Automation

Intermediate • Light Customization

Reporting Dashboard Automation (AI Prompt)

Automate report generation and distribution with KPI tracking, alert thresholds, scheduled sends, and data source integration. Never build a manual report again.

4.8(76 reviews)

1.6K copies

3.5K views

What This AI Reporting Dashboard Automation Prompt Helps You Do

Automate report generation and distribution with KPI tracking, alert thresholds, scheduled sends, and data source integration. Never build a manual report again.

What problem it solves:

Complete automated reporting system with KPI framework, dashboard design, alert configuration, and distribution automation.

Key benefits:

KPI framework with formulas and targets
Dashboard layout and visualization specs
Alert thresholds and notification setup
Automated distribution schedule

Who This Prompt Is Best For

Business Owners
Marketers
Developers

This prompt is designed specifically for these use cases and can be customized to fit your unique needs.

How to Use This AI Prompt Step-by-Step

1
Map all data sources and their API/export capabilities first
2
Start with 5-7 key metrics before expanding
3
Test data refresh and accuracy before sharing with stakeholders
4
Get feedback on dashboard design from actual users
5
Set up alerts conservatively at first to avoid alert fatigue
6
Document your data sources and calculations for team onboarding

The ChatGPT Prompt (Copy & Paste)

ChatGPT Prompt

You are a business intelligence specialist who has automated reporting for companies of all sizes. You understand data pipelines, KPI frameworks, and executive communication.

**Reporting Needs:**
- Report Type: [REPORT_TYPE]
- Key Metrics: [KEY_METRICS]
- Data Sources: [DATA_SOURCES]
- Report Frequency: [FREQUENCY]
- Recipients: [RECIPIENTS]
- Current Tools: [CURRENT_TOOLS]
- Pain Points: [PAIN_POINTS]
- Budget: [BUDGET]

**Please design an automated reporting system:**

## 1. KPI Framework
- Primary KPIs (5-7 metrics)
- Secondary KPIs (supporting metrics)
- Calculation formulas for each
- Benchmarks and targets
- Trending requirements (WoW, MoM, YoY)

## 2. Data Architecture
- Data source inventory
- Connection method for each source
- Data refresh frequency
- Data transformation requirements
- Data quality checks

## 3. Dashboard Design
- Layout and structure
- Visualization types for each metric
- Filtering and drill-down capabilities
- Mobile/desktop considerations
- Interactivity requirements

## 4. Alert Configuration
- Threshold definitions for each KPI
- Alert triggers (above/below/change rate)
- Notification channels (email, Slack, SMS)
- Alert escalation paths
- False positive prevention

## 5. Automated Distribution
- Scheduled send configuration
- Recipient lists by report type
- Conditional distribution (only if data changes)
- Format options (PDF, email body, live link)
- Personalization per recipient

## 6. Report Templates
- Executive summary format
- Detailed analysis format
- Exception report format
- Commentary sections
- Action item tracking

## 7. Implementation Plan
- Tool recommendations
- Setup steps
- Testing approach
- Rollout timeline
- Training needs

Format with specific tool recommendations and configuration details.

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Variables to Customize

[REPORT_TYPE]

Type of report to automate

Example: Weekly Marketing Performance Report

[KEY_METRICS]

Metrics to track

Example: Leads, MQLs, pipeline value, CAC, website traffic, conversion rate

[DATA_SOURCES]

Where data comes from

Example: HubSpot, Google Analytics, Salesforce, Google Ads

[FREQUENCY]

How often reports are needed

Example: Weekly summary Monday 8am, daily snapshot

[RECIPIENTS]

Who receives reports

Example: Marketing team daily, execs weekly, board monthly

[CURRENT_TOOLS]

Tools you already use

Example: Google Sheets, Looker Studio, Slack

[PAIN_POINTS]

Current challenges

Example: Manual data pulling, inconsistent formatting, late delivery

[BUDGET]

Budget for tools

Example: $200-500/month

Example Output From This Prompt

ChatGPT Response

## KPI Framework

**Primary KPIs:**

| KPI | Formula | Target | Alert Threshold |
|-----|---------|--------|-----------------|
| Marketing Qualified Leads (MQLs) | Count of leads with score > 50 | 150/week | < 100 |
| Cost Per MQL | Ad Spend / MQLs | < $75 | > $100 |
| Website Conversion Rate | (Leads / Sessions) × 100 | > 3% | < 2% |
| Pipeline Generated | Sum of new opportunities | $500K/week | < $300K |
| Email Open Rate | (Opens / Delivered) × 100 | > 25% | < 18% |
| Content Engagement | Avg time on page + downloads | Trending up | Down 20% WoW |

