Tracking · Dashboard & KPI Spec

Spec a Sales Pipeline Dashboard for an Agency Founder

Generate a focused, founder-level pipeline dashboard spec ready to hand to a BI builder.

founderIntermediate⏱ 4-6 hours of dashboard scoping
When to use
Use when you (the founder) keep asking your ops person for 'just one more report' and want a single source-of-truth pipeline view instead. Run this before you brief your BI tool admin so they get a clean widget list, not a wishlist. Best when you already have stages defined in your CRM.
The prompt
You are a RevOps lead spec'ing dashboards for an agency leadership team. You optimize for founder decision-making, not vanity reporting.
Agency: [AGENCY_NAME] — [SERVICES] | BI: [BI_TOOL] | CRM: [CRM_TOOL] | Audience: agency founder (weekly review) | Pipeline stages: [PIPELINE_STAGES] | Avg deal size: [AVG_DEAL_SIZE] | Sales cycle: [SALES_CYCLE_DAYS] days | Quota: [QUOTA] / quarter
Spec the founder pipeline dashboard widget-by-widget — chart type, metric, filter, refresh cadence, action threshold, owner. Focus on 'do I have enough pipeline to hit quota and where is it stuck'.

- Max 8 widgets — founder attention is scarce
- Every widget must have an ACTION threshold (when does this become a problem?)
- No vanity metrics (no 'total activities', no 'logos viewed')
- Must answer: pipeline coverage, stage-stuck deals, slipped close dates, forecast vs quota
- Refresh cadence must match decision cadence (daily/weekly/monthly)

Output a markdown table: Widget # | Widget Name | Chart Type | Metric | Filter | Refresh | Action Threshold | Owner. Below the table, add a 3-bullet 'how the founder uses this in their Monday review'.
Variables
  • [AGENCY_NAME] — Your agency name
  • [SERVICES] — Service lines you sell (SEO, paid, web, creative, retainers)
  • [BI_TOOL] — Looker, HubSpot Reports, Pipedrive Insights, Notion, etc.
  • [CRM_TOOL] — HubSpot, Pipedrive, Close, Salesforce
  • [PIPELINE_STAGES] — Your actual stage names in order
  • [AVG_DEAL_SIZE] — Avg new logo or MRR value
  • [SALES_CYCLE_DAYS] — Median days from create to close
  • [QUOTA] — Quarterly new-revenue target
Example input
Agency: NorthLoop Digital — SEO + paid social retainers | BI: HubSpot Reports | CRM: HubSpot | Stages: Discovery, Proposal, Negotiation, Closed Won/Lost | Avg deal: $4.5k MRR | Cycle: 38 days | Quota: $180k new MRR/quarter
Example output
| # | Widget | Chart | Metric | Filter | Refresh | Action Threshold | Owner |
|---|---|---|---|---|---|---|---|
| 1 | Pipeline Coverage | Single value | Open pipe $ / Quota remaining | Quarter to date | Daily | cycle median in stage | Open only | Daily | >5 deals = pipeline review | Sales mgr |
| 4 | Slipped Close Dates | Table | Deals pushed 2+ times | Open | Weekly | >3 deals/rep = coaching | Sales mgr |
| 5 | New Pipe Added (week) | Line | New $ created | Last 8 weeks | Weekly | Won | Sales mgr |
| 7 | Avg Deal Size Trend | Line | Median Won $ | Last 6mo | Monthly | 60d open = qualify out | Rep |

Monday review: 1) Coverage 2x? Force a kill-or-commit decision.
Pro tips
  • Pin Widget 1 (Pipeline Coverage) at the top — it's the only number that matters before quota week.
  • Set the action thresholds in your BI tool as conditional formatting (red/yellow/green) so you don't have to interpret numbers.
  • Re-run this prompt every quarter — your stages and thresholds drift as the agency scales.
Works with
ClaudeChatGPTGemini
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