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Project management dashboard examples & templates.

Praburam Srinivasan

Growth Marketing Manager

June 7, 2024

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We often spend so much time chasing down project details, only to realize we could’ve done better. 

Instead of painstakingly reconciling billable hours manually, we could’ve automated it and avoided working over that new efficiency roadmap over the weekend, for example. 

If you’re a project manager like me, you can probably share dozens of such instances. 

This is why we need a project management dashboard that acts like a digital cockpit, giving us a crystal-clear view of every detail across projects.

In this blog, I’ll share how project management dashboards can transform workflows, from streamlining communication to identifying risks before they torpedo deadlines. I’ll also introduce you to some of my go-to dashboard tools and templates that help me access the data I need to make decisions—right when I need it. 

Benefits of Using a Project Management Dashboard

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Perhaps the greatest advantage of project dashboards for me is the real-time visibility into project progress. This allows me to track key metrics, identify bottlenecks, and allocate resources optimally. But there are several more advantages that I’ve come to rely on: 

• Crystal clear visibility: Dashboards centralize all project data, giving one a real-time snapshot of progress, resource allocation, and deadlines. To me, this meant less time spent hunting for information on a recent task that had multiple assignees and required status updates from everyone
• Informed decisions in a flash: With all the key metrics at your fingertips, you can make data-driven decisions quickly. Spot roadblocks early, identify areas that need extra resources, and keep your project on track
• Boosted efficiency: Dashboards automate project reports and eliminate the need for manual data gathering. This frees up your team’s time to focus on what matters the most—getting things done!
• Enhanced communication: Project management dashboards become your communication hub, keeping everyone informed and aligned. Stakeholders can easily analyze progress, and team members can solve problems while collaborating as the project progresses. Without a dashboard, for instance, we would never have known that one of our partner agencies was consistently delaying content submissions because of employee churn
• Improved accountability: With clear visibility into individual and team performance, dashboards foster a culture of accountability, motivating everyone to stay on top of their tasks
• Smarter resource allocation: See where your resources are being used and identify potential bottlenecks. A project status dashboard helps you optimize resource allocation and ensure everyone is working on the most impactful tasks, just like it helped my team onboard a new partner agency for timely content

Using a dashboard allows me to ditch the guesswork, boost my team’s efficiency, and ensure my projects consistently hit the bullseye. And that’s golden!

How to Create a Project Management Dashboard

Build a great project management dashboard with me to keep your projects on track and take key decisions quickly. 

Here’s a breakdown of the process I follow:

A clear vision of the target audience for your dashboard can help figure out the types of metrics to track. 

For example, a project team dashboard focuses on task completion rates, resource allocation, and upcoming deadlines; an operations dashboard tracks operational processes and analyzes the performance of internal activities in the company; and an executive dashboard focuses on key project milestones and how they align with overall organizational goals. 

Once I know my audience, I can start identifying specific areas for improvement within my projects. Am I consistently missing deadlines? Is my team struggling with resource constraints? Are project costs exceeding budget? 

Once I find answers to these questions, I can choose relevant metrics to track progress. 

We’re truly spoilt for choice in terms of dashboard tools. From simple spreadsheets to highly customizable progress charts, there are several options depending on what you need to track. Here’s a breakdown of some popular choices:

• Spreadsheets: Tools like Excel or Google Sheets may be handy for basic dashboards but can become cumbersome for complex projects with too many dynamic changes
• Project Management Software (PMS): PMS tools like ClickUp usually have highly capable built-in dashboards that provide helpful insights and real-time updates. They often come with pre-made widgets and reporting tools for easy data visualization
• Business Intelligence (BI) tools: Though excellent for complex data analysis and customization, tools like Tableau and Microsoft Power BI often have steeper learning curves and may require specialists to operate them

Keep the dashboard clean and uncluttered. I avoid cramming too much information onto the dashboard as it will overwhelm viewers and make it difficult for them to find the information they need.

• Use clear labels and consistent formatting: Make sure charts and graphs are easy to understand, even for people who aren’t familiar with the project. Use fonts, colors, and nomenclature consistently throughout the dashboard
• Leverage visual elements effectively: Charts, graphs, and other visuals can help communicate complex information quickly and easily. Use a variety of visuals to keep the dashboard engaging, but avoid using too many different chart types, as this can be confusing
• Focus on the most critical metrics: Don’t try to track everything. Identify and focus on those metrics that are most important to the success of the project. This will help create an actionable task dashboard and provide insights to make better decisions

Now that you’ve identified the key metrics, choose a tool to assemble the dashboard. Here are some common elements to incorporate:

• Project health: Overall project status, completion percentage, and milestones achieved
• Task management: Track task completion rates, overdue tasks, and workload distribution across team members
• Resource management: Monitor resource allocation and identify potential bottlenecks
• Budget tracking: Visualize spending against budget and identify potential cost overruns
• Team communication: Include a space for announcements or key project updates

The dashboard should be a living document that adapts to projects’ changing needs. I regularly update data and refresh visualizations to ensure they accurately depict current project progress. 

How often I update my dashboard depends on the nature of the project and the rate at which data changes. For fast-paced projects with constantly shifting deadlines, as with new kinds of projects you haven’t tackled before, daily updates may become necessary. Weekly or bi-weekly updates may suffice for slower-moving and predictable or repetitive projects. 

The key is to establish a regular update schedule and stick to it. This ensures my dashboard remains a reliable source of information for project stakeholders.

Project Dashboard Examples for Different Use Cases

Do you feel project management often becomes more complex than it needs to be? I certainly do. Tasks and milestones sprawl across departments, there’s a constant need to monitor on multiple platforms, and juggling multiple strategic initiatives has become the norm. 

Thank god for dashboards! Yes, they may be valuable for monitoring single projects, but they are absolutely indispensable for managing a portfolio of interconnected projects. 

For me, the most challenging projects are huge, cross-functional projects like product launches. There are so many moving parts, and I’m glad to be using ClickUp to handle them.

Here are some of my favorite examples from ClickUp Dashboards and how my team and I use them. I hope they’ll give you some useful ideas for building your own.

Like most project managers, I like to start my day by checking my project’s progress in the morning! And that was made possible with ClickUp’s Dashboard View . 

With a few clicks, I could turn what I was already working on into clear charts and graphs. 

To do this for yourself, sign up for ClickUp or log in to your account if you have already used it. Add a new ‘Dashboard view’ and choose a template. The view automatically pulls data from tasks and fields, creating a personalized dashboard visualizing your work.

Adding the Personal Productivity Dashboard as a view allows me to evaluate and optimize my productivity. It helps me prioritize tasks, track progress, and focus on what truly matters.

This is my command center for an efficient and organized workflow.

I use the Team Workload Dashboard in ClickUp to see what my team is working on throughout the week and track their progress for each task assigned.

I can set and track workload capacities for each member of my team. This helps me easily see who is under or over capacity. It’s great for them, too—they can use it to avoid overcommitting and burning out. Similarly, if they’ve extra time, they can take up additional work to meet deadlines faster or help another teammate out. 

It helps improve transparency—I can add time estimates and priorities to my team tasks so everyone knows what to work on first. I also use it to determine what work might require additional team resources and easily add assignees.

The time-tracking dashboard helps me visualize and analyze the time spent on each of my many projects—for myself and my team. By observing the total time spent on a project, completion percentage, and progress toward milestones, I can monitor overall project health at a glance.

This dashboard has another useful application. It helps me track billable hours for part-time workers or freelancers. I can do so by marking specific time entries as billable and using the consolidated data to generate invoices accurately at the end of the month. 

I also use historical time-tracking data to inform my decisions about future project planning, resource allocation, and budgeting.

You can’t manage software development projects without a comprehensive Sprint Dashboard. Trust me, I’ve tried it (and suffered unnecessarily!)

ClickUp lets you manage your team’s workload with a fully customizable point system. Roll up points from subtasks, break them out by assignee, and easily sort them to track your sprints at a glance. 

Use the Agile dashboard in ClickUp to set sprint dates, assign points, and mark priorities so everyone knows what to do and when. Automate moving unfinished work into your next sprint and sync your team’s development progress with GitHub, GitLab, or Bitbucket.

This dashboard condenses all numbers that matter—sprint velocity, burn up, burn down, lead time, cycle time, and more—into expressive charts for better decision-making.

I’ve also loved using ClickUp Sprints to plan, track, and optimize our sprints for success, building an agile and results-oriented team in the process.

Marketing campaign dashboards help you track the progress and conversion of priority marketing initiatives in a single view. They allow you to measure the reach and engagement of the content you post online, the number of MQLs (Marketing Qualified Leads) you generate, and how well those convert into sales.

You can easily contextualize tasks connected to your roadmap and go-to-market plans.

If you’re looking for a way to visualize sales by product/service and customer categories, I can’t recommend anything better than the ClickUp Sales Overview Dashboard. 

But this isn’t all it lets you track. Break down revenue into gross and net figures to accurately measure profitability and calculate your tax burden. Monitor revenue by period—monthly, quarterly, or annual, to anticipate slumps and peaks and optimize inventory accordingly. Compare targets with actual numbers and devise strategies for improvement. 

You can also use the data as a basis for celebration, as we do, and reward high-performing reps across your salesforce.

The best part is you can pair the dashboard with ClickUp Brain’s AI prowess and glean insights to forecast trends and spot potential inhibitors early on. 

Dashboards don’t just empower us; they empower our clients too. Invite any client into your ClickUp Workspace as a guest and share the client portal to provide real-time project updates and collaborate with them in one place. Track projects and tasks, see workloads across project teams, and chat with them in real time.

See how invoices are tracked over time, who is closing deals, and assess your team’s overall performance. You can also identify hold-ups with Cumulative Flow, Burnup, Burndown, and Velocity charts.

Want to monitor how well you’re responding to customer incidents and risks? We did. 

So, we used the CRM Dashboard in ClickUp. It helped us surface our riskiest customer segments, summarize potential reasons for churn, and forecast revenue across regions and teams.

Consider religiously tracking metrics that indicate customer health and potential churn risk. Examples include customer satisfaction scores, support ticket resolution times, and engagement levels.

Use these dashboard examples from ClickUp to create a custom visualization system for your workflow. You can also take inspiration from the ClickUp team and improve your existing dashboard !

Now, let’s look at some pre-made templates to help set up your dashboard without having to start from scratch.

Project Management Dashboard Templates

Dashboard templates are a valuable tool for creating informative and visually appealing dashboards quickly and efficiently. They provide a solid foundation for data analysis, allowing you to focus on the content and extract actionable insights from your data. 

Here are some dashboard templates that I’ve tried and tested for you:

Tired of juggling project details?  

ClickUp’s Project Management Dashboard Template puts everything you need at your fingertips. See it all, instantly! 

This pre-built project dashboard template provides a clear, at-a-glance view of your projects, including deadlines, tasks, and real-time progress.

Stay organized, stay efficient. The template offers some powerful features:

• Track task progress with custom statuses like “Completed,” “In Progress,” and more
• Use eight custom fields to capture vital information about projects, like budget and phase
• Multiple views offer easy access to quickly switch between seven different ClickUp configurations, including a Getting Started Guide and Team Performance view
• Supercharge your project management with time tracking, tags, dependency warnings, and built-in email communication

Stop micromanaging; start streamlining. This template empowers you to keep your projects on track with effortless organization and crystal-clear insights.

This business dashboard template can track a wide range of metrics depending on your business’s specific goals and departments.

Track and analyze:

• Total revenue generated from a project, broken down by product, service, region, quantity sold, or customer segment
• Spending against budget allocations, gross margin, net income, and key profitability ratios
• Incoming and outgoing cash flow to monitor the financial health and viability of your project

This project management dashboard template is a one-stop shop for project tracking and overall project health data analysis. 

This template eliminates the need for project managers to dig through scattered data points. It presents essential project information in a visually compelling format, allowing project managers and stakeholders to check project status at a glance.

Some common metrics you can track with this template:

• Task Completion Rate: Shows the percentage of tasks completed against remaining tasks
• Project Schedule: Tracks progress toward deadlines and highlights potential delays
• Resource Allocation: Visualizes how team members are assigned and identifies potential bottlenecks
• Budget vs. Actual Cost: Compares planned spending with actual costs to monitor financial health
• Risk Management: Tracks identified risks and mitigation plans

This template allows you to monitor several important metrics, especially for small- and medium-sized businesses that handle multiple projects simultaneously. 

This free Excel expense tracker makes managing your money a breeze. No more scrambling for receipts or wondering where your project budgets are being spent. When you need a dedicated tool for managing those small but significant office expenses, this is the template to go after:

• Track all your spending with a clean and modern design
• Organize expenses by category, like transportation, utilities, etc.
• Make it your own! This template is 100% customizable
• Change the text, add personal touches with images, or adjust the colors to match your style
• Access a vast library of photos, graphics, and fonts to personalize your tracker and add context
• Share your budget with your team, your leadership, or a financial advisor to keep yourself accountable and ensure transparency in office expenditure

Tip: Ready-to-use templates come in handy when you’re scaling your business and don’t have the time to craft individual dashboards. However, you must incorporate relevant data points to track progress and make the best use of dashboards. 

Let’s explore some key elements that will elevate your dashboards from simple data dumps to powerful information hubs:

• Focus on relevant KPIs: Don’t get lost in a sea of data! Key Performance Indicators (KPIs) are your life rafts, providing quantifiable metrics directly tied to your goals. Choose KPIs that tell a clear story about how your organization is performing
• Interactive exploration with filters: Empower your team members to delve deeper into data. Interactive filters allow users to slice and dice the data based on specific criteria. They boost user engagement and help uncover hidden insights
• Visual storytelling with charts: A picture is worth a thousand numbers! Charts and graphs are powerful tools for presenting complex data in a clear and easily digestible way. Choose the right chart type for your data to tell a compelling visual story
• Time trends with date pickers: Let users explore trends over time. Date pickers allow users to select specific periods, enabling them to analyze historical data and compare it to current performance
• Global filters for broad views: Offer different perspectives. Global filters allow users to view data across different categories or departments
• Graphics that enhance clarity: Visuals go beyond just charts. Use well-placed graphics like icons or illustrations to enhance clarity and guide users through the information presented

That’s it! You’re all set to create your own dashboard with templates or within a dedicated dashboard software .

For me, the beauty of dashboards lies in their versatility. From tracking sales performance and customer satisfaction in marketing to monitoring project milestones and resource allocation in project management, you can tailor dashboards to meet the specific needs of any team.

As someone who lives in their dashboards, I can vouch for ClickUp’s strengths in doing them right with its expansive library of pre-built and customizable dashboards. Whether you’re a freelancer managing personal tasks or an enterprise project manager overseeing multiple complex projects, ClickUp has a dashboard for every purpose.

