Activity Categories allow you to group similar activities together on your dashboard. You can easily sort your categories to move a group of activities on your dashboard.
Title Background You can set the background color and font color for activity categories and then edit your dashboard and choose "Show Activity Category Title" to show the titles on the dashboard.
Activity Background You can set the background color and font of activities on the dashboard. This is helpful if you want all activities for a certain category to be color-coded but you don't want the actual category title to show on the dashboard. By setting this option and unchecking the "Show Activity Category on Dashboard" on the dashboard edit page, activities will be displayed in the sort order you have chosen but will be color-coded based on their activity category.
You can move activities into the specified categories by dragging and dropping them on the dashboard or by assigning a category when you edit the activity. If you select the plus (+) sign next to the category name on the dashboard, you can create activities that will be automatically assigned to that category.
Import You can import the categories used on another dashboard by selecting the import link and choosing the dashboard from the drop-down list.
You can use this screen to filter by team member and/or dashboard to manually update the status for each team member. This can be useful if a team member (or contractor) does not update their status and you want to do it for them (e.g., when you’re meeting with them personally). It is also useful if you have a confidential dashboard that you don't intend to email out but you want to keep track of team member statuses.
For example: Human Resources (HR) may need to keep track of which employees signed various documents. Rather than requesting a status from each employee, he/she can simply update the status manually once the signed documents have been received.
If another company adds your email address as an administrator of their account, you will be able to switch to that company to see all of their data for which you have viewing, updating or full management access while still logged in to your own account.
This would be particularly useful if you want to maintain both a personal and private set of dashboards, because you could manage both sets of dashboards from the same login account.
Also, if you are a consultant who manages multiple clients, you could have each client create their own Statdash account and add you as an administrator. This way you could manage all of their accounts from a single login and switch easily between them.
|Dashboard & Activity Logs|
Every time an email is sent to a team member requesting a status update, we record the activity. When you view the log, you will see a link to "View Email" for emails that are sent. This will allow you to see the exact email message that was sent. If the team member has left a comment along with the status, you will be able to click the "View Comment" link to see what they wrote.
Additionally, when you are viewing the dashboard, you can hover over the status for any team member/activity to see the last date and time the status was updated along with the comment that was left.
Use the Activity Log Report to quickly find the update records on specific activities for specific team members.
Dashboard categories allow you to group dashboards together by topic, function or department. This helps you to organize your dashboards so you can filter the dashboard list page.
You can choose one category to be the default filter for the dashboard list page. For example, you may have a group of dashboards for "Administrators" that you use daily and then departmental or demo dashboards that are used less frequently.
Dashboards can belong to more than one category, giving you flexibility to create groups that work the way you work.
|Dashboard schedules are used to automate the sending of email to request status updates from team members for all of the activities on a dashboard. You can set up as many schedules as you want, and each dashboard can have more than one schedule if you need it to.|
There are many settings for a dashboard that are used to configure how it appears on the screen and what functionality is available.
Name Give your dashboard a unique name to identify it in your list of dashboards
Description Enter a description for your dashboard, which will be visible when a user clicks the note icon next to the dashboard name when viewing the dashboard. You can include as much information as you want here: specific directions to team members, full syllabus for a “course”, client contact information, etc. Include any information you want to be readily accessible to your team members.
Select Team Members for this Dashboard Choose which team members you want to appear on this dashboard. You can quickly select or deselect all team members by clicking the designated checkbox.
Categories (optional) If you have set up optional dashboard categories, you can select one or more categories from the drop-down list. To create categories, select “Dashboard Categories” under the “Manage” menu item at the top of the screen. This is a great way to group your dashboards by function or department.
Due Date (optional) You can set an overall due date for your dashboard and set up individual activity due dates based on the number of days from the dashboard due date. This will allow you to reuse your dashboard for another project with a different due date without having to recreate individual activity due dates. They will adjust automatically based on the newly selected dashboard due date.
Show Activity Description Checking this option will cause all of the activity descriptions to show directly on the dashboard. If you leave this unchecked, you will need to click on the “i” information icon next to the activity in order to see the description of the activity. NOTE: If you plan to share a report of your dashboard and you want those receiving the report to see the activity description, you must check this option. Reports don’t allow users to view information icons. If you want the description to remain private, uncheck the box so the description is not included in reports.
