard Dialog Box in Insightly
Accessing Create New Card in Dashboard Actions — The image shows the Actions dropdown menu on an Insightly dashboard, with an arrow highlighting the “Create New Card” option. This helps users locate where to add a new card to their dashboard from the available menu choices.

3 Accessing Create New Card in Dashboard Actions

 Creating a Dashboard Card with Chart Options — The screen shows the “Create Card” interface in Insightly CRM’s Dashboards section, where a user can configure a bar chart by selecting data fields, filters, axes, and chart types for Opportunities data. This helps users understand how to build and customize visual dashboard cards to analyze key metrics like Bid Amount over time.

4 Creating a Dashboard Card with Chart Options
Dashboard Card Chart Properties Menu Options — The image shows the Chart Properties panel expanded within the Create Card dashboard editor, displaying customization options such as Grid Lines, Legend, Trend Line, axis settings, Series Labels, Series Colors, and a Reset option. This panel helps users understand how to modify the visual appearance of their charts when building dashboard cards in Insightly CRM.

5 Dashboard Card Chart Properties Menu Options

 Adding a Calculated Field in Dashboard Card Builder — The screenshot shows the Create Card screen in Insightly CRM’s Dashboards section, with the “Add Calculated Field” button highlighted in red at the bottom of the Values panel. This is relevant for users who want to create custom computed metrics within a dashboard chart, using Opportunities as the data source with filters and chart type options visible.

6 Adding a Calculated Field in Dashboard Card Builder
Dashboard Context Menu With Card Options — A dropdown menu is open on a dashboard, showing options including Edit, Delete, Clone, Add Existing Card, and Create New Card, with “Add Existing Card” highlighted in red. This helps users understand how to access card management options from within an Insightly dashboard.

7 Dashboard Context Menu With Card Options

 Add Existing Card to Dashboard Dialog — A modal dialog box in Insightly CRM prompts the user to select an existing card from a dropdown menu to add to a dashboard. This dialog is relevant for users who want to reuse previously created report cards across multiple dashboards without recreating them.

8 Add Existing Card to Dashboard Dialog
Card Context Menu with Dashboard Option — A dropdown context menu is shown for a CRM card, displaying options such as Edit, Share, Delete, Clone, Refresh, and Add to Dashboard, with the last option highlighted. This menu allows users to manage individual cards and quickly add them to a dashboard for easy access.

9 Card Context Menu with Dashboard Option

 Add to Dashboard Selection Dropdown Menu — A modal dialog box titled “Add to Dashboard” displays a searchable dropdown list of available dashboards where a card can be added, including options like “Ed’s Dash,” “Erin’s Dashboard,” and others. This helps users understand how to select one or more dashboards when saving a card to their Insightly CRM dashboard.

10 Add to Dashboard Selection Dropdown Menu

ℹ️ A card added to more than one dashboard is shared: editing it in one place changes it everywhere. Clone it first if you want a variation.

Dashboard Card Context Menu Options — A dropdown menu is open on a dashboard card, showing options including Edit, Share, Delete, Clone, Refresh, and Add to Dashboard. The red arrow highlights the “Share This Card” option, indicating this is the step a user would take to share a card with others.

1 Dashboard Card Context Menu Options

 Card Sharing Settings Dialog in Insightly CRM — This dialog box allows users to control who can view a card by selecting Everyone, Only the record owner, or Select individual people, and whether only the owner and administrators can edit it. A note warns that changing sharing settings on any card in a drill path will affect all cards in that drill path.

2 Card Sharing Settings Dialog in Insightly CRM
Bulk Assign Cards Using Share Button — Two report cards are selected via checkboxes, and a red arrow points to the Share/Assign Users button in the toolbar above the list. This illustrates how to select multiple cards at once and use the toolbar action to assign or share them with other users.

3 Bulk Assign Cards Using Share Button

 Dashboard Cards dropdown menu options — The image shows the “My Cards” dropdown menu on the Insightly CRM Dashboard, revealing four view options: My Cards, Shared Cards, Standard Cards, and All Custom Cards. This helps users understand how to switch between different dashboard card views to customize what information they see on their home screen.

4 Dashboard Cards dropdown menu options
Insightly CRM Card Actions Dropdown Menu — A dropdown menu is open under the “Actions” button, displaying options including Edit, Share, Delete, Clone, Refresh, Add to Dashboard, and View Full Screen. An arrow highlights the “Edit This Card” option, indicating it is the focus of the support article’s instructions.

5 Insightly CRM Card Actions Dropdown Menu

 Switching to Table View in Dashboard Cards — The screenshot shows a CRM dashboard card displaying a data table with bid amounts grouped by date, totaling 1,118,450. A red arrow highlights the table/grid view toggle button in the upper right, indicating how users can switch from chart view to tabular data view.