Sign up on ClickUp today and make dashboards your ally!

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Task Dashboard Tips for Peak Productivity

Feeling overwhelmed, by an ending to-do list despite your efforts? Have you ever experienced weeks filled with busyness but little to show for it all because you were swamped with emails and urgent requests?

It's a challenge for project managers, software developers, marketers, and anyone trying to navigate a schedule. Whether you're at the top of the ladder or just starting out having a task list that never seems to shrink can really impact your efficiency. Disrupt your work-life balance.

The solution? Task management dashboards ! These practical tools are designed to help you organize, track, and complete tasks efficiently both in your life and personal time. They aim to reduce stress levels and boost productivity.

However, not all task dashboards are created equal. Different task management tools cater to needs and preferences. This guide explores options, for task management dashboards. Offers useful tips to assist you in choosing, customizing, and overseeing a solution that will streamline your daily tasks effectively.

Outlining a Task Dashboard

Imagine having a task dashboard integrated into your work management platform that gives you a view of all your projects and their current status, before the deadline. It acts as a hub for you and your team allowing you to track progress prioritize tasks identify obstacles and ensure project completion.

Task dashboards are tools that streamline processes optimize time management and boost productivity. Without one you may encounter difficulties in meeting deadlines promptly identifying issues and responding effectively. Essentially it serves as the hub for your team.

Integrating a task dashboard into your routines simplifies efforts monitors productivity levels and provides valuable updates on project progress. Some advanced features in these tools enhance these benefits further. They efficiently track progress updates across tasks while intuitively understanding the team's needs and responding accordingly. By automating tasks such as project management in alignment with development principles due to its nature. It is truly groundbreaking in the field of project management.

However, the key, to unlocking its potential lies in using it and customizing it to meet your teams ever evolving needs.

What are The Solutions?

Different task dashboards have their characteristics to address various needs and challenges. Let's take a look, at some types of task dashboards.

1. Overview of a General Task Dashboard

A task overview dashboard gives a look, at progress toward goals covering all tasks. It shows metrics in a format that connects daily tasks to project objectives and provides tools for analyzing trends and tracking milestones.

This type of dashboard offers insights to help managers make data-driven decisions without getting bogged down in the details. By reviewing data leaders can identify patterns and common themes, and address issues. Adjust strategies as needed. These capabilities also support leaders in guiding their organizations by ensuring that projects align with the company's goals.

These project management platforms come with features that streamline task automation such as updates and notifications while meeting team needs intuitively. By cutting down on task time they free up focus, on reaching the end goal transforming how projects are overseen.

2. Daily Oversight Task Dashboard

A daily task dashboard is essential for project managers to track the team's progress and make sure every important task is on the right track. It provides up-to-date data, insights, process evaluations, and task management features such as estimated work points and completion statuses.

Project managers and team leaders rely on this dashboard for updates to ensure project operations. By showcasing tasks on the team's workspace, helps them stay focused on advancing work than getting bogged down in administrative duties. Prioritizing real-time updates promotes transparency and fosters teamwork, among team members.

3. Bug Trends Analysis Task Dashboard

A dashboard focused on bug trends analysis in the software development process is designed to analyze the bugs, spot potential errors, and support urgent bug-fixing actions. It offers users insights to anticipate trends develop strategies and manage tasks and deadlines effectively.

Such a feature-rich analytics dashboard, including trend analysis and predictive modeling, is particularly beneficial, for data scientists and mid-level managers. It allows you to thoroughly evaluate both your team's performance and your own.

By transforming patterns and metrics into insights for your team these dashboards enhance decision-making based on objective data-driven perspectives.

They play a role, in optimizing workflows by helping teams pinpoint areas for improvement and monitor the effects of changes made. This approach aids in identifying inefficiencies and implementing enhancements promptly leading to decision-making processes that promote an efficient work setting.

4. Scrum PM Dashboard

The primary objectives of any project management organization revolve around providing top-notch task services minimizing downtime and improving efficiency.

A Scrum PM dashboard that provides insights, into task management supports these objectives by showcasing patterns in quick task execution monitoring project sprint phases, workload estimates, and cumulative workflows.

Key functions such as tracking task completion times and assessing project effectiveness are crucial for making decisions based on data. These features contribute to enhancing task quality reducing overhead and streamlining the project management process.

5. Customized Templates

Occasionally, an existing project organization framework like the Project Management Template might not be enough for your need to accommodate your various dashboard needs. You need customized templates that automate your tasks while providing the option to combine multiple features.  It assists in focusing on vital projects, presentable in formats such as Lists, Boards, and Calendars for prioritization.

Additionally, the Project Management Template is designed to assist in:

• Organizing and displaying projects, whether they're critical milestones or specific stages in an initiative, classified by factors like status, significance, or team.
• Managing and refining sequences of processes, from product creation to client service handling, by contemplating resources and tracking project progression.
• Enabling collaboration between different groups, like sales and development or HR and marketing, during the planning, delegation, and achievement of projects.

Rather than spending countless hours trying to find the perfect team configuration, this customized project management template can be seamlessly integrated into your existing operations. Just implement the template, input your data, and you'll be on your way to improved productivity.

How to Create a Task Dashboard?

Understanding the basics, let's follow the steps to construct an effective project dashboard:

Step 1: Choose a Proper Template

First, pick a task dashboard platform that works for you. Above are our default templates that serve as great assistants in the software development process. Start a new project on it and give it a catchy name that clearly describes what it's about. Be sure to define your project goals in a clear, measurable way. Then, either choose a pre-made template that suits your needs or get creative and design a custom dashboard that matches your project's vibe.

Step 2: Automate your Elements from Projects

Next, the system will automate your completed essential elements to your dashboard, like progress trackers, task lists, and alerts that warn you about potential issues. This gives you a clear picture of how your project is moving along.

Customize your dashboard modules to reflect your project's key performance indicators (KPIs) and objectives. Opt for platforms that allow you to adjust fields to fit your specific needs. You could add more elements from the 'My Work' Template as shown above.

This step is crucial! You need to be able to see where your project stands at a glance. So, use platforms that provide real-time risk warnings, allowing you to adapt your strategy and avoid project roadblocks before they happen.

Step 3: Check your Real-Time Progress

Time to put your detective hat on! Customize your project dashboard to keep a close eye on your project's progress and spot any potential roadblocks. Use tools like Road Maps or visual aids to get a clear picture of things.

Gantt Charts are a super helpful visual tool - they're like a timeline map of your entire project, making it easy to understand what's going on.

Use analytics tools to track tasks that are lagging behind schedule or where resources are being stretched too thin. Regularly updating and analyzing these progress metrics helps managers and team leaders stay ahead of trends and potential bottlenecks.

Step 4: Focus on Current Milestones

Make your project dashboard all about those important milestones! Use tools like milestone tracking features and deadline countdown timers.

This keeps everyone focused on what matters most and makes those big steps forward really clear.

Project leaders and team managers can set up real-time notifications on their dashboards to make sure everyone's staying on the same timeline.

And remember, a good Gantt Chart is like a superhero for project management. It gives team leaders an easy way to see the entire project timeline, keep track of those crucial milestones, and make sure everything runs smoothly.

Step 5: Monitor Potential Risk Factors

Time to be extra cautious! Your project dashboard should be designed to help you identify and manage high-risk factors. Use features like sorting options and color highlighting to draw attention to complex or important tasks. You could track bugs that need to be fixed depending on their priorities and discover what are the remaining problems.

Create sections specifically for monitoring these urgent issues - that's proactive risk management in action!

Use labels and filters to efficiently sort and keep track of risks across different projects.

Remember to keep your risk evaluation processes up-to-date with regular updates. This ensures your dashboard accurately reflects the situation and helps you catch potential problems early on. This is essential to avoid unexpected roadblocks or challenges in your projects.

Step 6: Choose the Right Graph

Choosing the right way to present your project data is key. Think about what kind of graphs work best for your important performance metrics:

• Bar graphs:  Perfect for showing trends
• Pie charts:  Great for representing proportions
• Line graphs:  Show how things change over time
• Tables and gauges:  Provide detailed and concise information

Gantt charts are awesome because they combine all these elements, giving you an interactive view of your project's timeline, tasks, and progress.

Remember, don't go overboard with chart types! Keep it simple and clear so your dashboard is easy to use and helps you make decisions quickly.

Step 7: Fit your Data

To make your dashboard data really impactful, it needs to be put into the right context.

Connect your data to your project or organizational goals. Use reference points, compare current stats to historical records, and track your progress against set timelines. Gantt charts have great visual tools and adjustable subtasks to help you show important data and make your project timeline interactive.

Make sure your dashboard instantly shows the importance of your data. You can use things like:

• Descriptive narratives
• Comparative analyses
• Trend indicators

Real-time updates and benchmark comparisons make this easy!

And don't forget the power of storytelling! Guide users through your data in a way that's engaging and logical, making it easier for them to understand and interact with the information.

Step 8: Improve your Board with More Info

Choose a dashboard tool that makes it easy to organize your data visualizations and tables. Things like drag-and-drop features are super helpful!

Design a user interface that puts important information front and center. Make sure it's easy to find and access.

Create a responsive layout so your dashboard looks great on all devices, from tablets to smartphones. This means your team can access crucial data anytime, anywhere.

Step 9: More and Better Inputs

Almost there! It's time to get feedback from stakeholders, colleagues, and anyone else who uses your dashboard. This helps you identify areas for improvement, potential new features, or anything that might be causing confusion.

Actively seek and incorporate this feedback to make your dashboard even better!

A good tip is to have a structured feedback process, like surveys or discussion sessions. You'll get valuable insights into the dashboard's user-friendliness, coherence, and overall effectiveness.

Step 10: Evaluate and Update your Task Dashboard

Just like any system, your dashboard needs maintenance. After you launch it, schedule routine evaluations and refinements to make sure it's working well.

Your project's needs may change over time, so you might need to adjust the scope or focus of your tasks, or there could be changes in team roles.

Don't just focus on updates. Organize training sessions for your team to help them understand how to use the dashboard effectively.

By keeping your team informed and up-to-date, you'll make your dashboard even more valuable for managing projects and boosting productivity.

Enhance Your Skills in Managing Task Dashboards

Effectively managing your task dashboard can pose a challenge. While professionals might handle the setup best implementing strategies can enhance its effectiveness;

1. Show Appreciation for Your Team: It's vital to recognize that everyone works differently and values acknowledgment. Celebrating team successes and addressing obstacles contribute to a work environment.

2. Align with Company Goals: Regularly assess your task dashboard. Make adjustments to align with your organization's objectives. Using a project management tool that offers real-time updates promotes clarity and supports team development.

3. Embrace Flexibility and Adaptability: Remember, your task dashboard is not set in stone. Keep it current to adapt to evolving project requirements and team progress. Utilizing tools like Gantt charts can help navigate through changes.

4. Empower Your Team through Training: Provide your team with the skills and resources to excel in utilizing the task dashboard.

5. Prioritize Data Security: Ensure that sensitive information is only accessible to authorized individuals while emphasizing collaboration for data protection.

6. Maintain Accurate and Up-to-date Data: Avoid misinterpretations of data by verifying and organizing it regularly.

Choosing the Right Task Dashboard

Many people have expressed dissatisfaction, with their software purchases. Therefore it's essential to choose a task dashboard that's user-friendly, adaptable, and can grow with your business before committing.

Leiga stands out by prioritizing real-time updates and understanding your team's requirements. It specializes in project monitoring, issue detection, and automated alerts. These features work together to offer a project management solution.

The Gantt chart functionality helps in tracking project progress over time, which is especially useful for planning particularly, with complex tasks. Explore firsthand how Leiga stacks up against project management tools. You might find a favorite!

Task Dashboard: Your Project Management Powerhouse

1. how to build an effective task dashboard.

The key to building an efficient task dashboard lies in selecting reliable software and launching a new project within it. Equip your dashboard with essential features like Gantt charts (for visualizing project timelines), detailed task lists, and alerts for time-sensitive issues. This allows you to have a comprehensive overview of your project's progress.

Always keep your immediate goals in mind, and choose appropriate graphics to accurately reflect your KPIs. Design user-friendly dashboard components and perform regular checks and modifications to ensure they remain relevant.

2. What's Inside a Task Dashboard?

A standard task dashboard typically includes progress trackers, task lists, risk assessment tools, and mechanisms for monitoring key performance indicators. Tracking key milestones, setting deadline reminders, and using intuitive charts are also essential.

Highlighting critical or high-risk activities, along with using categorization aids and color-coding schemes, can enhance functionality. The design should be user-centric and highlight key information.

3. What are the Benefits of Using a Task Dashboard?

Task dashboards are essential for streamlining project management by providing a clear overview of a project's progress. They help you track goals and assignments, and identify potential problems early on.

Task dashboards promote team collaboration and communication via centralized project tracking, ensuring key project information is readily accessible. They also simplify data-driven decision-making with a user-friendly interface. With a task dashboard, you can manage resources more efficiently and achieve project success with greater ease.

If you want to learn more about agile development , check out our weekly updated blogs for free tips and advice from experts.

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• Create Project Management Dashboard with FuseBase

A project management dashboard is like the control center of a spaceship. They give you a bird’s eye view of the whole operation, providing you with all the vital signs and indicators that you need to navigate through the project cosmos. “Dashboards? Really? Aren’t they just boring charts and grids?” Not at all! They’re your secret weapon, your compass in the project management wilderness (a.k.a. PM), and your path to becoming the project manager superstar you always knew you could be.

In this awesome article, we’re going to demystify these bad boys, break down their importance, and show you just how they can revolutionize the way you manage projects. So grab a cuppa , get comfy , and let’s jump right in!

A project management dashboard, in its simplest form, is a data-driven, interactive tool used that provides a visual representation of a project’s key performance indicators (KPIs). It’s like a command center or central location for project managers, where you can monitor, track, and analyze the project’s progress in real time. 

But, it doesn’t just stop at data representation. A well-designed project management dashboard should be intuitive and user-friendly, showing your project’s status at a glance and translating raw data into a visually pleasing and easily digestible format, allowing you to spot patterns, track progress, and identify potential issues before they turn into major roadblocks.

Why are Project Management Dashboards Important

Now that we’ve covered what a project management dashboard is, you might be wondering, “why should I care?” Well, let us tell you, these dashboards are not just fancy visual reporting tools; they are incredibly important in managing projects effectively and efficiently. So, let’s dive into why a project management dashboard is such game-changer:

• Real-time overview of your project: A project management dashboard provides an instant snapshot of your project’s status, progress, completed tasks, pending work, and potential bottlenecks.
• Better decision-making : The visual data presentation on a project management dashboard facilitates quick trend identification and data-driven decision-making.
• Improved communication and collaboration: A shareable project management dashboard fosters transparency and alignment, ensuring everyone understands their roles and collaborates effectively.
• Time-saving: With automatic data gathering, updating, and display, dashboards save significant time and reduce the risk of human error.
• Keep track of KPIs: A project dashboard software allows for easy monitoring of key performance indicators (KPIs), measuring project performance against set goals.
• Risk management: Dashboards enable proactive identification and mitigation of potential risks, keeping your project on track.

