Overview
The Dashboard under the My Business section Provides a centralized overview of key metrics, actionable tasks, and survey management tools to help track and optimize app usage across the organization.
The Dashboard is designed to offer a real-time snapshot of application usage, associated costs, and engagement levels. It centralizes decision-making, task management, and integration capabilities to streamline IT and procurement processes.
Key Components
- Application and User Metrics
- Total Number of Apps
Displays the total applications detected or added within the organization.
- Total Number of Users
Reflects the total number of users engaging with any apps through identity integrations.
- Total App Spend (YTD)
Display the total cumulative spend on all apps year-to-date (YTD). This value is used as the basis for calculating forecasts and analyzing cost trends across the organization.
2. Cost and Forecasting
- App Cost Forecast
Calculates projected app-related expenses by applying a 25% increase to each app's YTD expenditure. For example, if the total monthly spend is $100 in January, the forecasted app cost will be $125. In February, the forecast will be $250, assuming consistent spend. This widget updates dynamically based on cumulative YTD values.
3. New and Unreviewed Apps
- New Identified Apps
Lists newly discovered apps pending ownership or categorization.
- Apps to Survey
Contains apps requiring user feedback. Surveys help access user satisfaction, necessity, and application value.
Surveys
Survey Button
Clicking the Survey button launches the Survey Builder. The survey process is structured into four sequential stages:
1. Overview
Enter basic details of the survey (e.g., title, purpose, target apps).
2. Survey Design
Configure survey questions. Include multiple-choice, rating scales, or open-ended formats.
Use this to capture user feedback about functionality, usability, or business value.
3. Panelists
Select users or departments responsible for providing feedback.
Often includes app users, departments heads, or IT stakeholders.
4. Review
Final check before sending. Once saved, the survey is automatically listed in the Apps to Survey section.
Action Item
A task manager for adminitrative actions across apps and integrations. Selecting View All Tasks reveals a full task list dynamic action buttons .
Available Actions
- Integrate
Opens the Integrations page from General> Integrations.
Used to connect with external systems.
- Identity Providers: Link systems like Okta, Azure AD for Automatic user discovery.
- Accounting Software: Connect tools like QuickBooks or Xero to pull in spend data.
- Email Providers: Configure systems such as Gmail or Outlook for automated communications.
- CRM: Import customer details from tools like Salesforce to correlate app usage and customer data.
- Review
Redirects to the Transactions page.
Enables assesment of individual or grouped financial records associated with apps.
- Assign
Leads to the Apps without App Owner page.
Assign responsibility for unmanaged or orphaned apps.
Typically used by IT or procurement to ensure accountability.
- Invite
Opens Settings > User Management.
Used to invite users to the platform and assign them roles.
Requited fields include user emails, role, and department.
- Survey
Displays all ongoing or completed surveys from the Apps to Survey section.
Additional Dashboard Widgets
- App Usage by Department
Visualizes app usage segmented by departments.
Helps identify over/ under-utilization and plan budget reallocation.
- Upcoming Renewals
Lists apps with approaching subscirption deadlines.
Used to trigger renewals, cancellations, or vendor negotiations.
- Problematic Apps
Highlights apps flagged based on customizable parameters such as performance such as performance issues or user dissatisfaction. While "duplicate functionality" may be considered during evaluation, it's not automatically tracked by this widget.
- App Spend by Month
Month-wise breakdown of app expenditures.
Useful for budget planning and anomaly detection.
- Year-Over-Year App Spend
Yearly trend analysis of app-related spending.
- App Spend by Category
Groups spend based on functional or departmental classification (e.g; HR, Marketing, DevOps).
Feedback and Ratings
Clicking Review All Surveyed Apps opens the Survey page.
Provides access to collected feedback, responses rates, and sentiment summaries.
- Supports data-driven decision-making about application retention or decommissioning.
Apps Overview and Organization Sentiments
- Apps Overview
A consolidate display of all apps with relevant metadata including usage, cost, owner, and status.
- Organization Sentiments
Aggregates survey feedback to reflect general sentiment towards specific apps or vendors.
Referrals
Displays the status summary of the "Refer a Friend" credit program. It includes the count of invitations sent, accepted, or pending. This widget helps track referral history and rewards.
- Refer to the Invite History for detailed status breakdown.
Field-Specific Guidance
In task creation forms or survey setup, the following fields might require clarification:
- Task Title
Provide a clear, actionable name.
Example: "Assign Owner to Slack" or Integrate Salesforce CRM."
- Value
Context-dependent
- For survey design: Rating scale value, e.g: 1-5
- For cost forecasting: Estimated monthly or annual app cost.
- For tasks: Reflect business impact score, cost savings, or priority.
The Dashboard serves as the command center for app visibility, financial tracking, feedback collection, and task execution. It allows teams to maintain transparency, assign accountability, and optimize the organization's software ecosystem through timely insights and integrations.
If you need further assistance, please contact our dedicated customer support team at support@coachbar.io, who will assist you with anything else you need. We take pride in providing exceptional service experiences, and our commitment to client satisfaction is at the heart of everything we do.
