Analytics Dashboard

Build custom analytics dashboards in PromptOwl with AI-powered visualizations, team filtering, and conversation insights.

This guide explains how to use the Analytics Dashboard in PromptOwl to create custom visualizations, track metrics, and gain insights from your AI conversations.

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Table of Contents

1. Dashboard Overview

2. Accessing the Dashboard

3. Understanding the Interface

4. Creating Analytics Cards

5. Visualization Types

6. Card Sizing and Layout

7. Page Management

8. Team Filtering

9. Date Range Selection

10. Import and Export

11. Best Practices

12. Troubleshooting

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Dashboard Overview

The Analytics Dashboard provides a comprehensive platform for monitoring AI conversation data with customizable visualizations.

Key Features

Feature	Description
Custom Cards	Create personalized analytics visualizations
Multiple Chart Types	Bar, pie, line, word cloud, tables, metrics
Team Filtering	View data by team or across all teams
Date Ranges	Filter data by custom time periods
AI-Powered Analysis	Dynamic cards using LLM for insights
Drag-and-Drop	Easy page customization

What You Can Track

• User engagement and activity

• Conversation topics and patterns

• Satisfaction scores and feedback

• Token usage and costs

• Model performance

• Custom metrics via AI analysis

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Accessing the Dashboard

Navigation

1. Click Analytics in the left sidebar

2. Or navigate directly to /analytics-dashboard

Screenshot: Analytics Navigation

First-Time Setup

When you first access the dashboard:

1. Default pages are pre-configured

2. Standard metric cards are available

3. Team filter defaults to your teams

4. Date range defaults to last 30 days

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Understanding the Interface

Dashboard Layout

┌─────────────────────────────────────────────────────────┐
│  [Team Filter ▼]  [Date Range 📅]  [Create Cards] [Edit]│
├─────────────────────────────────────────────────────────┤
│  Overview | User Tracking | Topics | My Cards | Config  │
├─────────────────────────────────────────────────────────┤
│  ┌──────────┐  ┌──────────┐  ┌─────────────────────┐   │
│  │  Card 1  │  │  Card 2  │  │       Card 3        │   │
│  │ (Small)  │  │ (Small)  │  │      (Medium)       │   │
│  └──────────┘  └──────────┘  └─────────────────────┘   │
│  ┌─────────────────────────────────────────────────┐   │
│  │                    Card 4 (Wide)                 │   │
│  └─────────────────────────────────────────────────┘   │
└─────────────────────────────────────────────────────────┘

Interface Elements

Element	Location	Purpose
Team Filter	Top left	Filter by team
Date Range	Top right	Set time period
Create Cards	Header	Build new cards
Edit Page	Header	Customize layout
Page Tabs	Below header	Switch between pages
Cards Grid	Main area	Display visualizations

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Creating Analytics Cards

Method 1: Card Builder

Create custom analytics cards with AI-powered analysis.

Step 1: Open Card Builder

1. Click Create Cards in the dashboard header

2. Card builder interface opens

3. Configure your card settings

Screenshot: Card Builder

Step 2: Configure Card Details

Field	Description	Example
Title	Card name displayed	"User Satisfaction"
Description	What the card shows	"Weekly satisfaction scores"
Data Source	Analytics prompt to use	Select from available

Step 3: Choose Visualization

Setting	Options
Visualization Type	Number, Bar, Pie, Line, Word Cloud, Table
Card Size	Small, Medium, Large, Wide, Tall, Extra Large
Table Rows	5, 10, 20, 50, 100 (for tables only)
Refresh Interval	Real-time, Hourly, Daily, Weekly

Step 4: Save Card

1. Click Save Card

2. Card saved to your collection

3. Add to any dashboard page

Method 2: Page Editor (Drag & Drop)

Add existing cards to pages quickly.

1. Click Edit Page on any tab

2. Modal opens with available cards

3. Drag cards to the dashboard grid

4. Resize and reorder as needed

5. Click Save Page

Screenshot: Page Editor

Standard Cards Available

Pre-built cards ready to use:

Category	Cards
Users	Total Users, Active Users, Top Users
Engagement	Average Messages, Time on Site
Performance	Satisfaction Score, Response Time
Usage	Total Tokens, Most Used Models
Content	Topic Distribution, Recent Activity

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Visualization Types

Number/Metric Display

Best for single key metrics.

Use Case	Example
Percentages	"85% Satisfaction"
Counts	"1,234 Users"
Scores	"4.5/5 Rating"

Data Format: Single value or percentage calculation from binary data (1/0).

Bar Chart

Best for comparing categories.

Use Case	Example
Category comparison	Topics by frequency
Rankings	Top 10 users
Distributions	Messages per team

Features:

• Horizontal or vertical bars

• Hover tooltips

• Legend for multiple series

Pie Chart

Best for showing proportions.

Use Case	Example
Distribution	Model usage breakdown
Composition	Sentiment distribution
Shares	Team contribution

Features:

• Interactive segments

• Percentage labels

• Color-coded legend

Word Cloud

Best for text analysis.

Use Case	Example
Frequent topics	Common keywords
Trends	Popular terms
Patterns	User language analysis

Features:

• Size = frequency

• Color coding

• Interactive hover

Line Chart

Best for trends over time.

Use Case	Example
Time series	Daily active users
Trends	Weekly satisfaction
Comparisons	Month-over-month

Features:

• Multiple data series

• Time axis

• Trend indicators

Table

Best for detailed data.