In conclusion, a project management dashboard is more than just a nice-to-have tool; it’s an essential part of successful projects. It helps you navigate through challenges and keep your team on the same page. 

What to Include In Your Project Management Dashboard

Alright, now that we know why a project management dashboard is vital, let’s discuss what exactly you should include in your project dashboard to make it truly effective. Here are seven key elements you need to consider:

• Project timeline: This is the timetable of your strategy, showing start dates, end dates, and progress over time, helping you track if your team is running on schedule or if you need to put the pedal to the metal.
• KPIs and milestones: KPIs help you gauge the health of your project, while milestones show you how far you’ve come and how far you need to go.
• Task progress and status: This shows you how many tasks are completed, how many are in progress, and how many are still waiting in the wings, helping you prioritize and focus on the most crucial tasks.
• Team member responsibilities: Always know who’s responsible for what, ensure tasks are evenly distributed, and that everyone knows their roles, reducing the chances of tasks falling through the cracks.
• Access to communication tools: Provide quick access to communication and collaboration tools in your project dashboard tool and foster team synergy to increase productivity.
• Budget and cost tracking: Track your budget, actual costs, and expenditure in real time. This helps you stay financially afloat, in control of costs, and ensure you don’t break the bank.
• Documentation: This can be your project’s knowledge base or corporate wiki , providing quick access to all the necessary resources at their fingertips..

These elements are the backbone of a robust project management dashboard, providing you with a comprehensive overview of your whole operation, enhancing project team collaboration, and ensuring your team runs like a well-oiled machine.

• 🔥 Top Tips for Effectively Managing Multiple Projects at Once
• 💻 6 Best Project Management Software With Client Portals

By now, we have a clear understanding of what a project management dashboard is and what it should include. But why should you invest your time and energy in creating and maintaining a dashboard? Well, here are the top five benefits that might just convince you to jump on the dashboard bandwagon:

• Improved Visibility: A project dashboard offers a real-time, high-level view of your team tasks, like an X-ray vision into tasks and team performance.
• Better Decision Making: Dashboards transform raw data into visual insights, enabling quick, data-driven decision-making.
• Increased Efficiency: A project dashboard can automate manual project tracking and automatically update reports, freeing up time for more strategic tasks.
• Enhanced Communication and Collaboration : A shared project dashboard increases transparency, clarity of roles, and foster a collaborative work environment.
• Proactive Risk Management: Dashboards help identify potential risks early, ensuring projects stay on track and within scope.

In a nutshell, a project management dashboard is a powerful tool that can dramatically enhance your PM capabilities. So, if you’re not already using a project dashboard, now might be the perfect time to start. 

Not every project dashboard template is created equal. Depending on your needs and the specific characteristics of your project, you might need a general project status dashboard or something different. Here are five of the most relevant types of project dashboards:

Project Status Dashboards

A project status dashboard is like your project’s “health checkup”. It provides an overview of the overall project, tracking key parameters like task completion, time spent, budget, and more. A project status dashboard is ideal for providing a quick snapshot of where the project stands at any given moment and it’s especially useful for stakeholder meetings and team check-ins.

Executive Dashboards

Think of these as your “bird’s eye view” dashboards. While they are similar to project status dashboards, they are better suited to high-level stakeholders who need to understand the broader picture rather than the nitty-gritty details. They typically track high-level KPIs, overall project health, and strategic milestones. This type of project dashboard are perfect for keeping executives informed without overwhelming them with too much detail.

Team Dashboards

These are your “on the ground” dashboards. Unlike a project status dashboard, a team dashboard focuses specifically on the tasks, deadlines, and responsibilities of individual team members. They are an excellent tool for boosting the entire team productivity, as they allow everyone to see who is responsible for what, what tasks are pending, and what deadlines are approaching.

Risk Management Dashboards

These are your project’s “security guard” dashboards. They focus on identifying, tracking, and managing potential risks. By providing a clear overview of all current and potential risks, these dashboards allow you to proactively address issues before they become major problems .

Portfolio Dashboards

These are your “big picture” dashboards. They provide an overview of multiple projects at once, showing how each of them is performing and how they relate to each other. These dashboards are ideal for project managers overseeing multiple projects, allowing them to balance human resources, timelines, and priorities across the entire portfolio.

Each type of project dashboard serves a unique purpose and provides different actionable insights. So, when choosing a dashboard, consider your audience, the nature of your project, and what information you want to track and communicate.

Alright, now comes the fun part: picking out the project management software that’s going to help you create your stellar project dashboard. Here are, in our professional opinion, the top five project management dashboard software choices for 2023, each bringing its unique flavor to the table:

FuseBase (formerly Nimbus)

Stepping into the spotlight is FuseBase (formerly Nimbus), your project manager powerhouse. FuseBase turns your documents into dynamic dashboards, providing a fully customizable command center view of your project. Its ability to embed key data from various third-party tools means you have a rich, visual representation of every aspect at your fingertips. With comprehensive task lists, you can ensure balanced workloads, while flexible tables with custom attributes give you granular control over your projects and roadmaps. Plus, FuseBase excels at team collaboration, offering built-in chat and video features for seamless communication. In short, FuseBase is like a Swiss army knife, equipped with everything you need to create any type of dynamic dashboard.

Embrace all powers for project management today!

Next up, we have Monday. If your project planning process feels more like a Friday-afternoon slump, Monday is here to bring back the energy. Known for its vibrant, visually engaging tables and Gantt charts, this project management software dashboard offers highly customizable project dashboards that can be tailored to your specific needs. It’s an all-in-one project management dashboard tool, allowing you to track tasks, manage resource allocation, and collaborate with your team, all within the same platform. With its built-in automation capabilities, Monday can save you time on repetitive project tasks, letting you focus on steering your project to success.

ClickUp is a jack of all trades and one of the best Monday alternatives . It’s packed with key features, from customizable project views and task management to time tracking and goal setting. ClickUp’s project dashboards are designed to give you a comprehensive overview of your projects, with the flexibility to drill down into the details when needed. Plus, with its robust integrations and automation capabilities, ClickUp is a powerhouse dashboard software that can streamline your entire project management process. However, its steep learning curve might have you looking for a ClickUp alternative .

If you’re climbing the mountain of project management, BaseCamp is the sturdy, reliable gear you need. This project management dashboard software is designed to be user-friendly, making it easy even for beginners to set up and manage their project dashboards. It focuses on improving team collaboration and communication, with features like message boards, to-do lists, and shared documents. With BaseCamp, you can keep all your project info in one place, making it easy for everyone on your team to stay aligned and informed.

Last but certainly not least, we have Asana. Asana is like the zen master of PM, helping you find calm amidst the chaos of managing projects. With its intuitive interface and powerful features, Asana allows you to create custom dashboards to track exactly what matters to you. From task lists and timelines to team’s workload management and collaboration, Asana has got you covered. Plus, it offers a wide range of integrations, allowing you to connect with your favorite tools and create a seamless project management workflow.

Each of these tools has its unique strengths, so the best one for you will depend on your specific needs, budget, and the nature of your specific projects. So, take your pick and start creating your project management dashboard today! 

Now, let’s turn our attention to some real-world examples of project management dashboards and templates. It’s like a backstage pass to how different teams and industries use dashboards to streamline their work. Let’s get take a look now!

Project Task Tracker

The Project Task Tracker dashboard template is your ultimate to-do list on steroids. This project dashboard template offers a clear view of every task in your project, who’s responsible for it, and when it’s due. It’s like having a PM personal assistant, keeping you and your team organized and on track. Use color-coding to indicate task status (completed, in progress, or pending), and watch your completion percentage progress in real time. So much better than an Excel spreadsheet.

Project Life Cycle Dashboard

The Project Life Cycle Dashboard is your project’s storybook. It charts the journey of your project from start to finish, giving you a high-level overview of each phase. Think of this project dashboard template as your project’s biography, with chapters for initiation, planning, execution, monitoring, and closure. It’s a great tool for keeping stakeholders informed about the project progress and what’s coming up next.

Marketing Plan Dashboard

The Marketing Plan Dashboard is your marketing strategy’s control panel. It tracks your marketing goals, budget, and results all in one place. This dashboard template is like your marketing GPS, helping you navigate your marketing efforts and steer them towards your goals. It’s the perfect project dashboard template for marketing managers who need to keep an eye on multiple campaigns and ensure they’re delivering the expected results.

Marketing Campaign Tracking Dashboard

The Marketing Campaign Tracking Dashboard is your marketing campaign’s pulse check. It monitors the performance of individual marketing campaigns, tracking key metrics like engagement, conversion rates, and ROI. This dashboard is a must-have for any marketer looking to optimize their campaigns and maximize results.

IT Requests Dashboard

Finally, the IT Requests Dashboard is your IT team’s traffic controller. It manages incoming IT requests, tracks their current status, and monitors resolution times. Think of this project dashboard template as your IT department’s dispatcher, ensuring requests are handled efficiently and users are kept in the loop. It’s an essential tool for an IT project manager aiming to improve service delivery and user satisfaction.

These are just a few examples of different project dashboard templates you can create. Remember, the best project dashboard is the one that fits your needs and helps you manage your projects more effectively. So, don’t be afraid to customize and experiment with your dashboard template until you find the perfect fit.

Creating an Effective Project Management Dashboard

Creating a project management dashboard might seem like a daunting task, but trust us, it’s not rocket science. Think of it as baking a cake. You need the right ingredients, the correct recipe, and a dash of creativity. So, put on your chef’s hat, and let’s start baking!

1. Determine what you want to track

The first step in creating your project dashboard is deciding what you want to track. This is like choosing the flavor of your cake. The key here is to understand your project’s needs and objectives, and then select the key metrics related to the most valuable actionable insights.

2. Add your data sources

Next, you need to add your real-time data sources to your project dashboard. These are the ingredients for your cake. They might include task management tools, spreadsheets, or other project management software your team uses. Adding a data source to your project dashboard will allow you to pull in the relevant real-time data and keep everything updated in real-time.

3. Organize the information logically

With all your ingredients at hand, it’s time to mix them together. Organizing your information logically will help you and your individual departments quickly find the essential data you need. Group related data together and keep your most important specific metrics at the top or center of your dashboard for easy access. This step is like following your cake recipe to ensure everything comes together nicely.

4. Make it visual

Now, here’s where you can get a little creative. Making your dashboard visual is to business intelligence what decorating your cake is to baking. Use a Kanban board or Gantt chart for your project progress; make use of graphs, and color-coding to make your important data easy to understand at a glance. Remember, a picture is worth a thousand words, and a well-designed graph can convey project information more effectively than a table full of numbers.

5. Make it actionable

Making your project dashboard actionable is like adding the final touches to your cake. Every piece of data on your dashboard should serve a purpose and help inform decisions. Include buttons or links for every team member to update specific task statuses, add comments, or complete other actions right from the dashboard.

6. Invite your team members and clients

Once your project management dashboard is ready, it’s time to share it with your team and clients. This is like serving your cake at a party. Make sure everyone knows how to use the dashboard and encourage them to check it regularly for project updates.

7. Extract conclusions

The final step is to extract conclusions from your project management dashboard. This is like tasting your cake to see if it turned out right. Regularly review the important task data on your dashboard to identify trends, spot potential issues, and make informed decisions. 

Creating an effective PM dashboard requires careful planning, the right ingredients, and some creativity, but the end result, that is, a clear, actionable view of your project, is 100% worth the effort. 

Build a Project Management Dashboard With FuseBase

Are you ready to whip up a project dashboard that’s both powerful and easy to digest? Say hello to FuseBase (formerly Nimbus), your very own project maestro. FuseBase’s versatility is the secret sauce that transforms your documents into a visual symphony of project data. With FuseBase, you can embed widgets from a multitude of third-party tools, creating a unified, single source of truth for your team. 

Unleash your project’s potential and register for a free trial of FuseBase Business Plan today, no credit card required. Because in the world of project management dashboard, the sky’s the limit, and with FuseBase, you’re already halfway there. Sign up now and let the magic begin!

Successfully manage your projects with FuseBase!

Check out  the FuseBase Facebook page  to get the latest news and updates!

Parties other than FuseBase may provide products, services, recommendations, or views on FuseBase site (“Third Party Materials”). FuseBase is not responsible for examining or evaluating such Third Party Materials, and does not provide any warranties relating to the Third Party Materials. Links to such Third Party Materials are for your convenience and do not constitute an endorsement of such Third Party Materials.

Luis P. Wadley

Digital Marketing Consultant

Luis is a Digital Marketing Consultant specialised in WordPress, SEO and Content Writing & Translation. He's also a SaaS enthusiast, an ELT author and has been a FuseBase power user since 2020.

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What Is a Project Management Dashboard?

A project management dashboard gives you an overview of your project’s status, insights, and different data points. A project reporting dashboard aggregates data from multiple data sources and gathers all significant project touchpoints in one place so both the project manager and the team can get the necessary information at a glance. 

By using a project management dashboard, teams will not only track important performance metrics and KPIs, but also visualize project insights in a meaningful manner, and gain actionable insights.

All in all, a project reporting dashboard helps teams and managers track their performance and determine what’s working, what’s not working, and what needs to be adjusted to achieve project targets.

What Should Be Included in a Project Management Dashboard?

When building a project management dashboard, it is important to only include metrics that are relevant for your business. This will, in turn, allow you to quickly identify what’s working and what isn’t, and improve your strategy over time.

The most important project management metrics you should be tracking are:

• Total overdue tasks in projects
• Tasks completed assigned
• Tasks overdue by project
• Tasks completed by assignee
• Tasks completed by project
• Total hours tracked
• Total billable hours

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How to Set Up a Project Management Dashboard in Smartsheet

By Kate Eby | July 21, 2016

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To show project progress or data at a high level, many companies choose to create a project management dashboard, a visual representation of key metrics, status updates, task priority, resource allocation, and relevant documentation. This dashboard has two main functions: to aggregate and organizes key pieces of project data from multiple teams and to serve as a digest that helps teams relay important project information.

This article will discuss a dashboard's use and functionality  and dive into why your team may need a project management dashboard for your next project . We've also included step-by-step instructions for creating a comprehensive PM dashboard in Smartsheet , a collaborative work execution platform.

What Is a Project Management Dashboard?

A dashboard is a high-level visualization of work being done. You can create a dashboard to review key statistics, build cross-departmental reports, or track big-picture status over time.