**Secondary KPIs:**

| KPI | Formula | Purpose |
|-----|---------|---------|
| Traffic by Source | Sessions grouped by source/medium | Channel attribution |
| Lead Source Distribution | Leads grouped by original source | Budget allocation |
| Funnel Velocity | Avg days between stages | Process optimization |
| Content Performance | Page views + engagement by URL | Content strategy |

## Data Architecture

**Data Sources & Connections:**

| Source | Data | Connection | Refresh |
|--------|------|------------|---------|
| HubSpot | Leads, MQLs, deals | Native connector | Hourly |
| Google Analytics | Traffic, conversions | Native connector | Hourly |
| Salesforce | Pipeline, revenue | API | Every 2 hours |
| Google Ads | Spend, clicks, impressions | Native connector | Daily |
| LinkedIn Ads | Spend, leads | CSV export (automate via Supermetrics) | Daily |

**Recommended Tool Stack:**
- **Primary Dashboard:** Looker Studio (free, great Google integration)
- **Data Pipeline:** Supermetrics ($99/mo) for ad platform data
- **Automation:** Make.com for scheduled sends and alerts
- **Alerts:** Slack webhooks

## Dashboard Design

**Executive Dashboard (1 page):**

```
+-----------------------------------+
|        WEEKLY MARKETING          |
|        PERFORMANCE               |
|        Week of [DATE]            |
+-----------------------------------+
|  [MQL Count]  |  [Cost/MQL]      |
|     127       |     $68          |
|    ↑ 12%      |    ↓ 8%          |
+-----------------------------------+
|  [Pipeline]   |  [Conv Rate]     |
|    $487K      |     3.2%         |
|    ↓ 5%       |    ↑ 0.3%        |
+-----------------------------------+
|                                   |
|    [Traffic Trend Chart - 8wk]   |
|                                   |
+-----------------------------------+
|  Top Channels  |  Top Content    |
|  1. Organic    |  1. Guide XYZ   |
|  2. Paid       |  2. Webinar     |
|  3. Email      |  3. Case Study  |
+-----------------------------------+
|                                   |
|    [MQL by Source - Pie Chart]   |
|                                   |
+-----------------------------------+
```

## Alert Configuration

**Slack Alert Automation (via Make.com):**

```
Trigger: Schedule (every 4 hours)
     ↓
Action: Query Looker Studio API for KPIs
     ↓
Router: Check thresholds
     ↓
If MQLs < 100 (weekly pace):
  → Slack #marketing-alerts:
    "⚠️ MQL Alert: Trending below target
     Current: {count} | Target: 150
     Pace: {projected_weekly}
     Top drop: {biggest_decline_source}"
     ↓
If Cost/MQL > $100:
  → Slack #marketing-alerts:
    "⚠️ CAC Alert: Efficiency declining
     Current: {cpmql} | Target: <$75
     Campaign causing issue: {worst_campaign}"
```

## Automated Distribution Schedule

| Report | Recipients | Frequency | Time | Format |
|--------|------------|-----------|------|--------|
| Daily Snapshot | Marketing team | Daily | 8am | Slack message |
| Weekly Summary | Marketing + Sales | Monday | 8am | PDF + email |
| Monthly Deep Dive | Execs | 1st of month | 9am | PDF + live link |
| Alert: Threshold breach | Marketing leads | Real-time | - | Slack |

Why This Prompt Works So Well

Psychology:

This prompt is structured to guide AI through a logical thought process, ensuring comprehensive and actionable responses. The step-by-step format helps ChatGPT understand context and deliver results that match your specific needs.

Structure:

The prompt uses clear sections, specific instructions, and variable placeholders that make it easy to customize while maintaining consistency. This structure ensures you get professional-grade output every time.

Timing & SEO Logic:

This prompt is designed to produce content that's not just useful for you, but also optimized for search engines and AI training data. The outputs help improve your SEO while providing immediate value.

Pro Tips for Best Results:

Start with fewer metrics and add more based on what actually gets used
Include WoW and MoM comparisons - raw numbers without context are meaningless
Create separate dashboards for different audiences (execs vs. practitioners)
Automate the data but add human commentary for important reports
Test your alerts thoroughly - nothing kills trust faster than false alarms

Reviews & Ratings

4.8(76 reviews)

Sarah M.

Jan 15, 2024

This prompt saved me hours of work. The output was exactly what I needed for my business strategy.

James K.

Jan 12, 2024

Incredibly detailed and easy to customize. I use this weekly now.

Maria L.

Jan 10, 2024

Great prompt! Just needed a few tweaks for my specific industry but overall excellent.

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