Show Activity Days Left Till Due Date Checking this option will show the number of days left until the due date is reached for each activity on the dashboard.
Show Activity Start Date Checking this action will display on the dashboard the date on which each activity is set to start.
Show Activity Due Date Checking this option will show the actual due date on the dashboard for each activity.
Confidential If the dashboard is set as confidential, your team members will not be able to view the dashboard after submitting their statuses via email updates. Instead, they will be redirected to a "Thank you" page. If you want team members to be able to see everyone's status on the dashboard after updating, leave this unchecked.
Restricted If the dashboard is set to restricted, your team members will only be able to view their own statuses on the dashboard after submitting their statuses.
Flip to Show Activities at Top If you check this item, the activities will be placed along the top as column headings, and the team members (or the column headings on a standard dashboard) will be placed as descriptors of the rows. This is helpful when you have a large number of team members or clients/projects and only a few activities. Flipping a dashboard does not alter any information, and you can easily return the dashboard to its original configuration by unchecking this checkbox.
Show Category Title In addition to categories for dashboards, each dashboard can contain activity categories. In order for the activity categories to be visible on the dashboard, you must select this option to show the category title.
Border Thickness This field controls the space between each row and column on the dashboard and is used to create a customized visual affect.
Border Color This field controls the color between each row and column on the dashboard and is used to create a customized visual affect.
Empty Cell Color This field controls the color of cells when no status has been set and is used to create a customized visual affect.
Empty Cell Assigned Character Before a status has been updated for the first time, or after a status update request has been sent to a user, this symbol will be placed in the cell, indicating a status update is needed.
Use HTML Control for Status Comments This option allows you to use HTML to customize comments with background and text colors, text styles, bullet points, numbered lists, etc. This is helpful especially when you choose to make text comments visible on your dashboard by checking “Display Comment” for a status.
Slack Channel Identifier If your team uses Slack for communications, you can include your identifier here. A hashtag symbol (#) will appear in the dashboard’s button bar menu, allowing you to access the channel quickly. Note: You must first setup your Slack name in Company Settings.
External File Sharing Link Enter a link to a Google Drive or DropBox folder (or any other link). A file icon will appear in the button bar menu that will take you directly to the folder. No more searching for your file-sharing location!
Change Default Dashboard Column Headings To customize your dashboard, you may want different heading titles. Type the replacement names in the fields next to the default column headings.
Flipped Dashboard Settings & Column Headings For a flipped dashboard where activities show up as column headings and your “team members” show up as row titles, you can change the column headings for Team Member and Role/Description to the text you enter into the respective fields.
Force Team Members to Update Their Bio First before updating their dashboard status for the first time by clicking the checkbox. This option is only applicable on flipped dashboards, as they are designed to focus more on managing people than managing activities.
You can receive notifications hourly that list each status that has been updated and by whom. Include the email address where you want the notification to be sent and select the type(s) of notification you want to receive. You can send this list to more than one recipient by using a semi-colon (;) to separate email addresses.
Status Name This text will show on your dashboard under each team member's name. You should consider keeping this short to save room on your dashboard. A status name can be as simple as “Complete” or “In Progress” or as detailed as “<25% complete” or “75-99% complete.”
Don't Request Status If you check this box, the status will be considered as complete, meaning we will no longer request an update for the activity in emails requesting status updates. An administrator can still see and update the status, but the team member will no longer see it in their list of activities when updating from their email link.
Display Comment If you check this box, the comment will display on your dashboard instead of the name of the status, enabling you to add freeform text or notes. HINT: By creating a “Text Entry” status name and choosing this option, you can use the status to add text information so it is clearly visible on your dashboard. That turns your dashboard into a powerful display of information others need to see and update.
Display Due Date This option allows you to add a custom due date to a cell. Normally, when you set activity due dates, they are effective across all columns. The Display Due Date option allows you to give the activity in each column a different due date. Notifications will be sent to users based on the status due date. HINT: Create a status named “DATE” with this option checked to quickly add custom dates to dashboard cells.
Auto Color Due Dates For fields that display due dates, you can choose to automatically color the status based on whether or not the due date has passed. Activities that are overdue or due today will show in red, activities due within 7 days will show as orange, otherwise dates will display with the color you chose when creating the status.