Dashboards provide an easy-to-read way to process important values and metrics and compare statistics. They’re also a key player in Agile project management because they allow teams to clearly see progress and react accordingly. Dashboards can help teams anticipate roadblocks, and adapt quickly and efficiently to achieve their goals.

Project management dashboards are helpful for managing projects with multiple parts. Plus, project management dashboards retain the core elements of a typical dashboard - a visual, high-level overview - but are ideal for keeping track of several teams, moving deadlines, upcoming challenges and tasks, and overall project trajectory and progress. When creating a project management dashboard, you’ll likely pull data from several spreadsheets, timelines, and resources to create a comprehensive information hub. Ultimately, aggregating all of these key data points into one dashboard enables project managers to both manage the work and showcase status to internal and external stakeholders.

Simple, powerful project management with Smartsheet. See for yourself.

Smartsheet is a cloud-based platform that allows teams and organizations to plan, manage, and report on projects, helping you move faster and achieve more. See Smartsheet in action.  

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Why Create a Project Management Dashboard?

Project management dashboards stemmed from a common need to deliver vital project information in a snapshot view. The most primitive dashboards highlight a few key metrics, but there are now many easy ways to weave in more complex data - even written information and images. 

While you can certainly design a project management dashboard from scratch, there are many online tools that will save setup time so you can focus on guiding the project. For example, using a free dashboard template in Excel will help get you started quickly. In this list, you can find templates for a simple project management dashboard, a metrics dashboard, a project portfolio, and more. Each of these templates is easy to use and can apply to a multitude of different project types, from a product release to a construction project. 

Make sure to choose the template that best suits and enhances your project management style. If used correctly, a dashboard can be a key component of your Agile project planning - it should help your team save time, identify setbacks early, and track performance. Whichever template you choose, a project management dashboard will hopefully increase efficiency by providing easy-to-understand, high-level reporting.

Discover a Powerful Project Management Dashboard in Smartsheet

Smartsheet is an enterprise work management platform that fundamentally changes the way teams, leaders, and businesses get work done. Over 70,000 brands and millions of information workers trust Smartsheet as the best way to plan, track, automate, and report on work. 

The configurable, widget-driven dashboards in Smartsheet enable business users to highlight the information that’s most relevant to their business - without the need for technical support. Know the status of your projects at a glance, gain insights, and accelerate your team’s innovation all in one platform.

Let’s take a look at how you can get started building a project management dashboard with Smartsheet dashboards.

How to Set Up a Dashboard in Smartsheet

Step 1: Compile your data in sheets or reports

In order to create a dashboard in Smartsheet, you’ll need to fill other Smartsheet workspaces with data so you can pull it into your dashboard. You’ll also need to make sure that your sheets or reports are set up correctly. They should already display the results or totals that you want to surface in your dashboard. Key metrics need to be calculated directly in the source sheet or report, as the dashboard will simply pull these data points together. 

In this example, we’re going to create a dashbaord to monitor the status and tasks of a store opening project. This project management dashboard will give a us an easy-to-read, highly visual way to view the top-level data points and progress updates of our ongoing project. 

Step 2: Create your Dashboard

• To get started in Smartsheet dashboards, navigate to the + icon in Smartsheet and click Create .
• Select Dashboard from the list.

3. Name your dashboard. We’ll call ours Store Opening Dashboard. Click OK .  

When you first open your dashboard, it will be a blank canvas. Smartsheet gives you full flexibility to create the dashbaord that best displays the information you want, so you’ll have to build your dashboard from the ground up.

Step 3: Build your dashboard with Widgets

• You’ll build your dashboard by adding Widgets , or interactive boxes of information designed to display key results, metrics, or other data points. Once created, widgets will look like tiles on your dashboard.
• Click +Add Widget at the top of your dashboard.  
• Metric and Sheet Data are used to surface specific data points from a sheet into your dashboard.
• Shortcut and Shortcut List widgets allow you to insert a URL into your dashboard , or link to other Smartsheet workspaces (sheets, reports, etc.).
• Use the Rich Text widget to create text boxes. This is useful for adding titles, instructions, or calling out certain met goals.
• The Report widget lets you display an entire report in your dashboard. A report acts like a high-level filter, and is great way to show summary information across multiple sheets.
• Finally, the Image widget allows you to insert an image directly into your dashboard .

4. Add Widgets

A. Add a Rich Text Widget

1. Select the Rich Text widget and add text to the field. You can adjust your text size and font, and play with colors and alignment directly in the widget - similar to the formatting functionality you would have in other text edit programs. 

2. Click Done .  3. The newly created text widget will land on your dashboard canvas. You can move the widget around using drag and drop, or click and drag the widget’s corner to change the size. However, the best practice is to wait to adjust the size and layout of your widgets until you’ve created all of them.

B. Add a Metric Widget

1. Click +Add Widget again, and select the Metric widget to display key values or metrics from the underlying sheet.

2. Click the Add Data button in the upper left hand corner. 

3. Search for your desired sheet, or scroll through all the available sheets and reports and select which one to pull data from. 

4. Select the cell value or values you want to display in your dashboard , then click OK

*Your widget will now display these cells. It will create a default label based on the original column name, but you can re-label the cells by clicking into the label field. You can also create a title for the widget by checking the Display Title box and renaming the default title. You still have the full range of customizable options, so you can modify color, text size, alignment, etc. 

5. Click Advanced Options in the top right-hand corner to create a clickable action for the widget.

6. Select the correct interaction from the options in the dropdown list:

• Open the source sheet - this will link to the sheet that the Metric data is pulling from
• Go to a URL… - link to any URL
• Open a Smartsheet item - links to a different Smartsheet workspace

7. Click OK .

8. Click Done when you are finished editing your widget, and you’ll see it displayed on your dashboard .

D. Add Shortcut Widgets

1. Shortcut Widgets will allow you create clickable links in your dashboard . 

2. Click Add Shortcut … in the top left-hand corner. 

*Now you have the option to link a URL, attach a live link to a file, or connect to another Smartsheet workspace. 

3. In this example, we’ll link to two Smartsheet workspaces - a Contractor Performance dashboard as well as a Financial Performance dashboard. Scroll through the available Smartsheet items, or search for the one(s) you want. Click OK

4. The widget will pull these links into your widget in a list format with an icon. Change the default labels, text size and font, etc. to your visual preferences. 

5. Click Done .

E. Create a Report widget

1. Click +Add Widget and select Report , which will surface an entire Smartsheet report - a high-level filter that allows you to view key insights into progress, data, or other work being done in Smartsheet. 

2. Click   Select Report in the upper left-hand corner. 

3. Scroll through the available Smartsheet items and select the report you want to pull from. In this example, we’ll select the Retrofit Phase Report . Click OK

4. Once you’ve created the widget, you can choose to keep or remove original formatting from the report, or add a title. Just like the Metric widget, you can click Edit Interaction to give the widget a clickable property. 

5. Click Done to drop your Report widget directly into your dashboard , and use drag and drop to adjust the size and orientation of your widgets. 

F. Add Image Widget

• Select the Image widget from the widget options.
• Select Insert Image in the top left-hand corner. You can now attach an image from your computer, or from one of several cloud services. 

G. Add More Widgets

• If you want to add a similar widget to one you’ve already made, click the Plus icon. This is the Clone Widget button and will create a copy of the existing widget. Now, you can simply swap out the specific data point for another one you want to surface on your dashboard .
• Repeat these steps to include as many widgets as you would like to display in your dashboard.  

This completed project management dashboard  gives the project manager and other important stakeholders a clear, visual overview of the store opening project. The dashboard acts as an aggregate of all related tasks, project metrics, and status reports, so that team members can gain valuable insight into project progress at a glance. 

Additionally, the data displayed in the dashboard is live, meaning that it will automatically update when data in the underlying sheets change. This ensures that all information is up-to-date so that the dashboard  can give an accurate status update of all top-level data. 

Step 4: Share your dashboard

1. Select the Sharing button at the bottom of the page to share your dashboard with other team members.

2. Add the names of the people you want to share your dashboard to, and adjust their permission level. Admin permissions allow collaborators to edit the dashboard , while Viewer permissions only allow users to consume the information in a dashboard . 

3. Add an optional personal message, and click Share D ashboard.

Follow the above steps to create a visual information hub to help you manage your project and track progress at a glance. A project management dashboard can be extremely useful for project managers of any project style or size. Remember, dashboard gives you the flexibility to curate and highlight the specific data types you want to surface, so you can manage your work your way. 

Smartsheet Templates for Project Management

From simple task management and project planning to complex resource and portfolio management, Smartsheet helps you improve collaboration and increase work velocity -- empowering you to get more done. 

The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done. Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed.

When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time. Try Smartsheet for free, today.

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10 Best Project Dashboards In Software And Apps For 2024

I’m Ben Aston, a digital project manager and founder of thedpm.com. I've been in the industry for more than 20 years working in the UK at London’s top digital agencies including Dare, Wunderman, Lowe and DDB. I’ve delivered everything from film to CMS', games to advertising and eCRM to eCommerce sites. I’ve been fortunate enough to work across a wide range of great clients; automotive brands including Land Rover, Volkswagen and Honda; Utility brands including BT, British Gas and Exxon, FMCG brands such as Unilever, and consumer electronics brands including Sony. I'm a Certified Scrum Master, PRINCE2 Practitioner and productivity nut!

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As a project manager, I’ve tested, reviewed, and evaluated the most popular project dashboard software to shortlist the best tools to monitor project progress and track key performance indicators (KPIs).

10 Best Dashboard Software List

Here's my pick of the 10 best software from the 22 tools reviewed.

• 1. Wrike — Best for aligning employees, contractors, & stakeholders
• 2. KeyedIn — Best for ease of use
• 3. Birdview — Best resource capacity planning dashboards
• 4. ProWorkflow — Best dashboard built right into your homepage
• 5. ITM Platform — Best for goal setting & tracking via dashboards
• 6. Project Insight — Best for startups & small teams
• 7. Changepoint — Best dashboard UX/UI
• 8. monday.com — Best for integrations, add-ons, and widgets
• 9. ClickUp — Best for dashboard widgets for expanded functions
• 10. Smartsheet — Best dashboards system for robust project portfolios

Get free help from our project management software advisors to find your match.

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There are so many different project dashboard software solutions so making a shortlist of the best can be tricky. You want to track the overall progress and status of your projects - and need the right tool for the job. I've got you covered! In this post I share from my personal experience tracking hundreds of projects, using many different project dashboard platforms, and share my picks of the best project dashboard software.

What Is Project Dashboard Software?

Project dashboard software is a tool that provides a visual representation of the key aspects and performance metrics of a project. It aggregates and displays data such as progress, deadlines, budgets, and resource allocation in an easy-to-understand format.

Project dashboard tools help project managers and teams to quickly assess the status of a project, monitor its health, and make informed decisions based on real-time data. The dashboard typically includes charts, graphs, and progress indicators, offering a comprehensive overview at a glance to facilitate better project management and communication.

Hub Planner

Overviews of the Best Project Dashboard Software

Here’s a brief description of each of the dashboard tools that are featured on this list.

Best for aligning employees, contractors, & stakeholders

• Freemium version available
• From $9.80/user/month min. 2 seats

Wrike is an award-winning, easy-to-use project dashboard software trusted by 20,000+ organizations worldwide. The tool is suitable for teams with anywhere from five members to an unlimited number of team members. It’s highly configurable and allows users to customize workflows, dashboards, reports, request forms, and more.

Why I Picked Wrike: Wrike’s simple project dashboard software enables users to switch between Kanban boards, interactive drag-and-drop Gantt charts, and traditional workload views, allowing users to tailor their views and dashboards to their needs. Wrike also features task lists, shared workflows, file sharing, and project health analysis tools such as flagging roadblocks.

Wrike has an easy-to-use, intuitive interface and navigation with distinct spaces, folders, and tasks. Users can toggle between the home screen and timesheets, dashboards, calendars, reports, and an activity stream. Wrike has a dedicated help center with interactive training, videos, a ‘Getting Started’ guide, and a thriving community.

Wrike Standout Features & Integrations

Features include project management, task scheduling/tracking, resource management, expense tracking, API, budgeting, Gantt charts, marketing automations, collaboration support, and reporting.

Integrations include 400+ pre-built native integrations, including integrations with the most popular file management software from Microsoft, Google, and Dropbox, along with sales and marketing software from Salesforce and Marketo.

• Check out Wrike on their website
• Read my in-depth review of Wrike
• Explore best alternatives to Wrike

Pros and cons

• View projects and tasks in different views (list, table, Kanban, Gantt)
• User-friendly and intuitive for all skill levels
• Users have access to a variety of fully customizable dashboards
• Time tracking is included in Business and Enterprise plans only
• Only 2GB of storage space with the freemium plan
• Shareable dashboards are limited to paid plans

Best for ease of use

• Free interactive product tour available
• Available upon request

KeyedIn was recognized as an August 2019 Gartner Peer Insights Customer Choice for Project and Portfolio Management. Key features include portfolio insights, revenue forecasting, executive oversight, capacity planning, and CRM and ERP integrations.

Why I Picked KeyedIn: KeyedIn is particularly good at striking a balance between being easy-to-use and also feature-rich. When addressing blind spots in the tool’s capabilities, the dynamic customer support team is quick to point out viable alternatives. This scored them very well in Usability per the evaluation criteria.

KeyedIn Standout Features & Integrations

Features include customizable dashboards, project management, resource management, time tracking, collaboration, flexible workflows, reporting & analytics, mobile app, Agile methodologies, project portfolio management, and third-party integrations.

Integrations include Jira, Microsoft Dynamics CRM, Dynamics 365, SharePoint, QuickBooks, Microsoft Outlook, Sage Intacct, Salesforce App Cloud, SugarCRM, SAP CRM, Pivotal Tracker, Microsoft Dynamics GP, VersionOne, Fulcrum. Additionally, the software uses API Version 3 that makes it easier for its customers to share or extract project and portfolio data with other business software solutions.

• Check out KeyedIn on their website
• Supports multiple languages and currencies
• Robust forecast dashboard with charts
• Data-rich dashboards with multiple views
• No customer portal available yet
• Project hierarchy gets complex for multiple projects
• Must scroll through tabs to get a holistic view

Best resource capacity planning dashboards

• 14-day free trial
• From $27/user/month (billed annually)

Birdview PSA is a project dashboard software with resource management, project management, financial management, project portfolio planning, time tracking, and collaboration tools. They offer hundreds of integrations, meaning you can pull data from third-party apps and visualize it in Birdview PSA dashboards. They have hundreds of dashboard and report templates, so you don't have to start from scratch.

