If you’re the unofficial data wrangler on your team, chances are you spend too much time wrangling screenshots or chasing people to look at dashboards. If you’re using Geckoboard, you’ve got an easier way: setting up automated dashboard snapshots that send themselves on a schedule. This guide walks you through how to actually make it work, where things can get tricky, and how to keep it simple.
Why bother automating dashboard snapshots?
Before we get into the how, let’s be honest about the why.
Manual reporting is a pain: Taking screenshots, pasting into emails, or hoping everyone checks a live dashboard... none are reliable. Automating snapshots means nobody has to remember to share or check—they just get the info where they already are.
Not everyone needs real-time: Most teams don’t need to stare at a live dashboard. A daily or weekly snapshot is enough for status updates, and it doesn’t require everyone to log into yet another tool.
Easier for non-users: Some people will never log into Geckoboard. Snapshots mean they still see the data.
So if you want to keep folks in the loop—and save yourself some hassle—automated snapshots are the way to go.
Step 1: Know what Geckoboard’s automated sharing can (and can’t) do
Let’s get clear on what’s possible. Geckoboard offers a few ways to automate dashboard sharing:
- Scheduled email snapshots: Send a static image (PNG) of the dashboard via email to a list of recipients.
- Slack snapshots: Send a snapshot straight into a Slack channel or DM.
- Public dashboard links: Not a snapshot, but you can share a live view via a secret link (not automated, but worth knowing).
What you can’t do (yet):
- No scheduled PDF exports.
- No fine-tuned scheduling (e.g., “every third Thursday”).
- No direct integration with Microsoft Teams or other chat apps out of the box.
- Snapshots are static images—no interactive drill-downs or widgets.
If you need something fancier (like scheduled PDFs, or automated uploads to Google Drive), you’ll need to get creative with third-party tools or APIs. But for most folks, email and Slack snapshots are plenty.
Step 2: Pick the dashboards and audience
Don’t overthink this. Most teams only need a handful of dashboards automated—usually the ones with KPIs, sales, support stats, or project status.
Some honest questions to ask:
- Does this dashboard actually change every day/week? If not, don’t schedule it.
- Who really needs to see it? If someone never looks at your emails, don’t add them.
- Will a static snapshot do, or do they need live data? If it must be interactive, stick with a public link.
Pro tip: Start with the smallest useful group. You can always add more dashboards or people later.
Step 3: Set up scheduled email snapshots
Let’s walk through setting up scheduled email snapshots—the most common option.
1. Open your dashboard in Geckoboard
- Log in and pick the dashboard you want to share.
- Make sure the data looks right. Snapshots show exactly what’s on the screen—if something’s broken, fix it first.
2. Click “Share” > “Schedule email snapshot”
- Look for the “Share” button (usually top right).
- Choose “Schedule email snapshot.” If you don’t see it, check your plan—this feature isn’t on every tier.
3. Set your schedule
- Pick how often: daily, weekly, or monthly.
- Set the time you want the email sent (choose a time that matches your team’s timezone).
- Select the day(s) of the week if you’re going weekly.
Caveat: The time zone is usually based on the dashboard owner or account setting—not always obvious. Double-check if your recipients are in different locations.
4. Add recipients
- Enter email addresses (separated by commas).
- You don’t have to limit it to Geckoboard users—any email will work.
Pro tip: Keep the recipient list tidy. If people start ignoring the snapshots, it defeats the point.
5. Customize the message (optional)
- Add a subject line and a message. Short and to the point works best.
- Don’t rely on the message to explain complicated charts—the snapshot is just a picture.
6. Save and test
- Save the schedule.
- Use the “Send test” option to make sure it looks right.
- Check your spam folder if you don’t see it.
What can go wrong:
- Images get clipped: Very tall dashboards may get chopped off. Test with different layouts.
- Emails get filtered: Some corporate firewalls block images or external emails.
- Out-of-date data: If your data sources update slowly, your snapshot might show old info. Check your data refresh intervals.
Step 4: Set up scheduled Slack snapshots
If your team lives in Slack, this is even easier.
1. Connect Geckoboard to Slack
- Click “Share” > “Send to Slack.”
- Authorize Geckoboard to access your Slack workspace (admin permissions may be needed).
2. Choose your channel or DM
- Pick where you want the snapshot to go.
- You can send to public channels, private channels (if Geckoboard is invited), or direct messages.
3. Set your schedule
- Just like with email: choose daily, weekly, or monthly, and set the time.
4. Customize the message (optional)
- Add a short note if you want context, but keep it brief.
5. Save and test
- Save it, and use the “Send test” button to make sure it lands in the right place.
Heads up:
- Slack images are also static. No interactivity.
- Slack notifications can get noisy. Make sure people actually want these snapshots, or they’ll mute the channel.
Step 5: Manage and edit your scheduled snapshots
You’ll forget what you set up after a month, so here’s how to keep track:
- In Geckoboard, go to “Sharing” or “Scheduled snapshots” (location varies—sometimes under dashboard settings).
- You’ll see a list of all active schedules, including who gets what, and when.
- Edit, pause, or delete as needed.
Pro tip: Review your schedules every quarter. If people aren’t reading them, cut back.
Step 6: Share live dashboards with public links (use sparingly)
Sometimes, you actually want people to see live, interactive dashboards. Here’s what to know:
- You can generate a “public link” for any dashboard. Anyone with the link can view it—no login required.
- But: Public links are effectively public. Don’t use for sensitive info.
- There’s no way to schedule these links to be sent automatically—you’ll have to copy and paste.
What to skip (unless you like headaches)
A few things you can safely ignore—unless you have specific, advanced needs:
- APIs and integrations: Geckoboard does have an API, but scheduling custom snapshots via API is more DIY than most teams need.
- Zapier/Integromat hacks: You can set up automations to do more complex things (like saving snapshots to cloud storage), but it’s rarely worth the fuss unless you’re an automation nerd.
- Custom branding: Snapshot emails are pretty barebones—you can’t really customize the look beyond the subject and message.
If you just want people to see the data, stick with the built-in scheduling features.
Pro tips for making automated snapshots actually useful
- Less is more: Don’t send dashboards just because you can. Focus on the few that matter.
- Keep dashboards tidy: Since snapshots are static, too much info = unreadable images.
- Ask for feedback: If nobody’s looking at your snapshots, change it up. Maybe a weekly summary beats a daily one.
- Watch for broken data: Set a calendar reminder to check dashboards every so often—nobody likes a broken chart in their inbox.
Wrapping up: Keep it simple, iterate as you go
Automating dashboard snapshots in Geckoboard is straightforward once you know the trade-offs. Start small: pick your most important dashboard, set up a schedule, and see how it lands. Don’t go overboard with fancy integrations or huge recipient lists. The best approach? Start simple, get feedback, and adjust as you go. If something’s not working, kill it. Your future self will thank you.