If you run a SaaS company, you’re probably neck-deep in metrics: MRR, churn, signups, NPS, support tickets…the list never ends. Dashboards help you keep score and (if you do it right) keep your team focused on what matters. But picking the right dashboard tool? That’s a rabbit hole.
This guide is for SaaS founders, ops folks, and product leads who want a clear process for comparing Geckoboard with other dashboard software. No sugarcoating, no “one tool to rule them all.” Just a practical way to figure out what actually fits your company.
Let’s get into it.
1. Clarify Why You Need a Dashboard (Seriously)
Before you start comparing features or pricing, nail down what jobs you want your dashboard to do. Sounds basic, but skipping this step is how you end up with a fancy TV in the office that nobody looks at.
Ask yourself:
- Who needs to see the dashboard? Execs? Support? The whole team?
- Is this for real-time monitoring, weekly check-ins, or something else?
- Which KPIs actually move the needle for your SaaS?
Write these down. If you can’t get specific (“show the team our daily signups on a wall TV”), you’re not ready for software shopping yet.
Pro Tip: If you want to motivate teams, focus on actionable, up-to-date metrics—not vanity charts.
2. List Out Your “Must-Have” Integrations
Every dashboard tool brags about integrations, but the devil’s in the details. Some connect to Stripe, but only show a few metrics. Others require a degree in APIs just to see your churn rate.
Make a quick table:
| Service | What you need to show | How often it updates | |-----------------|-------------------------------|---------------------| | Stripe | MRR, churn, active customers | Hourly or real-time | | Intercom | New conversations, response time | Real-time | | Google Sheets | Custom calculations | Daily |
Now, check which tools have native integrations for these services. Native means it works out of the box, not with a bunch of Zapier hacks.
Watch out for:
- Integrations labeled “beta” or “experimental.” They tend to break.
- “Connects to anything via API!”—that’s code for “you’ll be writing scripts.”
3. Compare How Each Tool Handles Visualization (Keep It Simple)
All dashboard tools promise “beautiful, customizable charts.” But most SaaS teams need something clear and quick, not chart art.
Look at:
- Ease of building a dashboard: Can a non-technical person set up a basic KPI board?
- Chart types: Do they support the basics (numbers, line charts, bar charts), or just a sea of options?
- Clarity: Can you actually read the numbers at a glance? No 3D pie charts, please.
Geckoboard’s angle: It’s built for TV dashboards and quick-glance metrics. You get simplicity, but less customization than heavier BI tools.
What to ignore:
- Fancy animations and color themes. They don’t help you ship faster.
4. Check Update Frequency and Real-Time Capabilities
If your dashboard lags by hours, it’s pretty much useless for tracking live KPIs (think support queues or server health).
Ask: - How often does the data refresh? (Some tools are real-time, others update every hour or only on demand.) - Is there a limit on refreshes per day or per widget? - What happens if an integration fails—do you get alerts, or is it crickets?
Geckoboard: Refreshes most sources every few minutes, but some integrations (especially custom ones or Google Sheets) are slower. Good enough for team metrics, not for monitoring server outages.
Other tools: Some BI platforms can do true real-time, but often at a price (and setup headache).
5. Scrutinize Sharing and Display Options
You want your metrics where people actually see them—TVs, Slack, browser tabs, maybe even mobile.
Checklist: - Can you display dashboards on a wall TV without jumping through hoops? - Is there a way to share a live link (public or private)? - Does it support scheduled email or Slack digests?
Geckoboard: Strong suit is TV/dashboard display. Public sharing is easy, but embedding or fine-grained permissions are limited.
Other tools: Power BI and Tableau have more control over sharing and embedding, but setup is much heavier.
Red flag: If sharing requires every viewer to have a paid account, costs spiral fast.
6. Evaluate Setup Time and Learning Curve
A dashboard you can’t set up—or that only your data engineer understands—isn’t helping anyone.
Questions to ask: - How long does it take to build your first dashboard? - Is it drag-and-drop, or do you need to write SQL? - How much ongoing maintenance is required?
Geckoboard: Known for quick setup. You won’t get everything pixel-perfect, but most SaaS teams are up and running in an hour.
Complex BI tools: Powerful, but expect a steeper learning curve. If your team isn’t data-savvy, you’ll spend more time training than tracking KPIs.
Rule of thumb: If you need to ship dashboards this quarter, go simple.
7. Dig Into Pricing (And Watch for Hidden Costs)
Dashboard pricing is all over the place—some charge by user, some by dashboard, some by data source. It’s easy to get nickel-and-dimed.
- How are you billed? (Users, dashboards, integrations, refresh rate?)
- What happens if you add more data sources or users?
- Are there setup or onboarding fees?
Geckoboard: Straightforward monthly pricing, but some features (like advanced sharing) are on higher tiers.
Enterprise tools: Expect to talk to sales and get a surprise quote. If you’re under 50 people, you’ll probably overpay.
Sneaky costs:
- Paying extra for API access or “premium” integrations.
- Being forced to upgrade for basic features (like export or embed).
8. Look at Support and Reliability
Dashboards become critical fast—when something breaks, you want a human to help.
- Is there live chat or email support?
- What’s the typical response time?
- Any history of outages? (Check status pages or search for customer complaints.)
Geckoboard: Generally solid support for SMBs, though not 24/7. Reliable service, but check if your must-have integrations are “officially supported.”
Big BI platforms: Support can be slow unless you buy an enterprise plan.
9. Try Before You Buy—But With a Plan
Most SaaS dashboard tools offer a free trial or demo. Don’t just click around—test your actual use case.
- Set up a dashboard with your real KPIs.
- Invite a teammate and see if they can use it without instructions.
- Try sharing it on your office TV or via Slack.
- Break something on purpose—see how support handles it.
Don’t get dazzled by demo data or sales pitches. If it takes more than a couple hours to get running, move on.
10. Watch Out for These Common Pitfalls
- Over-customizing: You don’t need a dashboard for every metric. Start small.
- Ignoring team feedback: If nobody checks the dashboard, it’s not working.
- Forgetting about data accuracy: Dashboards are only as good as the data they show. Double-check your integrations.
- Getting locked in: Some tools make it hard to export your data or switch later. Ask about this up front.
The Bottom Line: Keep It Simple, Iterate Quickly
The best dashboard for your SaaS company is the one your team actually uses. Don’t chase features you’ll never need, and don’t let a tool dictate your metrics. Start with a lightweight setup, get feedback, and upgrade only when you genuinely outgrow it.
Most teams get value from a tool like Geckoboard for its simplicity and speed. If you need hardcore analytics or deep customization, that’s when it’s worth looking at heavier BI tools. Either way, don’t overthink it—pick something, get your KPIs visible, and keep improving from there.
Good luck. And remember: a dashboard is only useful if it helps you make better decisions, not just prettier charts.