Use Case	Example
Rankings	Top users list
Details	Recent conversations
Lists	Active prompts

Configuration:

• 5 to 100 rows

• Automatic sorting

• Responsive columns

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Card Sizing and Layout

Grid System

The dashboard uses a 4-column grid. Cards can span:

Size	Columns	Rows	Grid Space
Small	1	1	1x1
Medium	2	1	2x1
Large	3	2	3x2
Wide	4	1	4x1
Tall	2	2	2x2
Extra Large	4	2	4x2

Size Recommendations

Visualization	Recommended Size
Single metric	Small
Simple chart	Medium
Complex chart	Large or Tall
Table	Wide or Extra Large
Word cloud	Large or Tall

Layout Tips

• Place important metrics at top left

• Group related cards together

• Use wide cards for tables

• Balance visual weight across rows

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Page Management

Default Pages

Page	Purpose
Overview	High-level metrics summary
User Tracking	User activity and engagement
Topic Analysis	Conversation topics and trends
Guidelines & Society	Compliance and policy metrics
Evaluators	Evaluation and quality scores
My Cards	Your custom created cards
Configure	Dashboard settings

Customizing Pages

Adding Cards to a Page

1. Navigate to the target page

2. Click Edit Page

3. Drag cards from available list

4. Position on grid

5. Click Save Page

Removing Cards

1. Click Edit Page

2. Click the X on the card

3. Card removed from page (not deleted)

4. Click Save Page

Reordering Cards

1. Click Edit Page

2. Drag cards to new positions

3. Grid snaps cards to positions

4. Click Save Page

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Team Filtering

Filter analytics data by team.

Using the Team Filter

1. Click the Team dropdown in header

2. Select a specific team

3. Or select All Teams for aggregate

4. All cards update automatically

Screenshot: Team Filter

Filter Behavior

Selection	Data Shown
Specific team	Only that team's data
All Teams	Aggregated across all
My Teams	Teams you belong to

Permissions

• Only see teams you have access to

• Enterprise admins see all teams

• Team filter respects RBAC

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Date Range Selection

Filter data by time period.

Using Date Picker

1. Click the calendar icon in header

2. Select start and end dates

3. Or choose preset range

4. All cards update automatically

Preset Ranges

Preset	Period
Today	Current day
Yesterday	Previous day
Last 7 Days	Past week
Last 30 Days	Past month
This Month	Current month
Last Month	Previous month
Custom	Your selection

Date Range Tips

• Shorter ranges = faster loading

• Compare same periods for trends

• Consider data volume for range selection

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Import and Export

Transfer dashboard configurations between accounts.

Exporting Dashboard

1. Click Export Dashboard in header

2. JSON file downloads automatically

3. File contains:

   • Complete layout

   • All page configurations

   • Card settings

   • Visual arrangements

Filename: promptowl-dashboard-config-YYYY-MM-DD.json

Importing Dashboard

1. Click Import Dashboard

2. Select your JSON config file

3. System validates and applies

4. Layout imported immediately

Important: Share Analytics Prompts

After importing, you must share the underlying analytics prompts:

1. Go to Monitor page

2. Find the analytics prompts used by cards

3. Share prompts with the target account

4. Dashboard becomes functional

Transfer Workflow

Source Account              Target Account
      ↓                           ↓
Export Dashboard    →    Import Dashboard
      ↓                           ↓
Share Prompts       →    Receive Prompts
      ↓                           ↓
Complete           ←    Dashboard Works

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Best Practices

Card Design

Do:

• Use descriptive titles

• Choose appropriate visualization

• Size cards for content

• Group related metrics

Don't:

• Overcrowd pages

• Use wrong chart types

• Create duplicate cards

• Ignore mobile view

Data Sources

Do:

• Use focused analytics prompts

• Generate structured output

• Test before deploying

• Document data sources

Don't:

• Use overly complex prompts

• Expect unstructured analysis

• Ignore data quality

Performance

Do:

• Limit cards per page (8-12 max)

• Use appropriate date ranges

• Choose efficient refresh rates

• Archive unused cards

Don't:

• Add too many cards

• Use real-time for everything

• Ignore loading times

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Troubleshooting

"No data available"

Cause: No data in selected filters

Solutions:

1. Expand date range

2. Check team filter

3. Verify data source has data

4. Wait for data collection

"Data source not found"

Cause: Analytics prompt deleted or access revoked

Solutions:

1. Check prompt still exists

2. Verify your access permissions

3. Re-select data source

4. Contact prompt owner

"Processing error"

Cause: LLM analysis failed

Solutions:

1. Check prompt configuration

2. Verify API keys are valid

3. Retry after a moment

4. Review prompt output format

Cards Not Loading

Solutions:

1. Refresh the page

2. Check internet connection

3. Clear browser cache

4. Verify team/date filters

Import Failed

Solutions:

1. Verify JSON file format

2. Check file isn't corrupted

3. Ensure file is valid export

4. Try smaller configuration

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Quick Reference

Visualization Selector

Data Type	Best Visualization
Single number	Number/Metric
Categories	Bar Chart
Proportions	Pie Chart
Time series	Line Chart
Text frequency	Word Cloud
Detailed list	Table

Size Quick Guide

Content	Recommended Size
KPI number	Small
Simple chart	Medium
Detailed chart	Large
Data table	Wide
Complex view	Extra Large

Refresh Intervals

Interval	Use Case
Real-time	Live dashboards
Hourly	Active monitoring
Daily	Standard reporting
Weekly	Summary metrics

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Related Guides

• Monitoring, Evaluation, and Improvement

• Reviewing and Managing Annotations

• Sharing and Collaboration