Analytics Dashboard

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

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

Dashboard Overview

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

Key Features

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

Accessing the Dashboard

Navigation

1. Click Analytics in the left sidebar
2. Or navigate directly to /analytics-dashboard

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

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

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

Step 2: Configure Card Details

Step 3: Choose Visualization

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

Standard Cards Available

Pre-built cards ready to use:

Visualization Types

Number/Metric Display

Best for single key metrics.

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

Bar Chart

Best for comparing categories.

Features:

• Horizontal or vertical bars
• Hover tooltips
• Legend for multiple series

Pie Chart

Best for showing proportions.

Features:

• Interactive segments
• Percentage labels
• Color-coded legend

Word Cloud

Best for text analysis.

Features:

• Size = frequency
• Color coding
• Interactive hover

Line Chart

Best for trends over time.

Features:

• Multiple data series
• Time axis
• Trend indicators

Table

Best for detailed data.

Configuration:

• 5 to 100 rows
• Automatic sorting
• Responsive columns

Card Sizing and Layout

Grid System

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

Size Recommendations

Layout Tips

• Place important metrics at top left
• Group related cards together
• Use wide cards for tables
• Balance visual weight across rows

Page Management

Default Pages

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

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

Filter Behavior

Permissions

• Only see teams you have access to
• Enterprise admins see all teams
• Team filter respects RBAC

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

Date Range Tips

• Shorter ranges = faster loading
• Compare same periods for trends
• Consider data volume for range selection

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

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

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

Quick Reference

Visualization Selector

Size Quick Guide

Refresh Intervals

Related Guides

• Monitoring, Evaluation, and Improvement
• Reviewing and Managing Annotations
• Sharing and Collaboration