Why I Picked Birdview PSA: Birdview PSA excels in project dashboards with a strong emphasis on resource management due to its ability to provide a holistic view of resource allocation, availability, and utilization. The platform offers customizable dashboards that allow project managers to track and analyze resource data in real-time, facilitating informed decision-making. With intuitive visualizations and robust reporting capabilities, Birdview PSA empowers stakeholders to easily identify resource bottlenecks, optimize resource allocation, and make data-driven decisions to ensure efficient project execution.

Birdview PSA Standout Features & Integrations

Features include 250+ ready-to-use dashboards and reports for business intelligence, including templates for executive summaries, project scorecards, demand projections, and expected vs actual budgets. I mentioned their resource planning tools above but one particular feature I wanted to highlight is their resource loading simulation tool. You can set up trial projects with available resources and track whether your estimates are accurate before committing to your plan. 

Integrations include Microsoft Teams, Microsoft Project, Jira, Adobe Creative Cloud, MS Excel, Outlook, Hubspot, Salesforce, Oracle NetSuite, Gmail, Slack, Zoom, Github, Gitlab, HelpScout, HelpDocs, Olark, and other options for time tracking, design, ERP, and accounting software. You can also use their RESTful API to build additional integrations. 

• Check out Birdview on their website
• Hundreds of integration options, native and otherwise
• 250+ templates for dashboards and reports of all sorts
• AI-powered planning and communications assistance
• 2+ custom workflows requires Enterprise plan
• Resource loading tool not on lowest paid plan

ProWorkflow

Best dashboard built right into your homepage

• From $20/user/month (billed annually)

Created in 2002, ProWorkflow was designed as a project management solution that supports internal workflow and communication needs. When you log in to this tool, you immediately see a dashboard showing details on your current and future tasks and projects. This dashboard lives in the homepage section of the software.

Why I Picked ProWorkflow: The ProWorkflow dashboard color codes your information to help you prioritize your work. Additionally, it is a readable, aesthetically-pleasing spot to get the lowdown on data like tracked time, quotes and invoices, recent actions, and recent logins. Overdue projects and tasks will show in red at the top of the dashboard page, so time-sensitive material remains front and center.

Features include project management, task scheduling/tracking, customer management, scheduling, third-party plugins, contact management, dashboards, data visualizations, Gantt charts, notifications, budgeting, and expense tracking.

Integrations include Xero, Quickbooks, KashFlow, FreshBooks, MYOB AccountRight, Box Storage, DropBox, Google Drive, Microsoft OneDrive, and hundreds more through Zapier.

• Check out ProWorkflow on their website
• Integrated time tracking tool
• Simple to learn with intuitive UI
• Wide range of reporting and analytics tools
• Client-facing invoicing templates could use design work
• Guest accounts cost full per-user price

ITM Platform

Best for goal setting & tracking via dashboards

• 14 days free trial
• Pricing per request

Headquartered in Madrid, Spain, ITM Platform is a SaaS portfolio management tool with robust project dashboard capabilities. ITM Platform is hugely customizable and many teams will find the flexibility useful to their objectives. For example, custom fields are easy-to-add and endlessly useful.

Why I Picked ITM Platform: One of the strengths of ITM Platform is its project portfolio management capabilities as they align with individual and team goals. The software provides tools for aligning project goals with overall business strategy and managing multiple projects more effectively. This allows organizations to prioritize projects based on their strategic importance and allocate resources accordingly.

ITM Platform also provides comprehensive resource management features, allowing users to track utilization, resolve conflicts, and optimize resource allocation. Additionally, the software includes a time tracker that enables users to track time spent on tasks and bill clients for time worked.

ITM Platform Standout Features & Integrations

Features include project portfolio management, resource management, time tracking, task management, collaboration, flexible workflows, reporting & analytics, mobile app, Agile methodologies, financial management, and third-party integrations. 

Integrations include Slack, Microsoft Project, Jira, and Teambot. More integration options are available by linking the software to Zapier or using their API that allows you to integrate with third-party tools, like PowerBI or an ERP.

• Check out ITM Platform on their website
• Accessible price
• Initiative user interface
• Customizable properties and fields
• Program and project prioritization
• No desktop or mobile versions
• No drag and drop functionality

Project Insight

Best for startups & small teams

• Free demo available
• From $3/user/month

Project Insight is a work and project management software with a complete dashboard tool designed to act as a personalized source of information for you and your team members. The personalized dashboard feature is available as an add-on and will unlock a higher level of collaboration for your projects.

Why I Picked Project Insight: Project Insight's dashboard gives you access to all projects, tasks, and other items assigned to you. Like many other dashboards, you can drag and drop items to rearrange them according to your needs. Additionally, select from 12 different layout options to personalize it even further! One thing I'd like to point out is that Project Insight will aggregate information from the software you integrate into it. Then, it will use that information and your saved projects as a source of data for anything ranging from project management to HR.

Project Insight Standout Features & Integrations

Features include customizable dashboards, project management, resource planning, collaboration, flexible workflows, Agile support, financial management, reporting & analytics, mobile app, time tracking, mobile app, and third-party integrations.

Integrations include Jira, Zendesk, DevOps, and QuickBooks. Additional integrations include Trello, Office 365, Microsoft Project, Gmail, Google Drive, Slack, and Microsoft Teams.

• Check out Project Insight on their website
• Agile support
• Comprehensive project management tools
• Flexible, drag-and-drop dashboards
• Has a learning curve
• Somewhat outdated UI

Changepoint

Best dashboard UX/UI

• No pricing details

Changepoint was built for purpose project portfolio, services lifecycle, and enterprise architecture management solutions. This tool’s dashboard solutions enable real-time visibility across enterprise resources, projects, capacity, and technology.

Why I Picked Changepoint: Changepoint has a particular standout UX with bright colors, a variety of visualizations, neatly compartmentalized data, an aesthetic workflow, and a general sense of tidiness. Thus, they scored well in the UX section of the evaluation criteria.

One minor con is that knowledge of SQL is highly desirable for the full and easy use of this tool; it can be a bit cumbersome to use overall.

Changepoint Standout Features & Integrations

Features include project portfolio management, resource planning, collaboration, time tracking, financial management, agile support, customizable workflows, reporting & analytics, mobile app, customizable dashboards, custom reports, task management, and third-party integrations 

Changepoint integrates with popular software from big-name apps like Google and Microsoft.

• Check out Changepoint on their website
• Resource capacity, planning, and allocation in one view
• Wide array of customizations available
• Ease of report creation and dashboarding
• Dashboard good for estimates-vs-actual
• Steep learning curve if you don't know SQL
• Inability to move views or fields around

Best for integrations, add-ons, and widgets

• 14-day free trial + free plan available
• From $8/user/month (billed annually)

monday.com allows you to allocate & prioritize tasks, use various views to see where everything stands and track multiple projects using project dashboards that provide high-level insights visually and intuitively. Dashboards can be added by clicking on the 'add new' button at the bottom of your workspace menu.

Why I Picked monday: The platform is completely customizable so you will be able to adjust it to your workflow. The platform also provides powerful and customizable notifications and automation so you and your team can focus on what’s important.

Every workspace in monday.com can have its dashboard and it is widget-based. Once you open your dashboard you can start adding widgets and connecting them to specific boards. The last step is to arrange your elements. Drag items by clicking on the top left of a widget. Adjust the size by dragging from the bottom-right corner.

monday Standout Features & Integrations

Features include project management, task scheduling/tracking, resource management, scheduling, budgeting, API, calendar management, Gantt charts, file sharing, time management, email integration, third-party plugins, and notifications.

Integrations include project management apps like Slack, Google Drive, Gmail, Google Calendar, Jira, GitHub, Trello, Dropbox, Typeform, and many more accessible via Zapier. 

• Check out monday.com on their website
• Read my in-depth review of monday.com
• Explore best alternatives to monday.com
• Tons of integrations to connect to tools you already use
• Offers a free forever plan
• Intuitive task tracking, assigning, collaboration features
• Multi-level permissions settings only for Enterprise accounts
• Reporting is manual & time-consuming

Best for dashboard widgets for expanded functions

• From $7/user/month + free plan available

ClickUp is a project management and project dashboard software that offers customizable dashboards with real-time project data. ClickUp's dashboards are made up of widgets, which users can customize with data from project tasks, resources, apps like Google Sheets or Figma, time tracking, and more.

Why I Picked ClickUp: With ClickUp, there are 50+ widget variations you can use from. After trying out a few of them, I can tell you that having interactive widgets like task lists, chat, or ClickUp docs bring collaboration into your dashboards. I remember dashboards used to be these graphs that just displayed information, but with these widgets, you can sort information, edit, and get more overall value from them.

ClickUp Standout Features & Integrations

Features include task scheduling/tracking, project management, resource management, budgeting, contact management, data visualizations, employee database, expense tracking, file sharing, third-party plugins, collaboration support, timesheets, roadmapping, chat, customer management, email integration, feedback management, and process reporting.

Integrations include native integrations with Slack, Google Workspace, Dropbox, and many more tools, as well as over 1,000+ integrations through Zapier (may incur additional costs).

• Check out ClickUp on their website
• Read my in-depth review of ClickUp
• Explore best alternatives to ClickUp
• 50+ widgets to customize your dashboard
• Free forever plan allows unlimited members
• Read-only guest permissions are limited to paid account

Best dashboards system for robust project portfolios

• From $26/user/month (billed annually) + free plan available

Smartsheet is a spreadsheet-like project management software. The tool is fully featured and ready to scale up to an enterprise level. It’s a nice tool to use if you’re used to Excel but want a break from complicated formulas. Their dashboards will provide you with real-time data and display it on a widget-based dashboard view.

Why I Picked Smartsheet : In addition, those widgets allow you to build customized dashboards. You can easily edit and restructure as needed for different projects. Simply go to the builder, select widgets and connect them to your projects. To create this dashboard, head to the navigation menu, click on the dotted matrix and select 'solution centre'. Then, select the 'create dashboard/portal option'.

Smartsheet Standout Features & Integrations

Features include project management, task scheduling/tracking, calendar management, timesheets, time management, expense tracking, file sharing, Gantt charts, budgeting, email integration, and lead management.

Integrations include Microsoft and Google apps, as well as development essentials like Jira, and useful business apps like Salesforce, ServiceNow, Slack, Box, and Tableau. The platform is extensible through a REST API and web hooks.

• Check out Smartsheet on their website
• Read my in-depth review of Smartsheet
• Explore best alternatives to Smartsheet
• Easily customize fields for granular organization
• Shareable reports with advanced data filtering
• Custom and versatile dashboards
• Smaller row count compared to Excel
• Larger learning curve than other tools

The Best Beautiful Project Dashboard Software Tools Summary Chart

Compare Software Specs Side by Side

Use our comparison chart to review and evaluate software specs side-by-side.

Other Project Management Tracking Tools

Here are a few more that didn’t make the top list. If you need additional suggestions for handy status dashboards, check these out:

• Bonsai Agency Software
• ProjectManager
• Zoho Analytics
• Genius Project
• Deltek Project & Portfolio Management

How I Chose the Best Dashboard Reporting Software

If you're wondering how I selected the best project dashboard software, here's where I'll break it all down for you. First of all, I started with project dashboard software that have high user review and satisfaction ratings. Then, using my experience in project management, I discerned what key criteria were most important for project dashboard software and compared how each of them stacked up against the rest.

Comparison Criteria

What am I looking for when I select dashboard reporting software? Here’s a summary of my evaluation criteria:

User Interface (UI): Is the office team dashboard UX clean, attractive, and easy to navigate? Does it have good use of space and enough whitespace to properly display project data?

Data Sources: I want to know the places where the software can pull information from. Is it only from a specific module, the entire platform, or even third-party applications?

Integrations: I see if it is easy to connect with other tools. Mainly pre-built integrations and native ones. Can my dashboard connect to these tools through an external connector, webhook or similar?

Pricing: I look at pricing and paid tiers. Also, the level at which dashboards are available and any information on free trials and free software versions.

Not looking for dashboard reporting tools? Check out our other lists of useful project tools:

• If you want dashboards and project tracking specifically for marketing projects, marketing project management tools will have what you need.
• Take a look at business intelligence tools that come with great dashboards and analytics tools.

Project Dashboard Software FAQ

See answers to some common questions about project dashboard software below.

What is a project dashboard?

A project dashboard presents you with information surrounding your key performance indicators. Whether you are tracking key metrics for conversion rate, click-through rate, resource scheduling, or employee log time, a project dashboard will display a summary of the relevant data on a single page, sometimes called a KPI dashboard, for you to peruse quickly and easily.

What to put on a project management dashboard?

Building a dashboard can be a challenging first step. Good dashboard design will be data-rich, thorough, clean, easy to read, and contains summaries of all of your key performance indicators (KPIs). You will want to create dashboards that include items that pertain to your long-term and short-term goals, like customer conversion, lead collection, page views, social impressions, time-spent per task, resource allocation, error/bug reports, and more.

Learn more about setting up project management dashboards here .

What is a portfolio dashboard?

A project portfolio dashboard is meant to help you with tracking multiple projects at once. It will most likely display a birds-eye-view of every account you have on the go with options to narrow in on specific clients, projects, tasks, and goals. A portfolio dashboard is particularly helpful for agencies that have an ever-changing list of clients and projects at any given time.

What are the different types of dashboards?

Different types of dashboards will specialize in different types of data display (sales versus impression, for example) and also might specialize in different types of industries (a marketing dashboard will look much different than an accounting dashboard, for example). You might encounter dashboards like marketing dashboard, task management dashboard, business intelligence (BI) dashboard, team workload dashboard, and more.

What are the key features of dashboard reporting software?

These are must-haves for any dashboard reporting solution.

• Real-time data updates – The dashboard connects to your project and displays real-time data. It requires no manual effort other than setting it up for the first time.
• Customizable interface – The user can decide what, when, where, and how they want to view different areas of their data dashboard. Moreover, customization should be intuitive and easy to learn.
• Interactive charts, dashboard templates or graphs – The best dashboard software will incorporate some element of interactive visuals. Also, it should have templates to help beginners get started.
• Project health analysis – Users can quickly and easily spot bottlenecks, delays, problems, missed deadlines, resource warnings, and other indicators for their projects. Therefore, helping you make decisions.

What Do You Think About These Dashboard Tools?

So there you have it: My list of the best project dashboard software. I've done all the testing and research so that you don't have to. I hope you we able to find a solution that fits your needs.

Related Read: Beginner’s Guide To Project Portfolio Management—Critical Steps, Tools, Benefits

Check This Out: How To Use A Project Management Portfolio To Nab A New Job

How to create a fully interactive Project Dashboard with Excel – Tutorial

In this article & video series, learn how to create a  fully interactive Project Dashboard with Excel,  as demonstrated on the right. 