Colors When you use the edit action, you can choose the font color and background color to visually highlight the status. You should try to use colors that really stand out for statuses that need your attention.
Edit When you choose to edit an activity using the link in the action drop-down menu, you are given the following options.
When you enter a due date, the system will automatically set the activity to notify team members. You can change the default values to customize each activity to send up to 5 notifications as needed. If a team member's status for this activity is a status marked as "Don't Request Status", then they will not receive a notification. Notifications are sent automatically at 5 a.m. Pacific Time.
If you have set a due date for your dashboard in the dashboard settings, you can choose a relative due date for each activity based on the number of days from the dashboard due date that the activity must be completed. This allows you to reuse dashboards by copying them and simply changing the overall dashboard due date. All activity due dates will update automatically based on the new dashboard due date.
|How to use Help|
You will find help scattered along the way. Whenever you see a green question mark icon, you can hover over it with your mouse to see the help that we have created for you.
If you find that you need additional help, please send us an email using the contact form on our site. We would be happy to assist you.
It is easy to import activities into your dashboard. You will first need to download our template or you can create your own Excel or CSV file using the structure below. Please note that the first row must be your header row with column names.
Activity Name This is the name of the activity.
Description This is a description of the activity.
Category If you want to categorize your activities, enter a category name in this column and we'll automatically create the category if it doesn't already exist.
Start Date This is optional and is the date the activity is due to begin.
Due Date This is optional and is the date the activity is due to be completed.
Notify 1 through Notify 5 These represent the number of days before or after the due date that you want notifications sent to team members. Enter a positive # such as 7 to send out a notification one week before the due date. Enter 0 to send out a notification on the due date. Enter a negative number to send out notifications based on the number of days overdue.
After saving the spreadsheet, select “Choose File” to upload the activity list into the specified dashboard.
|Import Team Members|
It is easy to import team members and automatically assign them to all dashboards. You will first need to download our template or you can create your own Excel or CSV file using the structure below. Please note that the first row must be your header row with column names. You MUST fill out all columns as these are all required for a team member.
First Name This is the team member's first name.
Last Name This is the team member's last name.
Email This is the team member's Email address.
Role or Initials This is the column heading that will appear for the team member when their status is displayed in the dashboard. You may want it to be simply their role or you may want to use their nickname or initials.
Biographical Data Optional fields are also included in the sample spreadsheet for importing Title, Company, Phone, Address, Company Description, Expertise, Experience, Volunteer Work, and Interests.
Note You can add the same person more than once and provide a different role for them, since a person may have different roles or represent different entities that you want to track in a dashboard.
After saving the spreadsheet, select “Choose File” to upload the activity list into the specified dashboard.
You can think of activities as the individual "to-do" items for which you need to track the status. An activity could represent a task on a project, a project in a program or a particular training course or skill that needs to be tracked per team member.
Categories You can create categories to group your activities by priority, function, phase or project using the Activity Categories management screen (use the icon next to the dashboard drop-down list). You can then quickly choose a category for each activity by selecting the category from the drop-down list next to each activity name.
Action You can choose to copy an activity (retaining the current activity settings), mark it as complete (which removes it from the dashboard), delete it or view activity logs from this menu. You can also edit the activity characteristics (see below).
Sort Activities You can sort the activities by clicking on the sort icon. This will allow you to drag and drop your activities until they are in the order you would like to see in your dashboard. Your sort order is saved automatically when you navigate away from the page.
View Dashboard Click on the image next to the Dashboard drop-down list to go directly to the dashboard view of your activities.
Activity Logs Each time a request is sent to a team member to update the status of an activity, a record is created in the Activity Log. You can see not only the message that was sent to the team member, but also any comment they entered when they updated their status.
You can use this page to designate which team members are also administrators. Only administrators can do things like add/edit activities, manage dashboards and statuses and send email to dashboard team members.
To assign a team member to be an administrator, check the box next to their name. To revoke administrator rights, uncheck their name. (If you need more administrators than you are allowed, click on the Upgrade button on the Company Settings page to add more.) Make sure you click the Save button when you are done to save your changes.
When a team member is given administrative access, Statdash automatically creates their login account and assigns them a temporary password if they do not already have an account. An email is then sent to the team member notifying them that they have been granted administrator access, and they are directed to reset their password. No email is sent when administrator access is revoked.