6 Switching to Table View in Dashboard Cards
Chart View Toggle Button in Dashboard Card — A bar chart displaying Sum of Bid Amount by Actual Close Date is shown, with a red arrow pointing to the chart view toggle button in the upper right. This helps users identify how to switch between chart and table views when reviewing dashboard card data in Insightly CRM.

7 Chart View Toggle Button in Dashboard Card

 Adding a Filter to Sales Management Dashboard — The image shows the “Add Filter +” button highlighted on the Sales Management View dashboard card in Insightly CRM. This button allows users to apply filters to customize the data displayed on their dashboard view.

8 Adding a Filter to Sales Management Dashboard
Filter Column Selection Dropdown Menu — A dropdown menu is open showing options to choose a filter column, with categories for Numeric (including “Sum of Lead Rating”) and Lookup fields. This helps users understand how to select specific data fields when setting up filters in Insightly CRM reports or list views.

9 Filter Column Selection Dropdown Menu

 Lead Rating Filter Configuration Panel — A dropdown filter panel for “Lead Rating” is open, showing a “greater than” condition with a numeric input field and a range of 0.00 to 922.00. This allows users to filter leads by rating value, which is useful when narrowing down a list to only high-scoring or qualifying leads.

10 Lead Rating Filter Configuration Panel

Plan limits

Dashboards and dashboard cards are a Professional and Enterprise feature. The Plus plan does not include them.

Professional accounts can have up to 100 shared dashboard cards in total across the whole account, not 100 per dashboard. Drill down cards count toward that total. Cards that are kept private rather than shared do not count against the limit. Enterprise accounts have no limit on shared dashboard cards.

Organizing

Reviewing and organizing existing dashboards and cards keeps a growing set usable.

Navigating to Standard Dashboards in Insightly — The screenshot shows the Dashboards section of Insightly CRM, displaying three standard dashboards: Opportunities, Projects, and Leads. A red arrow highlights the Cards button in the top-right corner, indicating where users can access or manage dashboard cards.
Selecting Multiple Cards in Marketing List — The image shows a marketing card list view with three items checked using checkboxes, highlighting the bulk selection feature. This is relevant for users who want to perform actions like deleting or managing multiple cards at once using the toolbar buttons at the top.

The Actions menu on an individual dashboard holds several organizing options beyond editing and cloning:

  • Auto-Refresh Dashboard refreshes the dashboard automatically every 60 minutes so the most current data displays. When enabled, a checkmark appears next to the menu option. It is off by default.
  • Lock Card Positions locks the position of all cards on a dashboard. When enabled, users cannot resize cards or change their position, and resizing the browser will not alter card size or position. It is off by default. Click the menu option again to disable it.
  • Schedule Email Export lets administrators set up a schedule to export and email the dashboard. When scheduled, a calendar icon shows in the Scheduled column of the dashboard list view, and a banner with the schedule details displays at the top of the dashboard. An administrator can edit the schedule from the banner hyperlink or the Actions menu.
  • Card Sizing uses the square icons at the bottom of the Actions dropdown to set all cards to a variety of sizes, small, medium, or large. This change is temporary; once you leave the page, cards revert to their previous size. To change a card’s size permanently, change each card individually.

ℹ️ A card displays data from 100 records by default. Adjust this with the Limit Rows field on the card edit page.

Drill paths

Drill down paths link one custom dashboard card to another so you can drill through a data set. Each card in a path links to and drills into the card below it. If a card does not already have a drill path, it becomes the parent card of a new path. When you drill from one card into the next, Insightly automatically applies a filter for the data point representing the X-axis value; filters and object type are also passed down, but they are not locked. Changing object types is not recommended, as it may cause errors.

Only charts and maps cards are supported in drill down paths. All cards other than the parent can be moved up or down to change the order. Drill paths are limited to 10 cards total; once the limit is reached, the option to add more is removed and the message “Maximum drill path limit of 10 cards has been reached” appears.

To create a drill path, navigate to Dashboards and select a custom dashboard (or select Edit Drill Path from the three-dot menu on a dashboard or card), click the Actions dropdown, select Edit Drill Path, then click Add New Card. A new card page loads with the same data set and the chart type and parameters from the last step in the path. Modify it as needed and click Save to return to the drill path page with the new card added at the bottom.

ℹ️ When cloning a card that has drill path cards below it, the Clone Drill Path dropdown lets you choose “Yes - Clone and link all Drill Path cards” (default) or “No - Clone just this card without the Drill Path.” Cloning an entire dashboard clones all drill path cards as well.

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