Custom dashboards

Custom dashboards let Global Admins build custom analytics dashboards by simply describing what they want to know. deskbird's AI assistant turns a plain-language question into a ready-to-use dashboard with KPIs, charts and tables based on the company's booking, scheduling and utilization data. No exports, no spreadsheets and no waiting for someone else to build the report. My dashboards is part of deskbird Intelligence and is available to Global Admins on Desks Professional and Desks Enterprise.

1. Before you start
2. Where to find My dashboards
3. Create a dashboard with the assistant
4. Refine a dashboard with the assistant
5. Rename, copy, favorite and delete dashboards
6. Share a dashboard with other Global Admins
7. Available data and widget types
8. Limitations
9. FAQs

1. Before you start

• Role: only Global Admins can open My dashboards. Other admin roles and employees do not see it. See System roles and permissions.
• Plan: the company needs Desks Professional or Desks Enterprise.
• Data scope: the assistant only uses data from the company the Global Admin belongs to.
• Read-only: the assistant can only read and visualize data. It cannot create, cancel or change bookings, change settings, or overwrite any data.
• Presence data: questions about actual, sensor-detected presence can only be answered if the company uses deskbird Dock. See deskbird Dock: Overview & Setup.

2. Where to find My dashboards

1. In the bottom-left corner of the navigation, switch to Intelligence.
2. Click My dashboards.

My dashboards sits next to deskbird's prebuilt analytics pages, such as Office analytics, Workforce analytics and Dock analytics.

The page lists all dashboards available to the Global Admin. Use the tabs above the list to narrow it down:

• All: all own dashboards plus all dashboards shared with Global Admins.
• Yours: dashboards created by the current Global Admin.
• Shared with you: dashboards other Global Admins have shared.
• Favorites: dashboards marked as favorite.

The list shows the dashboard name (Dashboards), its author (Created by) and who can see it (View access). Click a dashboard name to open it.

3. Create a dashboard with the assistant

1. Go to Intelligence > My dashboards.
2. Click Create dashboard. The Assistant panel opens.
3. Type a question about workplace data into the Type a message... field, or select one of the Suggested prompts, for example Show desk usage by office for the last 30 days or Which offices were busiest last month?
4. Send the message.
5. If the question is broad or ambiguous, the assistant asks a follow-up question first instead of guessing. Answer it to continue.
6. Once the request is clear, the assistant decides how many widgets, and which widget types, are needed to answer it and builds the dashboard.

The new dashboard is listed under My dashboards in the Yours tab.

💡 Tip: the more specific the question, the more precise the dashboard. Mention the time range, the offices or floors, the resource type (desks, meeting rooms) and what to measure. For example, instead of Show me bookings, ask Compare desk bookings and no-shows per office for the last 3 months.

The assistant replies in the language the question is written in. Widget texts such as titles, legends and axis labels are created in English by default. To get them in another language, ask the assistant explicitly, for example Show all widget titles in German.

⚠️ Important: the AI assistant can make mistakes. Double-check important figures, for example against the prebuilt analytics pages, before making decisions based on them.

4. Refine a dashboard with the assistant

After the dashboard is created, the conversation with the assistant stays open, so the dashboard can be fine-tuned step by step:

1. Describe the change in the assistant chat, for example:
   • Turn the bar chart into a line chart
   • Only show the Berlin and Munich offices
   • Add the cancellation rate per week
   • Show the same data for meeting rooms
2. Alternatively, follow one of the assistant's suggestions for a deeper analysis.
3. Review the proposed changes to the existing widgets.
4. Approve the changes individually or all at once. The dashboard is only updated after approval.

💡 Tip: to try out bigger changes without touching the original, copy the dashboard first (see Rename, copy, favorite and delete dashboards) and refine the copy.

5. Rename, copy, favorite and delete dashboards

Directly on a dashboard, without the assistant:

• Rename the dashboard: edit the dashboard title.
• Rename a widget: edit the title of an individual widget.
• Remove a widget: delete an individual widget from the dashboard.

From the list in My dashboards, using the icons at the end of each row:

• Favorite (heart icon): marks the dashboard as favorite. It then also appears in the Favorites tab.
• Copy (copy icon): creates a duplicate of the whole dashboard, for example to test changes in a second version.
• Delete (trash icon): removes the dashboard.

All other changes, such as chart types, metrics, filters or adding widgets, are made through the assistant (see Refine a dashboard with the assistant). Widget sizes adjust automatically to the screen and cannot be changed manually.

6. Share a dashboard with other Global Admins

Each dashboard has one of two view access levels:

• Private: only the creator can see the dashboard.
• Global admins: all Global Admins of the company can see the dashboard.

To share a private dashboard, set its view access to Global admins. Other Global Admins then find it in the Shared with you tab, and the View access column shows Global admins.

⚠️ Important: dashboards cannot be shared with specific people, a subset of admins, other admin roles or employees.

7. Available data and widget types

The assistant can answer questions based on the following data:

Desk and meeting room bookings – who books what, when, and how:

• Number of bookings and number of unique people who booked
• Attended bookings (checked in or completed)
• No-shows released automatically by the check-in policy
• Cancellation rate (cancelled by users or released automatically)
• Average booking lead time (days booked in advance) and average booking duration

Example questions: How many bookings did we have last month?, What is our no-show rate?, What is the average booking lead time for meeting rooms?, Who are our top desk bookers?

Utilization – capacity, occupancy and space optimization per office, floor or desk:

• Utilization: share of available office hours that were booked
• Number of active desks and rooms, and how many of them were booked at least once or never booked
• Share of office days on which a resource was booked at least once

Example questions: Which office has the highest desk utilization?, What percentage of our desks are never booked?, How does desk utilization compare across floors?

Scheduling – planned attendance and hybrid work patterns, independent of whether a booking was made:

• Number of people planning their week
• Planned days (half-day plans count as half a day)
• Office days planned with a desk booking and office days planned without one

Example questions: How many people planned to work from home vs. the office last week?, Which days are most popular for office days?, How many employees planned an office day without booking a desk?

Presence detected by deskbird Dock – only for companies using deskbird Dock:

• Average and peak number of devices detected in the office at the same time
• Occupancy as a share of total desk capacity, and occupancy of desks with presence detection
• Desks with presence detection that registered no activity at all
• Average time a device was continuously docked in the office

Example questions: What is our peak hourly occupancy on Wednesdays?, Which desks with presence detection are never used?, How long do people typically stay docked at their desks?

Depending on the question, the assistant uses these widget types:

• KPI tiles and KPI rows
• Bar charts and stacked bar charts
• Line charts
• Ranked lists
• Tables and tree tables
• Heatmaps

8. Limitations

• No export: dashboards cannot be exported as CSV, XLSX or PDF. For raw data exports, see Exports.
• Sharing: only private or all Global Admins. No sharing with specific people or employees.
• Metrics: the assistant works with deskbird's standard metrics listed above. Custom calculations beyond these metrics are not supported.
• No interactive filters: dashboards do not have filter controls. To change filters, ask the assistant.
• Manual editing: limited to renaming the dashboard, renaming widgets and removing widgets. Widgets cannot be resized manually.
• Approvals: every change proposed by the assistant must be approved before it is applied.
• Person-level data: depending on the question, dashboards can show data on individual people (for example top bookers). There is no anonymized or aggregate-only mode. Check internal data protection requirements, such as works council agreements, before using or sharing such dashboards.

9. FAQs