Set Access Click the lock icon next to the administrator’s name to set their access level for each dashboard. Access levels include No Access, View Only, Update Statuses, and Full Management. All access levels default to No Access, so you will need to grant access to specific dashboards when you initially set up an administrator.
If you want to change the default settings for a new administrator for all new dashboards to be created in the future, select the default access level in the drop-down list. You can also select the action they can perform: Create Dashboards, Templates, Categories / Manage Team Members / View Team Status Reports. Access level changes are saved immediately.
|Manage Company Settings|
This page shows you information regarding your current plan, how many dashboards you are allowed and how many administrators you may have. You can change plans and/or add administrators and other options by clicking on the Upgrade button.
Cancel or Delete Your Account Canceling your paid account reverts it to a free account, which means you may lose access to some of your current dashboards if you have created more than the allowed number for free accounts. Deleting your account (paid or free) deletes all account settings and all dashboards. If you have a paid account, canceling or deleting automatically informs our payment system so you will no longer be billed starting with the next billing cycle.
Slack Name If your company has an account on slack.com, enter the name you use. Then you can add the channel ID to your dashboards and we'll provide a link for you to quickly connect from your dashboard to the corresponding slack channel.
Reply To Email The email that you enter here is important. When you manually send out a status request to your team members from the dashboard, this email address will be the reply to address used, so team members who need to send a reply can get directly to you.
From this page you can see the list of all the dashboards that you have created and manage the activities and statuses that make up each dashboard.
Dashboard Categories If you have already set up dashboard categories, you will see the categories in the drop-down list at the top of the page. If you don’t see a recently created dashboard on your screen, choose “All” from the drop-down list.
Create New Use the "Create New" link to add a new dashboard. You can choose to start with a blank dashboard or use one of our templates to get up and running quickly. You can also create your own templates to reuse within your company or distribute to other Statdash users using an Access Code.
View You can click on the image next to the dashboard name to view the dashboard. The color of the image tells you the health of your dashboard, so you can see quickly which dashboards need your attention. Red means you have activities due this week, orange means you have activities due within 2 weeks and green means nothing is coming due within two weeks.
Action Button The action button contains a list of functions that can be performed for each dashboard. Some of these functions can also be performed from the button bar menu visible while viewing the dashboard. Below is a description of each action:
|Manage Team Members|
This page allows you to add team members you would like to appear on your dashboard(s).
Email This field is required and will be used to send status requests to the team member. You can add more than one email address to this field. HINT: Since a Team Member also becomes a column on your dashboard, you may choose to create projects instead of individual people as Team Members. In that case, you could include all the email addresses of team members working on a single project in this space (just separate them with a semi-colon). NOTE: Status Update Requests will be sent to the email address(es) listed in this field. When you create a Team Member Status Report, it is based on the email address in this field across multiple dashboards in a category.
First Name Enter the team member's first name.
Last Name Enter the team member's last name.
Initials/Role The Initials/Role field can be used to specify a role, short name, group or any other designation that you want to appear at the top of your dashboard for the column heading. If the same team member has multiple roles and you want to see them in two columns, one for each role, you may enter them again but with different initials/role.
Choose Dashboards The drop-down list will allow you to choose which dashboards this team member will be added to. To quickly select all dashboards, use the checkbox to the left of the drop-down list labeled "Select/Deselect All Dashboards".
Biography Tab Use the biography tab to store detailed information about each team member, such as company contact information, areas of expertise, and work experience. If you want team members to complete this information for you, check the box in the advanced setting tab when you edit a dashboard to force new team members to update their bio before updating their dashboard status for the first time.
Notes Tab Keep private notes on each team member or group using the Notes tab.
Copy Team Members The Action drop-down list gives you the option to copy a team member’s information to a new member, with only the Initials/Role (Dashboard Column Heading) needing to be changed. This is helpful when you are the only person working on a dashboard and/or you’re using team members only as a way to create column headings.
|Navigating the Dashboard|
Mobile Shortcuts Click on the name of an activity to view all statuses for a single row. Or, click on a column heading to view all activities for a single column. Pages are optimized for mobile viewing and you can update the statuses by clicking on each cell.
Email All Dashboard Activities Click on the envelope icon next to the name of your dashboard to send an email to all dashboard team members to request an update on all activities.
