If you’re running a community, managing learning programs, or just need to keep your team in the loop, you’ve probably wished the reporting in your tools was more helpful. Out-of-the-box dashboards are usually fine for a quick status check, but if you want to actually answer real questions (“Which events actually drive signups?” or “Who’s dropping off after onboarding?”), you’re going to need something custom.
This guide is for anyone using Gradual who wants to build dashboards that tell you what’s really going on—not just what the default reports want you to see. I’ll walk you through the process, call out what’s actually worth your energy, and help you avoid getting lost in a sea of metrics.
Step 1: Get Clear On What You Need To Track
Before you start clicking around, pause. Ask yourself: What questions do I actually need answers to? This sounds obvious, but it’s the most common place people get stuck. Gradual gives you tons of reporting options, but more data isn’t always more insight.
- Start with use cases. Are you tracking event attendance, course completions, community engagement, or something else?
- Decide who the dashboard is for. Is this for your own reference, your boss, or the wider team?
- Nail down the “must-haves.” What absolutely needs to be on this dashboard? (Don’t let “it might be nice to have” clog things up.)
Pro tip: If you can’t write your questions in plain English (“Which members haven’t completed onboarding?”), you’re probably not ready to build the dashboard.
Step 2: Find Your Data — What Gradual Actually Tracks
Gradual tracks a lot, but not everything. Save yourself some frustration by getting familiar with what’s there—and what isn’t.
- Core data types: Users, events, courses, engagement (posts, comments, likes), and badges.
- Custom fields: If you’ve set up custom attributes for users or events, those show up too.
- Timeframes: Most data can be filtered by date (last 7 days, month, custom range).
- What’s missing: Gradual doesn’t have deep integrations with external CRMs or email tools out of the box. If you need data from outside Gradual, you’ll have to export and mash it up elsewhere.
Don’t waste time hunting for data that isn’t there. If you realize something critical is missing, check your plan’s features or ask support—sometimes things are hidden behind permissions.
Step 3: Start Building — Create a New Dashboard
Here’s how to get your custom dashboard going:
- Go to the “Reports” section. You’ll find this in the left-hand sidebar.
- Click “Create Dashboard.” (The button might be labeled “New Dashboard” depending on your version.)
- Name your dashboard. Be specific. “Monthly Event Insights” beats “Dashboard 1.”
- Set sharing options. Decide if this is private, shared with certain team members, or public to everyone with access.
You get a blank slate—don’t panic. Gradual lets you add widgets (charts, tables, counts, etc.) one by one.
Step 4: Add and Configure Widgets
Widgets are the building blocks of your dashboard. Each one is a visual or data table pulling from a specific part of Gradual.
- Click “Add Widget.”
- Pick your widget type:
- Chart (Bar/Line/Pie): Good for trends over time or breakdowns.
- Table: Useful for details—think user lists or activity logs.
- Single Metric (“KPI”): Just want the number? Use this for quick stats.
- Choose your data source. This is where you pick users, events, courses, etc.
- Set your filters. Narrow down by date, tag, user group, or custom field.
- Configure display options.
- Rename widgets so they’re crystal clear (“Active Members This Month,” not “Widget 3”).
- Choose colors or chart styles if you care (honestly, don’t overthink this).
- Preview before saving. Make sure the widget shows you what you expect.
Pro tip: Start with three widgets max. It’s tempting to cram in every stat, but nobody actually reads dashboards with 12 tiny charts. Focus on what moves the needle.
Step 5: Arrange, Edit, and Clean Up
Once you’ve added a few widgets:
- Drag and drop to reorder. Put the most important stuff at the top left.
- Resize widgets. Make key numbers bigger—hide the noise.
- Edit or remove anything confusing. If you added something “just in case,” delete it. You can always add it back later.
Keep it simple. If your dashboard needs a legend to explain what each chart is, it’s probably too complicated.
Step 6: Share and Automate (If You Need To)
Dashboards aren’t much use if nobody sees them. Gradual lets you:
- Share via link: Copy a direct link to your dashboard to send to teammates.
- Set permissions: Limit who can view or edit.
- Schedule email reports: Some plans let you send snapshots on a schedule (weekly, monthly). This is handy for execs who won’t log in.
What doesn’t work: Don’t expect real-time alerting or fancy mobile views. Gradual’s dashboards are best for regular check-ins, not urgent monitoring.
Step 7: Iterate Based On Feedback
This is the step most people skip. Show your dashboard to someone else and ask, “Is this helpful? What’s missing? What’s useless?” You’ll almost always get suggestions you wouldn’t have thought of.
- Update widget filters or add new ones.
- Remove anything nobody looks at after a week.
- Keep a log of changes if your team relies on the dashboard.
Don’t treat your dashboard as “done.” It’s a living thing—tweak it as your needs change.
What Works, What Doesn’t, and What to Ignore
What works: - Gradual’s dashboards are solid for tracking engagement, event attendance, and basic user stats. - It’s easy to build and share something useful in an hour or less.
What doesn’t: - If you want advanced calculations, blending data from multiple sources, or custom scripting, you’ll hit the platform’s limits. - Exporting to Excel/Sheets is possible, but not automated. If you need heavy custom analysis, plan on some manual work.
What to ignore: - Don’t get sucked into visual “flair.” Pie charts look nice, but if a number works, use a number. - Don’t try to replace your BI tool with Gradual. Use it for what it’s good at: everyday reporting for your community or learning programs.
Final Thoughts: Keep It Simple, Iterate Often
Custom dashboards in Gradual are a great way to see what’s working and where your efforts are falling flat. But here’s the truth: most dashboards end up bloated and ignored. Start small, stick to questions that matter, and don’t be afraid to cut what isn’t useful. You’ll save yourself (and everyone else) a lot of headaches.
Remember, a dashboard isn’t a trophy. It’s a tool. Build it, use it, and tweak it as you go. Good luck!