You will learn:

• Gantt charts for project planning
• Progress charts for status visualization
• Preparing final dashboard

Part 1 - Project Gantt Chart

Gantt chart  is a classic way to visualize a project’s plan & current status. That is why it forms the corner stone of any Project Management Dashboard. 

In Part 1 of this tutorial, let’s create an interactive, multi-level gantt chart using Excel. Here is a demo of what we shall create.

Resources for the Gantt Chart

Excel files for practice.

• Blank data file
• Completed Gantt Chart file

Gantt Chart - Video Tutorial

I made a fun & detailed video on how to create this Gantt chart with Excel. Watch it below or on my YouTube channel .

Getting the data

Any project is a combination of people & tasks. So in order to create a project plan gantt chart, you need both people & project activity data. Here is the data for our  Project Mega Something. 

Download the blank data file .

Project Plan Data - Preview

Activities Table

People Table

Set relationship between tables

Once we have the data ready, connect people & activity tables. You can create a relationship from Data ribbon > Relationships.

We want to connect Activities Owner column with People Person column.

No need to use X or VLOOKUPs anymore, you can connect tables on a column with Excel.

Learn more about Table Relationships in Excel .

Calculations Worksheet

As our tables are related, we can now calculate all the  necessary numbers  needed for our gantt chart.

In a new worksheet, 

• Insert a pivot table (Excel will create the pivot from your table relationship data model)
• Add Category & activity to row label area
• Add start date and end date to values area
• Set start date “summarize values by” to Min
• For end date, set it to Max
• Set up pivot table in outline format and add sub-totals on top.
• Remove any grand totals.

Your final pivot table should be like below.

Specify Gantt Start date

In a blank cell in this new worksheet, define starting date for our gantt chart visual. You can use a formula like =TODAY()-14 or something else for this.

Name this start date cell as  start.date

Gantt Chart Worksheet

Add a new worksheet and name it Gantt Chart.

In this sheet, set up your gantt chart grid. We will use 67 columns in this fashion.

• Category name
• Person assigned to the task
• 8 to 67 – Dates (narrow columns)

Load up values by either linking Pivot Table values a references or using lookup functions.

You can use XLOOKUP function to get the person & % done values.

All about XLOOKUP function .

Gantt Chart Formulas

We need to set up a formula in our gantt chart grid to show TRUE when a date in the  top row  is between  start  and  end  dates.

You can use AND formula for this. Fill this formula for the entire range.

In my spreadsheet I had 105 rows x 60 columns.

Conditional Formatting Rules

Our gantt chart is nearly ready. We need to add two conditional formatting rules to highlight the project dates & current date.

• Rule #1 : Highlight all TRUE values in the gantt grid
• Rule #2 : Highlight the column that corresponds to TODAY()

Examine the rules from below screenshot.

Finally select the AND formula range and apply custom number format of ;;;

You can use hide values in a range of cells by applying the custom format code ;;;

How to hide values with number formats .

At this stage, your gantt chart should look like below:

To add % done data bars:

• Select % done column and add data bars.
• Set the bar rule to show bar only
• Hide the contents of this column with custom code ;;;

Learn a few more tricks about conditional formatting here .

Team selection slicer feature

Go back to the calculations sheet and add a  team slicer  on your pivot table.

Cut and move this slicer to the gantt chart page.

Your gantt chart is now interactive!!!

Excel slicers offer a great deal of interactivity in your reports. If you have not used them before, I suggest learning a bit about them. Use this handy guide.

Excel slicers – complete guide .

The final gantt chart...

Here is the final gantt chart at this stage.

Excel files for downloading

More gantt charts for you....

• Gantt Chart with Drill-down feature
• Gantt Box Chart - for showing uncertainty in the project
• Gantt Charts + Other useful PM Templates by Chandoo

Part 2 - Beautiful Progress Charts

In Part 2 of this tutorial, we will build beautiful project progress charts with Excel. 

In this section, I will explain how to make a traffic light chart with Excel, as demoed on the right. In the video tutorial, you can learn how to make all 3 charts.

Resources for Project Progress Charts

• Completed Progress Charts File

Video Tutorial - Project Progress Charts

I made a video explaining how to make all three project progress charts. Watch it below or on  my YouTube channel.

Project Traffic Light - Instructions

This will be the shortest part of the tutorial. Imagine you have the project progress value in the cell L3.

Use Conditional formatting on the cell to fill Red color if the value is under 50%, Amber color if the value is under 80% and GREEN else.

See below illustration to understand the rules setup.

Turning this cell to Traffic Light 🚦

Now that L3 can change colors, let’s make it a pretty traffic light.

First, make the % value in L3 disappear with custom cell format code of ;;;

Next, copy L3 and paste it as  Picture Link . This will give you a live snapshot of the traffic light cell.

As we now have a picture, we can apply picture format options to turn this rectangle to a circle shaped traffic light.

• Make the picture larger
• From Picture Format ribbon, crop > aspect ratio > 1:1
• You will get a perfect square
• Use crop > crop to shape > oval
• You will get a circle. If any of the edges look straight, just adjust your crop settings.
• Your traffic light is ready.

See this animated GIF to understand the process.

Finally, add a box behind the traffic light picture to frame it. Apply some shadow effect on the traffic light to get a nice look.

Group everything so you can move or position the traffic light where you need it.

The finished project traffic light

Here is how my finished project traffic light looks.

In the download file, you can find this and two other charts (thermometer and donut progress chart). Refer to my video above for instructions on that other two.

More Project Status Charts for you

• Thermometer Chart
• Gauge Chart with Excel
• Burn down chart template
• Status Charts + Other useful PM Templates by Chandoo

Part 3 - The Dashboard

So far we have created an interactive Gantt Chart and a traffic light progress chart. In the final part of this tutorial, we will fill missing gaps and complete the dashboard.

You will learn,

• Colors, fonts & icons used in the dashboard design
• Making a dynamic  upcoming activities / issues table
• Setting up dashboard tiles
• Adding gantt chart snapshot
• Creating resource loading information
• Finalized project dashboard

Resources for Part 3

• Completed Project Dashboard

Video Tutorial - Part 3 of PM Dashboard

I created a detailed video tutorial explaining how the dashboard is constructed. Watch it below or from my Youtube Channel .

Colors, Icons & Fonts for the Dashboard

It is a good idea to decide the color scheme and visual design of your dashboard before you get too far. In our case, I used below.

• Excel default color scheme +
• #FF555A & #638EC6 for data bars in resource loading chart
• Open Sans Extra Bold for headings
• Calibri for everything else.

Icons: You can add FREE icons from Insert > Icons in Excel 365.

Create Dashboard Sheet

Next, we will create a new worksheet, name it  dashboard.  Create a blank layout like below.

We will fill this up with various charts & tables.

Dynamic Activities / Issues Table

In this part of the tutorial, we will create an interactive Activities / Issues table, as shown below.

Step 1: Issue Tracker Table

We already have activities table. Time to add  issues data  to our project file.  

This table is already available in the  blank data file . Just add it to data model by setting up a relationship between Issue[Onwer] and People[Person].

In the dashboard sheet, add a combo-box form control (Developer Ribbon > Form Controls) and set it to show one of these two values –

Link this control to a cell in calculations worksheet (J8).

Form controls are great for making your charts & dashboards interactive. You can find them in the  Developer ribbon  of Excel.

Learn more about Form Controls and how to use them .

Step 3: Calculating Upcoming 10 Activities & Issues

To calculate upcoming 10 activities / issues, we need this logic:

• Activities: start date is after  today() 
• Issues: close date of the issue is blank

We need to limit both lists to first 10 items.

We can use FILTER() formula to get such lists.

Step 4: Picking one of the lists based on form control input

We can use IF formula to select either of these lists based on what user picked in the form control. Since J8 cell in calculations  tells us what the choice is, we can use that to write our IF formula.

Once we have the results, just copy the values and paste them as reference in dashboard. Our dynamic activities / issues table will be ready.

Dashboard KPI Tiles

Next we will create the dashboard tiles.

Start by placing 4 rounded rectangles with fill color #404040 on the dashboard worksheet.

Next, copy paste the traffic light (part 2 of this tutorial) on first tile.

Project KPI calculations

We need to calculate 3 numbers for the remaining tiles on the dashboard. They are, 

Days remaining

Number of days left to the project completion. This is the difference between last project activity End date and today.

On-going Activities

This is the number of activities that have already started and yet to reach completion.

Pending Issues

How many issues are yet to be closed.

Adding KPI values to the dashboard tiles

On the dashboard, add three text boxes, one per each of the above three numbers. Using formula bar, link the text box value to the calculation worksheet values.

Adjust formatting of the text box. Also, add the icons to signify each KPI tile.

At this stage, our dashboard tiles will look like this:

Bring in the Gantt Chart

We already created a fully interactive gantt chart in part 1 of this tutorial. Just head over to the gantt chart tab on the dashboard, copy a big enough range, go to the dashboard and paste it as  linked picture . 

This will give you a live snapshot of the gantt chart in the dashboard tab.

Adjust the size of the gantt chart picture and add any necessary border around it.

Cut & move the team slicer to the dashboard tab.

The Resource Loading Chart

In the calculations worksheet, create a pivot table to show number of tasks & activities assigned to each person.

Copy the pivot table data, go to dashboard and paste it as  link  in the correct place.

Adjust formatting and apply databars on issue & activity columns. 

Customize the data bar colors as per our color scheme.

And our dashboard is DONE!

The completed dashboard

Feel free to download the full dashboard workbook from here .

Also, check out the video playlist to learn how I constructed this. The videos will give a ton of useful Excel tips as a bonus.

More on Project Management...

Project Management is one of my passions and I talk about it extensively on my site & Youtube.

Please visit below pages to learn more about other cool PM stuff you can do with Excel.

• Budget vs. Actual analysis & charts
• Making a Risk matrix with Excel
• Project Portfolio Dashboard with Excel

Ready to use Project Management Templates

Create awesome project management dashboards and reports using my templates. Trusted by 20,000+ project managers all over the world, these templates are designed to make you look awesome. Create Gantt charts, timelines, time sheets, issue trackers, risk trackers, project dashboards and portfolio dashboards using my templates. Click here to get them today.

16 Responses to “How to create a fully interactive Project Dashboard with Excel – Tutorial”

I'm not getting PowerBI pay dates since long . Please advice.

Want to handle multiple projects which are going at multiple sites. Some activities are common and some are unique. HOW to Handle the same in one sheet at one place where multiple stakeholder can update the progress

Thank you! I appreciate all you do.

How do you get subtotals on top in a tabular pivot, I can only add to the bottom if I select tabular, on top if I use compact?

Sorry for the confusion. I am also using OUTLINE layout.

Hi Chandoo, We have a attendance for civil labour at site. we need to maintain and give payment at the end of every week. the problem is, it the wages varies from Mason to Helper-1 , Helper-2 etc. Also we used to change the site as per the need. Now the task is we need to calculate their wages as per their presence and also need to site wise work detail. Can you help me in this regard. Note: If required I can share the file.

Sethumadhavan

Hi Sethumadhavan

If not resolved till date, share me the file so that I may be of any use to your issue.

Excellent and easy! Congrats

great thanks a lot 🙂

Thanks for the excel dashboard how-to pointers! Dashboard is indeed something important to learn if you want to visualize your data in excel

I recently attended an Excel training program here https://www.ted.com.my/it-training/ms-excel-2013-2016-basic-intermediate/ . I didn't expect that you can actually create project management info using Excel or a spreadsheet. Good info!

Dear Chandoo,

Great dashboard! I would like to add a dynamic progress S-curve for planned and actual progress from Gantt chart. Could you help with it?

Awesome Bro..

Dear Chandoo I have been following you since 2011. THANK YOU for hour amazing work!!!

Thank you so much for your sharing. It's useful a lot for me.

hi, it gives me in porcentage this error #NAME? how ?

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• Task Management

Organize your team with a task management dashboard

Organizing teams and consistently completing tasks on time throughout an organization cross-functionally is one of the most daunting tasks that managers face, but it’s also one that’s much more achievable with a task management dashboard.

Unfortunately, most managers aren’t currently using one of these dashboards. In fact, one quarter of project managers report that they don’t use software dedicated to project communication and completion, partly because of the hurdles they’d have to jump through to implement it.

While the implementation of such tools can be daunting, it doesn’t have to be. We’ll walk you through how to set up a task management board easily.

Create a task management dashboard using Jotform Tables and Report Builder

You can use tools like Jotform Tables and Report Builder to display digital workflows in an easy-to-understand dashboard in just a few minutes.

• Jotform Tables

Jotform Tables was built to collect data, facilitate communication between team members, and automate repetitive tasks like data entry and updates — all of which are critical for effective task management.

The best part is that you don’t have to start from scratch. There are over 290 templates you can choose from, like this employee task list that acts as an excellent base for a task management dashboard.

This template organizes tasks by row and uses columns to designate a single owner for each task, display each task’s status and due date, and include any relevant notes.

Each column is customizable, and you can add or delete columns to build the task management tool that works best for you.

Once you’ve selected this template, you can input team members, tasks, and deadlines and then start working with the template to easily display the status of each project.

The Status column, highlighted in the screenshot below, is one of the most critical parts of the Jotform dashboard. You can set this column to automatically change as team members complete or move specific items throughout a workflow, meaning that you never need another update meeting.

You can also expand each task to showcase more information about it and include notes for team members to communicate with one another.

You can use this template to keep track of your team, including key information like contact data, team assignments, titles, and more. 

To use Jotform as a ticketing system, team members, employees, or customers can submit tasks using the employee task assignment form linked to the table.

Below is an example that allows the person filling out the template to create new tasks in various stages and assign them to relevant team members.

For a big picture view of whether your team is on track, use the Jotform Report Builder to visualize progress.

Jotform Report Builder

So you’re in charge of managing your team’s tasks. How’s it going? This simple question often has a complex answer, but you can communicate it without a single status update meeting by using visualized charts from the Jotform Report Builder .

Within your Jotform table, you can create a new report view that auto-generates visualizations of data within that table. Here’s an example:

You’ll be able to quickly see how many of your tasks are currently in specific stages, how the workload is distributed among team members, how many tasks have been completed within a given time frame, and much more.

You can publish these reports publicly or privately, so you can share them with the world or just a select group of people. Invite people to view your report directly via email or send them a live URL with real-time data.

Get your team organized with Jotform

Getting started with a task management dashboard is as easy as opening up a Jotform table template and customizing it for your workflow.

Our tables allow your teams to seamlessly collect data or ticketing requests, communicate with other team members cross-functionally, and share your success with stakeholders using automatically generated reports that are beautiful to look at and easy to understand.