Email a Single Activity Click on the envelope icon next to the name of an activity to send an email out to team members requesting their status on a single activity.
Last Status Update Use your mouse to hover over any status in the columns to see the date that the activity was last updated and any comment that was entered. If the team member entered a comment when they updated their status, you will see a small comment bubble icon next to the status name.
Update Team Member Status Click on any cell to quickly change the status and optionally enter a comment. The status is immediately updated and the change is entered into the activity log for auditing.
Button Bar Menu Use the buttons at the top right of the dashboard to quickly navigate to the various management pages that affect the dashboard. The icons allow you to go to the calendar view, share the dashboard status report, edit the dashboard settings, manage activities, manage categories, manage team members (or column headings), manage statuses, and change the sort order of activities automatically by start date, due date, days remaining, descending or filter by tasks assigned to you. The default setting is manual sorting of activities.
Sorting Activities Just drag and drop the rows on your dashboard to change the sort order. Your new order is saved immediately. To change the sort order of activities automatically by start date, due date, days remaining, descending or by tasks assigned to you, select the gear icon at the far right in the button bar menu. The default setting is manual sorting of activities.
Row Icons Use the icons at the beginning of each row to sort activities, view the activity description, remove the activity from the dashboard, send an email update notification to every team member who needs to update the activity status, bulk update the activity status (note that using this option will apply a single status or action to all columns for the activity, which is quicker than changing every status individually if most will be set to the same status) or edit the activity settings.
(Your password must be at least 6 characters in length.)
If you already have a Statdash account, make sure you use the password that matches the email address above.
The scheduler allows you to create customized automated email blasts that meet the needs of each dashboard. You may want one dashboard to be emailed out monthly while you may want another emailed weekly or even quarterly.
Note: The default schedule as checked is to send out the email every weekday at 7 am Pacific Time.
Choose which months of the year you would like your email to be sent. This is helpful if you just want to send out a quarterly email or at specific times during the year.
Choose which weeks of the month you would like emails to be sent. This is useful if you only want to send out emails once per month.
Choose which day(s) of the week you would like emails to be sent. This is helpful if you want to skip weekends or if you only want emails sent out emails once per week.
Enter the hour (in 12-hour format) when you would like the email sent. Note that we use Pacific Time (PST/PDT) for all of our date/time calculations. Choose AM or PM to specify whether you want the email sent in the morning or evening. Choose if you wish to receive an email confirmation when the scheduled email has been sent and enter an email address where you would like the confirmation sent.
Enter the email subject and message that you would like to be sent from this schedule.
|Send Dashboard Report|
This form will allow you to send a view-only dashboard status report to one or more email addresses. You can send it to multiple emails (just separate them with a semi-colon), but all of the email addresses will appear in the "To" field. So, if you want to maintain the privacy of who you are sending them to, just send them separately.
Email recipients will receive a link in their email to a view-only version of the dashboard. They do not need an account at Statdash and they do not need to login to view the dashboard.
Choose the “Get Report Link Only” link to view the report. Cut and paste the report URL into any email or application as needed. Alternatively, you can also select the orange arrow icon to send an email with the link to a recipient.
NOTE: After viewing the report, you can navigate back to the dashboard by using your browser’s back button.
|Sort Activities & Columns|
|You can easily sort activities by using your mouse to drag the directional icon for each row and dropping it where you want it. To sort columns, select the Manage Columns people icon from the button bar menu and drag the directional icons to move the columns to the desired order. Your rows or columns will now show on the dashboard in the order you set.|
|Team Member Status Report|
Status reports are meant to be for a single team member for all of their roles for a category of dashboards.
Because team members may have multiple roles and be entered multiple times, you will need to select the email address that is used for the team member. Then you simply select a category and you will see the dashboard statuses for the team member and all of their roles for the dashboard category entered.
Use the email icon to automatically send a link to the status report to the team member so they can easily see their progress on the dashboards.
This feature can also be useful when assessing work progress for a single team member for HR purposes. HINT: Add the email address (real or dummy address) of your CEO or program manager to every team member’s email address field for each dashboard in a category and run the Team Member Status Report on that email address. You’ll have a report that shows the status of every project for every dashboard that you can email to your CEO or schedule to be emailed daily, weekly, or monthly. Your CEO will always be in-the-know on the status of all dashboards without having to view them one-by-one within Statdash.