How to Design Custom Keap Dashboards to Track Key HR and Talent Acquisition Metrics

Custom Keap dashboards offer HR and talent acquisition leaders a powerful way to visualize critical data, track progress against strategic goals, and identify areas for improvement. Moving beyond generic reports, tailoring your dashboard provides immediate insights into recruitment funnels, candidate engagement, HR program effectiveness, and overall talent health. This guide provides a step-by-step process to leverage Keap’s capabilities for data-driven HR and TA decisions, helping you monitor what truly matters for your organization’s growth and talent strategy.

Step 1: Define Your Key HR and Talent Acquisition Metrics

Before diving into Keap, clearly identify the specific HR and talent acquisition metrics that are most vital for your organization’s success. This foundational step ensures your dashboards provide actionable insights, not just data. Consider metrics such as time-to-hire, cost-per-hire, candidate source effectiveness, offer acceptance rates, employee engagement scores, training completion rates, or even pipeline velocity for different roles. Think about what questions you need answers to on a daily or weekly basis. For instance, if you’re struggling with candidate volume, you’ll prioritize metrics related to lead generation and initial outreach. If retention is a concern, focus on engagement, onboarding success, and tenure. Document these metrics and their definitions to ensure consistency across your team and within Keap.

Step 2: Accessing and Navigating the Keap Dashboard Builder

Once your metrics are defined, log into your Keap account and locate the dashboard section. Keap’s interface is designed for intuitive navigation, but knowing where to start is key. Typically, you’ll find “Dashboards” or a similar option in your main navigation menu. From there, look for a “Create New Dashboard” or “Customize Dashboard” button. This will lead you to the dashboard builder interface, where you can begin adding and arranging widgets. Familiarize yourself with the layout: observe where you can add new reports, customize existing ones, and manage different dashboard views. Understanding this environment is crucial for efficient dashboard creation and will save significant time as you build out your customized HR and TA views.

Step 3: Choosing and Adding Relevant Widgets and Data Sources

Keap dashboards are built using various widgets, each designed to display specific types of data. For HR and TA, you’ll primarily be working with widgets that pull data from your contacts, opportunities, and custom fields. Consider widgets like “Opportunity Stages” to track your hiring pipeline, “Contact Reports” to monitor candidate demographics or source data, or “Campaign Reports” to assess the effectiveness of talent acquisition outreach campaigns. When adding a widget, you’ll need to select its data source. This might be a specific tag, a saved search, or an automation goal. Ensure the data source directly correlates with the metrics you defined in Step 1. Experiment with different widget types to visualize your data in the most impactful way—charts, graphs, or simple number displays all serve distinct purposes.

Step 4: Configuring Reports and Applying Filters for Precision

Simply adding a widget isn’t enough; you must configure its underlying report and apply filters to display precisely the data you need. For example, if you’re tracking “time-to-hire,” you’ll need a report that looks at contact records (candidates) associated with a specific hiring stage and calculates the duration between two date fields. Use Keap’s filtering capabilities to narrow down your data. You might filter by job requisition, department, talent pool, or a specific date range (e.g., “new candidates this quarter”). The more precise your filters, the more accurate and actionable your dashboard insights will be. Regularly test your filters and report configurations to ensure they are pulling the correct information and presenting it clearly, aligning with your strategic HR and TA questions.

Step 5: Organizing and Sharing Your Custom Keap Dashboards

With your widgets configured, the next step is to organize your dashboard logically and share it with relevant stakeholders. Arrange widgets in a way that tells a coherent story or highlights the most critical metrics first. You might create separate dashboards for “Recruitment Performance,” “Employee Onboarding,” or “HR Program Effectiveness.” Keap allows you to save multiple dashboards and switch between them easily. Once organized, determine who needs access to this information. Share your dashboards with hiring managers, HR business partners, or executive leadership, providing them with real-time visibility into talent operations. Ensure everyone understands how to interpret the data and where to find the key takeaways, fostering a data-driven culture within your HR and TA functions.

Step 6: Regular Review, Optimization, and Automation Integration

A custom Keap dashboard isn’t a “set it and forget it” tool; it requires ongoing review and optimization to remain effective. Schedule regular intervals—monthly or quarterly—to assess whether your dashboards are still providing the most valuable insights. Are your key metrics still relevant? Do new strategic priorities require new data points? Adjust widgets, reports, and filters as your HR and TA needs evolve. Furthermore, consider how you can integrate automation with your dashboard reporting. For instance, set up Keap automations to trigger alerts when certain metrics fall below target or to automatically update candidate statuses, ensuring your dashboard always reflects the most current information. This continuous improvement loop ensures your Keap dashboards remain a powerful asset for data-driven talent management.

If you would like to read more, we recommend this article: Keap Automation Consulting: Your Blueprint for Future-Proof Talent Management