Thank you for helping improve the Jotform Blog. 🎉

RECOMMENDED ARTICLES

Task Management: A Beginner’s Guide

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How to Prioritize Tasks

Best workload management tools for teams

Top 3 enterprise task management solutions

Top 6 task management software tools for productive teams

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Top 5 task management tips to improve productivity

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Secure Task Management for Teams

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Happy teams worldwide, editor's choice ios app store, 4.7 stars google play store, the need for task management.

Task management is the link between planning to do something and getting it done. Your task management software should provide an overview of work in progress that enables tracking from conception to completion. Enter MeisterTask: join teams everywhere who use our Kanban-style project boards to digitalize workflows and gain a clear overview of task progress. Let's get organized together!

Get to Know Task Management

Talk to a Productivity Expert.

Good work doesn’t need to be hard work. Task management removes the stress from organization, helping your team focus on what matters. Book a free consultation with a Meister productivity expert – you’ll soon get your team’s tasks in order.

Task Management with MeisterTask

Whether you're managing your next big project or digitalizing task management for your team's daily business, you need to know who’s doing what, when. MeisterTask helps you manage tasks in a beautiful, customizable environment that perfectly adapts to your needs.

Join millions of happy users

Schedule. synchronize. streamline..

MeisterTask's Gantt-style Timeline feature helps project managers drive efficiency and keep their teams aligned. Assign and schedule tasks in calendar view to locate bottlenecks easily and ensure deadlines are kept.

Automations

Let MeisterTask save you time — automate repeating steps in your task management workflow to increase efficiency and consistency.

Time Tracking

Keep productivity high and deadlines in sight with our built-in time tracker. Export data to assist with team calculations and projections.

Recurring Tasks

Performing the same task regularly? Don’t start from scratch each time! Instead, set up a template for a recurring task.

Insights Into Your Team's Productivity

Add a statistics-driven dimension to your project and task management. With insights into productivity, workload and much more, MeisterTask Reports provide a clear overview of project status and help you take action early.

It’s Made for You.

Learn From Successful Teams Worldwide.

Manufacturing

Public Sector

What’s better than task management software that can modernize outdated processes, reduce meetings and cut email traffic? That’s right. A GDPR-compliant tool that does it while keeping team data safe.

Digital transformation in a bank needs patience… and the right tools. MeisterTask helps us turn our vision into reality.

Sebastian Kraft

Head of Organizational Development, Volksbank Raiffeisenbank Würzburg

You’re (probably) not building rockets… so why turn processes into rocket science? If you have a manufacturing team, MeisterTask means high quality, quick turnarounds and reduced operating costs.

It’s a tool for everything. We use MeisterTask for projects, Monday meetings, shop floor management and much more.

Torsten Schlegel

Process Coordinator, Ritter Sport

Long meetings. Endless committee discussions. No action. Sounds like your day-to-day work? End the frustration and keep things moving with MeisterTask – the fastest route from to-do to done.

It no longer requires 10 or 12, but only four steps to set up a project and get everybody on board. MeisterTask is our single source of truth when it comes to task management.

Megan Morrissey

911 Specialist, Palm Beach County

Keeping task management simple makes it accessible for everyone. Any team can get their projects and daily business in order. Ready to turn those to-dos into to-dones? Get the MeisterTask effect today.

We call it “The MeisterTask Effect.” The tool gives me back an hour of my time every day.

Holger Lehmann

Head of Consulting, processline

Protecting Your Intellectual Property

At Meister, we take privacy and security for task management seriously. MeisterTask is a Trusted Cloud certified service and fully EU-GDPR compliant. All our apps are hosted in the European Union in ISO 27001 certified data centers in Frankfurt, Germany. Other top-level security features include standard 256-bit SSL encryption, two-factor authentication and granular in-app permissions.

Our Mobile Apps

Download our native apps to manage projects and tasks wherever you are. MeisterTask on mobile supports real-time collaboration, offline functionality and more.

Task Management Software for an Agile Future

Productive. Efficient. On time. Task management software helps you guide tasks effortlessly from to-do, to doing, to done. Bring order to your team’s daily business and create future-proof workflows with MeisterTask.

Going agile is a big step for your team – you need the perfect task management software for the job. MeisterTask has the features and the flexibility to support rapid, customer-focused workflows for your team. Take control of project cost, time and scope with MeisterTask.

Can’t find a task management software that enables your team to work just as well remotely as in the office? With MeisterTask, you'll ensure workflows are seamless and productivity stays high: whatever your team does, wherever they do it.

Inefficient team collaboration and email overload can destroy your team’s productivity and cost you money… but they don’t have to. Digital task management software helps align your team and boost transparency. Get more done with MeisterTask!

Your Questions, Answered.

Task management.

Task management is the structured, digitalized processing of tasks using a dedicated software. MeisterTask is an excellent example, but many others do exist.

Task Management Software?

Task management software can help you visualize what needs to be done, when. It shows you who is responsible for a task, when it is due, and much more.

Kanban boards are visualizations of projects and feature in many task management tools. Tasks begin on the left of the board and move towards the right as they are worked on.

Waterfall/Agile Project Management?

The two most popular project management methodologies. Waterfall is the traditional, linear way of managing tasks, while agile tools like MeisterTask use a more flexible iterative approach.

The Reason You Need Task Management Software?

Online task management software helps you work efficiently and consistently. Long term, you and your team will be able to get more done and improve your standard of work.

The Key Benefit of MeisterTask?

Everyone uses task management software differently. We find that our users enjoy better organization, smoother collaboration and improved communication with MeisterTask.

Get Productive. Get MeisterTask.

How to Create a Task Tracker in Excel: Free Template

Checking tasks off your to-do list feels pretty awesome, right? If only everything in life gave you that instant sense of accomplishment!

A task list earns its keep by helping you schedule, assign, and track all the work that needs to be done for a project. You can also use it to give stakeholders and team members at-a-glance updates on project progress.

With our free Excel task checklist template, you can keep up with all the to-dos you need to knock out—whether you’re focused on an important work assignment or just want to finish up a few projects around the house. We’ve done all the hard work so you can have all the fun marking things done.

Ready to get started? We’ll show you just how easy it is to take your task list from to-do to ta-da! Here’s what we'll cover:

How to create a task tracker in Excel

How to customize your task list template, how to create an online task tracker in teamgantt.

Let’s start with a simple tutorial on how to keep track of tasks at work using Excel.

1. Download our free Excel task tracker template

At TeamGantt, we know how important it is to ensure projects get done on time and on budget. That's why we created this Excel task list template to make tracking project progress a breeze.

Make this task tracker template your own by adding to-do list items and tasks, assigning task owners, and tracking task status, budgets, and costs.

Download your free Excel task tracker template

2. Add to-do list items and tasks

First, find the T ask Name column on your worksheet, and enter a descriptive name for each task you want to track for a particular day of the week.

3. Indicate the status of each task

This sample to-do list template features four different status options—with icons as easy visual cues—so you can see where each task is at a glance: Not Started , In Progress , Complete , and On Hold .

To assign a status to a task, click on the status dropdown menu in that task’s row, and choose the status that applies to the task you’re working on.

4. Set task due dates

Set clear expectations for your team by entering the deadline for each task in the Due Date column.

5. Assign task owners

Start by specifying which team or department will carry out the work using the Task Type column. Then pair each task with its rightful owner by entering the team member’s name into the Assigned to column.

6. Include task budgets and costs

Use the Hours Budgeted column to let team members know how much time has been budgeted for each task.  

‍Once a task is complete, log the time spent on it in the Actual Hours column.

Tracking daily and monthly tasks in Excel

We’ve designed this task tracker template to track your weekly to-do list. But you can create additional task lists for monitoring daily and monthly to-dos.

Click Insert > Sheet > Blank Sheet to add a new worksheet. Then give each row and column a header label, and use the formatting tools to design your own daily or monthly task tracker.

Once you’ve got the basics squared away, feel free to customize your Excel task list template to ensure it fits your project needs. You can add a title, switch up the colors, add or delete new rows and columns, or even dress your to-do list up with your company logo.

Adding titles

We’ve titled this checklist template “Weekly Task List.” As exciting as that moniker may be, we bet you’ll want to give your to-do checklist your own snazzy (and specific) name.

1. To add or edit the title of your project task list template, double-click your cursor into cell A-2.

2. Enter a new title for your task list. Feel free to include the project name and date range in your title so there’s no doubt what this task tracker covers.

3. Format the header text using the same formatting tools you’d use to format any other text in the worksheet.

Changing colors

Want to apply your own brand colors to your task list? Or make it easy to tell Tom’s tasks from Bill’s? No problem!

1. Click to highlight the cell, row, or column you want to change.

2. Go to Format > Cells , and select the Fill tab.

3. Click on the Background Color dropdown, and choose the new color you want to apply to the cell, row or column you’ve highlighted.

Adding rows/columns

We’ve outlined a few basic to-do list categories to get you started. But there may be other details you need to track along the way. For example, you might want to add a priority column. Or maybe your Monday has a lot more to-dos than the other days of the week.

1. To insert a new row, click Insert > Rows . A new row will be added above the one you currently have selected, using the same formulas and formatting of the row above.

2. To insert a new column, go to Insert > Columns . A new column will be added to the left of the one you currently have selected, using the same formulas and formatting of the column to the left.

Removing rows/columns

We may have included details you simply don’t need to track. That’s okay! Deleting extra info won’t hurt our feelings a bit.

1. To delete an existing row, click on the row you want to remove. Go to Edit > Delete , and choose Entire Row .

2. To delete an existing column, click on the column you want to remove. Go to Edit > Delete , and choose Entire Column .

Adding a company logo

Want to give your project task list template some more flair? Add your company logo to the worksheet.

1. Right-click on the TeamGantt logo/header image in row 1, and select Change Picture .

2. Choose the image file you want to add to the worksheet, and click the Insert button.

Printing the to-do list template

By the time you finish customizing your to-do list template, it’ll be so pretty you just might want to print it out and pin it to the wall—and we don’t blame you.

1. First, let’s set the print area. Simply click and drag your cursor to highlight all the cells you want to print out. Then go to File > Print Area > Set Print Area.

2. If you want to adjust the scale of the checklist to fit on a single page, click on the Page Layout tab. Then go to Margins > Custom Margins and select the Page tab.

3. Once you’ve set the print area and adjusted the scale of your checklist, you’re ready to send your task list to the printer. Click File > Print.

Additional resources

• Project management template library : Use these simple templates in any industry to plan and manage projects, identify and mitigate risk, and communicate effectively at every project step.
• ‍ Gantt chart Excel template : Save time organizing your project plan with our premade Excel gantt chart template! Simply plug in your tasks and dates, and you'll have a presentation-quality Excel gantt chart.

Want to take the tedium out of task lists? Give TeamGantt’s online gantt chart software a try , and create a customized task tracker in minutes.

With TeamGantt, it’s easy to collaborate on work and streamline workflows. Here are just a few of the handy features you—and your team—will have at your fingertips:

• Drag-and-drop simplicity
• Reusable project plan templates
• Project dependencies
• File storage
• Time tracking
• Resource management
• Planned vs. actual timelines

And because TeamGantt is all online, everyone on the team can update tasks in real-time. No more juggling a million different spreadsheets or scrambling to capture last-minute updates before a big meeting!

Sign up for your free account and get started. (No strings attached, we promise!) Once you’re in, here’s a sneak peek at just how easy it is to create and manage task lists in TeamGantt.

Setting up your task list project

Before you can set up tasks, you’ll need to answer a few quick onboarding questions and then create a new project.

1. Start by entering a descriptive name for your project on the project setup page. We called our example project “Weekly Task List.”

2. Then, choose a new Start Date , if you want your list to begin on a day other than today.

3. Next, decide whether you want to start from scratch with a blank project or choose a template from our handy library of pre-built options . To make things super easy for you, we created a Weekly Task List template .

Simply click on the Preview templates icon, expand the Admin & Personal category, and select Weekly Task List to preview the template. If you’d like to use it, select Use Template in the bottom right corner of the window.

4. If not, feel free to choose a different template option or click anywhere outside of the preview window to return to the Create a new project page.

5. Next, select which days of the week you want to assign and track work for this project. The default is Monday through Friday, but you can choose any configuration of days that make sense for your work schedule.

6. Finally, select Create new project to save your changes and get to work.

Adding and editing task lists

Now that you have a project, it’s time to set up your task list! We chose the Weekly Task List template for our example, which gives us a labeled task group for each day of the week.

1. Simply click on each task group field, if you want to rename it.

2. If you need to add more task groups, click +Group of Tasks , and enter the name of your new task group in the blank field that appears below.

3. To add a new task, click +Task and enter a name in the blank that appears below. Then, use the drag-and-drop features to adjust the timelines for each task .

4. To delete a task, hover over it and select the trashcan icon that appears to the right of the task name.

Assigning team members

To invite other users to your project, select the People tab in the top navigation bar of your project. Then, select Invite People to add new users by name and email address.

Once a user has been added to your project, designate them to a task by clicking assign in the Assigned column and selecting the checkbox next to their name.

Here’s an in-depth tutorial on how to invite users and assign them to tasks .

Creating dependencies

Dependencies enable you to control the order of tasks in your project. If one task has to wait for another to get done before it can begin, the dependency will account for that. For example, a designer may not be able to design a landing page until the content’s been written.

1. To add a dependency, click on the gray dot to the right of the first task in the gantt chart.

2. Then drag the dependency line to connect it to the dependent task below.

Changing task colors

To change the color of a task, hover over the task, and choose a new color by clicking on the colored square that appears to the right of the task.

Ready to discover just how easy and fast task tracking can be?

This is just a preview of all the fun you can have with task lists on TeamGantt—but there’s so much more to see!

Sign up for your free TeamGantt account today to learn all about the project management possibilities you could have at your fingertips.

How to Create a Task Tracker in Excel (Download Free Template)

Step 1 – Making a Dataset for a Task Tracker in Excel

• Insert the following headers in the dataset.

• Select cell B5 and go to Home.
• Select Conditional Formatting from the Styles tab and choose New Rule from the drop-down list.

• In the New Formatting Rule box, select Format only cells that contain in the Select a Rule Type.
• Select Cell value as not equal to and select a blank cell for the value.
• Click on Format .

• Go to the Border tab on the Format Cells box and select the Outline border.

• Click on OK in both boxes.
• Go to the Home tab with the formatted cell selected and select Format Painter .

• Select an area where you want to keep the dataset.
• Let’s name the spreadsheet AllTaskList . Create a new one with the name Tables .
• Create different values for categories, urgencies, importance, and the status here.

• Go back to the AllTaskList sheet and select cell D5 .
• Go to the Data tab and select Data Validation from the Data Tools  group.

• The Data Validation box will pop up. Go to the Settings tab and select List under Allow .

