How to Set Up KPI Groups for Other Users

Key Performance Indicators (KPIs) are incredibly useful tools to have on your dashboard. They help you measure, track, and evaluate progress towards achieving specific goals, providing valuable insights into performance and highlighting areas that may need improvement. Setting up KPIs for other users is a straightforward process, and this guide will walk you through the steps.

Setting up the Dashboard

To centrally administer the dashboard of users, you need to be signed in with a user account that has the Prime User role. 
Once signed in, from the menu navigate to Settings → Reporting from the menu on the left-hand side.

Finally, click on Employee Dashboards. This will display a list of all your employees, allowing you to assign and set up dashboards for them. 

For example, if you are signed in as a user with Prime privileges, you can click on a specific user, such as Anne Admin, and then click the Edit Dashboard button. Alternatively, you can double-click on the user’s name to access their personalised dashboard area.

Here, you can view the dashboards currently set up for that user, as well as any KPIs they have configured. You will also see a list of public KPI groups that can be added to the user’s dashboard.

To create a new KPI group, click the Create New Group button in the top right-hand corner. 

You will then be prompted to give the group a name. For instance, you might create a simple sales dashboard and name it Sales YTD. Ensure you tick the Share with Other Users checkbox so that this group can be included in other users’ dashboards. You can also add a description, such as Simple Year-to-Date Sales Dashboard, to provide context for the group.

Once you’ve named the group, scroll down to view the full list of available KPIs. KPIs can be set to several different scopes, depending on your needs. For example, the Customers Over Credit KPI can be configured to show a list of all customers over credit for the entire company, for your currently active depot, or a specific depot if you are a manager. 

Other KPIs are available for the active user or for a specified user
You can also filter the KPIs by department or type to narrow down the selection.

If you are creating a year-to-date report, you can filter the KPIs by typing YTD into the search bar. 

This will display all year-to-date KPIs,  for this group, we will select Sales Year-to-Date for the Company, Margin Year-to-Date for the Company, and Average Order Value YTD for the Ferndown and the Guildford Depot. Select the relevant KPIs with the buttons on the right to add them to the dashboard group. 

Once added, you can customise each KPI by adjusting settings such as whether the sales value is based on gross margin, turnover excluding VAT, or turnover including VAT. You can also set the date range to be based on the order date, supply date, or invoice date, and choose to hide the KPI if its value is zero.

If you need to remove a KPI, you can do so by clicking the dustbin icon. You can also rearrange the KPIs within the group using the left and right arrows. Once you are happy with the dashboard, click the green Save button to complete the setup.

After saving, you will have several other options at the top of the KPI Group. You can shrink the KPIs to make the buttons smaller, hide the title if it’s not needed, or edit the group further. If you have multiple dashboard groups, you can reorder them using the up and down arrows or remove them entirely by clicking the red cross.

If you need to add the newly created Sales Year-to-Date dashboard to another user’s account, you can do so easily if you selected the Public option when setting up the group. Return to the Employee Dashboards section, select another user, such as Paul Prime, and open their personalised dashboard screen. In the Public KPI Groups section, you will see the Sales Year-to-Date group available.

 Simply click the Add button to include it in Paul’s dashboard. The next time Paul logs in, the dashboard will be ready for use. This process ensures that KPIs are easily shared and accessible across your team, helping everyone stay informed and aligned with key performance metrics.

Video Guide