• Select the Source field and then select the different values from the Tables.

• Click on OK in the Data Validation
• A list box will be added with the categories in the selected cell. Select the appropriate category for it.

• Add list boxes under the other columns with the help of the other sheet.
• Insert values.

• Fill out all the tasks in the dataset. The formats will be automatically added if you copy the lists created by Data Validation for the next rows.

• Select columns B:G, and in the name box, write the name of the dataset, We put Tasklist .

Read More:   How to Create a Daily Task Sheet in Excel

Step 2 – Creating a New Sheet to Track Pending Tasks from the Dataset

• Create a new spreadsheet and name it Pending Tasks .
• Copy over the headers from the first sheet.

• Select cell B5 and insert the following formula.

=FILTER(Tasklist,(AllTaskList!B:B<>0)*(AllTaskList!G:G="Not Done"))

• Press Enter on your keyboard.

• Generally, the list will be sorted as a serial number.
• For a sort by category, use the following formula in cell B5 instead.

=SORT(FILTER(Tasklist,(AllTaskList!B:B<>0)*(AllTaskList!G:G="Not Done")),3)

Breakdown of the Formula

=FILTER(Tasklist,(AllTaskList!B:B<>0)*(AllTaskList!G:G=”Not Done”))

AllTaskList!B:B<>0 is a formula to express a condition and returns a boolean value.

Similarly, AllTaskList!G:G=”Not Done” is a condition and returns a boolean value.

FILTER(Tasklist,(AllTaskList!B:B<>0)*(AllTaskList!G:G=”Not Done”)) returns all the row values where both the above conditions were TRUE.

Read More: How to Create a Progress Tracker in Excel

Step 3 – Creating Pending Tasks Using Different Parameters

• Create a new sheet and create all the headers in it. Name the sheet Pending Tasks by Category .

• Select cell D4 and go to the Data tab.
• Under the Data Tools group, select Data Validation .

• In the Data Validation box, select List under Allow in the Settings  tab.

• Select different category values from the Tables sheet and press Enter .
• Click on OK .
• Select a category from it.
• Select cell B7 and insert the following formula.

=FILTER(Tasklist,(AllTaskList!G:G="Not Done")*(AllTaskList!D:D='Pending Tasks by Categroy'!D4))

• Press Enter . You will see all the values with the category you have selected.

• You can change the category in cell D4 to see the pending tasks of other categories.

• Similarly, you can create pending tasks by urgency and importance.

Read More:  How to Create Real Time Tracker in Excel

Step 4 – Building the Task Details List

• Create a new spreadsheet and name it Task Details .
• Insert the fields of a task in a column and format them.

• Enter a serial number in cell C4 .
• Go to cell C6 and use:

• Go to cell C7 and insert the following formula, then press Enter .

=VLOOKUP($C$4,Tasklist,2)

• Go to cell C8 and apply the following formula:

=VLOOKUP($C$4,Tasklist,3)

• Go to cell C9 and apply the following formula:

=VLOOKUP($C$4,Tasklist,4)

• Go to cell C10 and apply the following formula:

=VLOOKUP($C$4,Tasklist,5)

• Go to cell C11,  then apply the following formula:

=IF(VLOOKUP($C$4,Tasklist,6)="Done","Completed","Work in Progress")

• You can see the task details from the spreadsheet.

• If you change the serial number in cell C4 , you can see the particulars of that specific task.

=IF(VLOOKUP($C$4,Tasklist,6)=”Done”,”Completed”,”Work in Progress”)

VLOOKUP($C$4,Tasklist,6) looks for the value in cell C4 in the 6th column of the original dataset named “Tasklist” .

=IF(VLOOKUP($C$4,Tasklist,6)=”Done”,”Completed”,”Work in Progress”) checks if the value that came up is “Done”. If it is the value, then it prints “Completed”, otherwise goes for the value “Work in Progress”.

Step 5 – Generating a Dynamic Report on the Task Tracker

• Create a new spreadsheet and name it Summary .
• Create a dataset to separate complete and incomplete tasks for different categories.

• Go the cell C5 in the spreadsheet and insert the following formula, then press Enter .

=COUNTIFS(AllTaskList!$D:$D,Summary!$B5,AllTaskList!$G:$G,C$4)

• Select the cell again.
• Click and drag the fill handle icon down to fill up the formula for the rest of the categories.

• Click and drag the fill handle icon to the right to fill up the cells of the next column with the same formula.

• Use the following formula in cell E5 .

=SUM(C5:D5)

• Select the cell again and click and drag the fill handle icon down to the end of the column.

• Find the total tasks done and not done in cells C9 and D9 .

• After some formatting, the final summary will look like this.

• Select the range B5:E9 and go to Insert.
• Select Recommended Chart .

• The Insert Chart box will open. Go to the All Charts tab in it.
• Select your preferred chart. We are using a column chart for the demonstration, so select Column from the left and choose the chart from the right as shown in the picture below.

• Click on OK . The column chart will pop up.

• Click on the Chart and you’ll get the Design tab on the ribbon, where you can apply formatting and modifications.

• Select the category column and the “Done” column in the dataset.

• Go to the Insert tab and select Recommended Chart.
• Go to the All Charts tab and select Pie from the left side of the box.
• Select the type of the pie chart you want from the right.

• Click on OK and you will get a pie chart on top of the spreadsheet. If you change the chart style, it will look something like this.

• Follow the same procedure after selecting the “Category” column and the “Not Done” column and get a pie chart for the incomplete tasks.

• Rearrange the charts inside the dataset.

Download the Template

Task Tracker Template.xlsx

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[Require your URGENT help.]

When I open this Task tracker template after downloading, it shows an _xlfn. prefix, which is displayed in front of certain formulas (‘SORT’ and ‘FILTER’) in every sheet where they were used.

I am using MS Office Home and student 2016 licensed version. I found that this error occurs when these formulas are not available, in my Office version and also in many other versions.

Therefore, I kindly request the team to create and send me the new task tracker template which resolves this formula issue in my MS Office version. I would be earnestly waiting for your assistance.

Regards, Ashish

Greetings ASHISH PANT , I appreciate you asking this question. We use the Microsoft Office 365 version here. In order to resolve your problem, you need to open the Excel workbook in Microsoft Office 365 version.

Regards ExcelDemy

This is a great tutorial! I’ve been wanting to create a task tracker for a while, and this is the perfect guide. Thanks!

Hello, Instast!

Thanks for your appreciation. To get more helpful content stay in touch with ExcelDemy.

This is really amazing! Why not add a timestamp at a new column, at the very end of every table. This will help tracking the latest updates.

Thank you very much!

Hi Nawaf, thanks for the appreciation!

We focused more on the checklist side of the task tracker- whether or not the task is done or yet to be done (or not) was our main focus here. Also, we wanted to rearrange and prioritize our tasks based on a criteria. So we skipped the timestamps in this article. If that is your priority, you can easily do so too by adding an extra column and including it within the dataset too. You can also add an assigned time and current time and compare them to find the status of the task in the main dataset. If you face any problem regarding the timestamps or want to do something particular with them, let us know. We are always here to assist.

how great is the content you have delivered

Hello y2mate ,

Thanks for your appreciation.

Hello Viraltecho ,

You are most welcome.

Loved this post! The step-by-step guide made it easy for me to create a task tracker in Excel. The free template was also super helpful and exactly what I needed. Thanks for sharing!

Hello Mp3 juice ,

You are most welcome. Thanks for your appreciation. Our free templates are ready to use.

When I use the VLOOKUP function within the “Task Detail” sheet, I get a #N/A error. I did make my ‘AllTaskList’ sheet a table, could that be the reason it fails?

Many thanks

Hello Daz C ,

Making AllTaskList sheet a table is not an issue. May be Named Range is not working properly that’s why VLOOKUP is not getting the lookup values.

Please, check the tasklist from Named Manager . Go to Formulas >> from Defined Names >> select Name Manager . Check the Tasklist contains =’AllTaskList (2)’!$B:$G

N.B: You can change your list based on your sheet.

Here, I made the AllTaskList a table to check either it’s a problem or not.

Here VLOOKUP is working perfectly.

I am uploading the updated Excel file, please download it from here: Creating a Task Tracker Using Table.xlsx

Reagards ExcelDemy

Leave a reply Cancel reply

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• Waymaker release 22.4.9, how to do task automation, create taskboard templates, and view taskboard dashboards

by Stuart Leo | Dec 18, 2022

Task automation

Taskboard templates, perpetual templates, taskboard dashboards.

• You may also like...

Get started

Waymaker Taskboards are now even more intelligent & insightful than ever before.

Hitting goals and delivering outcomes is easier than ever with task automation, Taskboard templates, and Taskboard Dashboards.

Task automation enables task users to set a rule on a task to change status based on conditions met.

Taskboard templates allow you to create and save a taskboard of tasks, including task automations, content, and assignment to then apply those tasks into any other taskboard.

Taskboard dashboards allow members to quickly see relevant insights on task execution within that taskboard.

Who doesn’t love the feeling of getting a task list done.

With the introduction of task automation by status, time, and activity, you can now set relationships between tasks to trigger task actions.

Using time-based task automation enables a task to start (move to in-progress) after the completion of a specific number of days.

For example, 30 days after a new team member starts schedule a check-in to make sure the onboarding program is going as planned as you execute your employee experience strategy.

Using status-based task automation enables a task to start when a related task completes.

For example, you are rolling out a new marketing campaign and on concept approval from your line manager you mark this task as complete and the next task in your standard operating process for a marketing campaign moves to in-progress and is assigned to your digital advertising manager.

Using activity-based task automation enables a task to start when a related task’s owner completes all checklist items.

Waymaker tasks include checklists. These are lists on the tasks that are reminders to complete when doing the task. A checklist item might be a step with instructions or even a link to a file to update, or link to another webpage such as a knowledgebase article.

For example, a finance manager is completing an end of month accounting workflow which includes a set of checklist steps to reconcile, journal, and close off accounts. These action items are checklists on the task and when the final checklist item is market complete, the task is automatically marked complete.

If, in the above scenario, there was a status-based task automation on the task that was just completed, then it would action on task completion, creating and assigning the next task to whomever is set as responsible.

As you can see, if you start to apply and connect task automations, the opportunities are endless to execute tasks faster and easier.

Now that you can build intelligent task automation to execute more outcomes, more easily, it makes sense that you’ll want to save your task plan as a template to use again and again by yourself or by others.

That’s why we’ve built Taskboard templates.

Read more on our knowledgebase here: https://waymaker.zendesk.com/hc/en-us/articles/13475748051353-Task-automation

Taskboard templates enable you to save a taskboard as a template and allow yourself or others to apply that template with all its content, checklists, assignments, and automations in to another taskboard.

When saving the existing taskboard to become a template taskboard you will be prompted to name the new taskboard and choose who the members of the template will be.

In fact, you can even customize the background color or image. Choose from our range of inspirational images, or upload your own to give this Taskboard it’s own personality.

Membership to a Taskboard template means that user can see the template in their template library. If you’re the Taskboard owner, you can choose to add members by user, or by team.

There are several useful applications of this.

Project templates

Create a best practice project template and save it as a template for others in your team or the entire company to access and use. The tasks might include detailed descriptions, checklists, links, automations, and assignments to people.

Standard operating processes

Create standard operating processes as task templates and allow users to access the template and deploy to any of their Taskboards.

For example, an annual leave application process. Create the steps to plan, apply, and confirm annual leave. A user can add the template of tasks to their personal task board and action accordingly.

Product launch

Another example could be a product launch. Hit every deadline and set up the product launch goal with your best practice product launch sequence of tasks, task automations, assignments, and pre-written content.

Task templates enable you to make best practice actionable with ease.

Taskboard templates are perpetual. What this means is that any number of taskboard templates can be applied in to a single taskboard any number of times.

Too often (in other software tools) a template is a one-time use. Choose your template and then create your task list, workspace, or board. However, once you’ve done this once, any new task creation must be manual.

Not in Waymaker. Perpetual templates mean you can apply or reapply any template into the same Taskboard as many times as you like!  

How does this help?

Let’s imagine you lead the marketing team. You run a weekly marketing team WIP in Waymaker Meetings to ensure that your team is on track to hit their goals every quarter.

In the Waymaker Meeting type you’ve created you have linked in your marketing team’s Taskboard for collaborative team execution.

At the start of each quarter there is a set of tasks to plan, brief, execute, optimize, and deliver campaigns.

Now, when the next quarter comes around and the next campaign is due, any member can click the template library icon, select the marketing campaign template, and a whole new set of the pre-organized tasks are deployed into the same Taskboard.

Now, with Waymaker Taskboard templates you can deploy best practice tasks, anytime.

In addition, let’s image the marketing team are executing a website rebuild. The team leader clicks on the template library icon, chooses the website build template, and deploys all the tasks (with their content and automations) into the marketing team’s Taskboard.

That’s the power of a perpetual templates. Any template, into any Taskboard, any number of times.

It is likely you’ll want to update templates over time as you continuously improve your execution.

If you need to update a template, simply go to the template library on your Tasks homepage, open the templated Taskboard and make the edits. They are automatically saved and ready for use in the next deployment. In addition, any updates are tracked as system notifications on the Taskboard chat channel ensuring any updates have an audit trail for security.  

Continuous improvement on perpetual templates! That’s performance intelligence!

Of course, now that you and your team are doing even better work, it’s time to share that with your colleagues.

Read more on our knowledgebase here: https://waymaker.zendesk.com/hc/en-us/articles/13487718641817-Task-taskboard-templates

If you or your team are doing important work, it’s important you can see intelligent insights to improve the work.

Our new Taskboard dashboards are accessible as a native, pre-built dashboard on the Taskboard menu.

The native Taskboard dashboard is embedded on the Taskboard menu within the Taskboard you are working within.

If you have access to the Taskboard, you can see the Dashboard.

Click the Dashboard icon and you will instantly see the native dashboard. It looks like this.

Read more on our knowledgebase here: https://waymaker.zendesk.com/hc/en-us/articles/13492424716441-Taskboard-dashboards

In addition to our Taskboard dashboards, users still have access to the Taskboard Gantt Chart feature which will instantly display a timeline of tasks as scheduled by start and end date within the taskboard.

The Gantt Chart is ideal for tacking projects and collaboration.

At Waymaker we exist to help leaders and teams build a better business by connecting business critical data with the person who can effect change.

With task automations, task templates, and task dashboards leaders and their teams are equipped and empowered to achieve more, while doing less.

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Create workflows and automations to automatically update recurring tasks and statuses.

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More powerful than a task list.

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Our project management software helps you keep your budget under control by monitoring resources and costs as they occur. Use our task tracking features to monitor your project progress. Plus, you can easily share your dashboard with stakeholders. Never be caught unaware again.

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