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How to Create Views and Dashboards in HubSpot

This guide is for ChainIT Pay Account Executives who are getting started in HubSpot and need a simple way to organize daily sales activity. Once your Contacts, Companies, and Leads are uploaded or assigned to you, the next step is to create saved views and dashboards so you can quickly see what needs attention.

 Top 5 HubSpot Views Every AE Should BuildHow to Create Views and Dashboards in HubSpotPurpose

This guide is for ChainIT Pay Account Executives who are getting started in HubSpot and need a simple way to organize daily sales activity.

Once your Contacts, Companies, and Leads are uploaded or assigned to you, the next step is to create saved views and dashboards so you can quickly see what needs attention.

This article covers:

  1. The top 5 views every AE should create
  2. How to create saved views for Contacts, Companies, Leads, and Deals
  3. How to create a dashboard in HubSpot
  4. What each view should help you manage
  5. How to use your dashboard every day
1. Why Views and Dashboards Matter

HubSpot can hold a lot of information. Without views and dashboards, it can become difficult to know what to work first.

Views help you filter records down to the people, companies, leads, and deals that matter to you.

Dashboards help you monitor your activity, pipeline, follow-ups, and sales progress in one place.

For AEs, the goal is simple:

  • Know who is assigned to you
  • Know who needs follow-up
  • Know which companies you are working
  • Know which leads are active
  • Know which deals are open
  • Know where your pipeline stands
2. Simple Difference Between a View and a DashboardView

A view is a saved filtered list inside a HubSpot object.

Examples:

  • My Contacts
  • My Companies
  • My Open Deals
  • Contacts Needing Follow-Up

Views live inside objects like Contacts, Companies, Leads, and Deals.

Dashboard

A dashboard is a page with reports and charts.

Examples:

  • My Sales Activity Dashboard
  • My Pipeline Dashboard
  • AE Daily Command Center
  • Sales Ops Dashboard

Dashboards help you see performance and activity at a higher level.

3. Top 5 Views Every AE Should Create

Every AE should create these five views first:

  1. My Contacts
  2. My Companies
  3. My Open Leads
  4. My Open Deals
  5. Follow-Up Needed

These five views create your daily sales command center.

4. View 1: My ContactsPurpose

This view shows all Contacts assigned to you.

Use this view to see the people you are responsible for working.

Object

Contacts

Recommended View Name

My Contacts

Recommended Filters
  • Contact owner is me

Optional additional filters:

  • Email is known
  • Phone number is known
  • Lifecycle stage is Lead, Marketing Qualified Lead, or Sales Qualified Lead
  • Last activity date is unknown or older than 7 days
When to Use This View

Use this view daily to:

  • Review your assigned Contacts
  • Start outreach
  • Check for missing information
  • Confirm associated Companies
  • Identify Contacts that need follow-up
5. How to Create the My Contacts View
  1. In HubSpot, go to CRM.
  2. Click Contacts.
  3. Click + Add view.
  4. Click Create new view.
  5. Name the view My Contacts.
  6. Choose the visibility setting:
    • Private if only you should see it
    • My team if your team should see it
    • Everyone only if leadership wants the view shared broadly
  7. Click Confirm.
  8. Add the filter Contact owner is me.
  9. Click Save.
6. View 2: My CompaniesPurpose

This view shows all Companies assigned to you.

Use this view to manage the businesses you are responsible for, not just the individual people.

Object

Companies

Recommended View Name

My Companies

Recommended Filters
  • Company owner is me

Optional additional filters:

  • Website domain is known
  • Associated Contacts is known
  • Last activity date is unknown or older than 7 days
  • Associated Deals is unknown
When to Use This View

Use this view to:

  • Review your assigned business accounts
  • Confirm whether each Company has Contacts
  • Identify target accounts
  • Find Companies that may need outreach
  • Determine whether there is enough engagement to create a Deal
7. How to Create the My Companies View
  1. In HubSpot, go to CRM.
  2. Click Companies.
  3. Click + Add view.
  4. Click Create new view.
  5. Name the view My Companies.
  6. Choose the visibility setting.
  7. Click Confirm.
  8. Add the filter Company owner is me.
  9. Click Save.
8. View 3: My Open LeadsPurpose

This view shows Leads assigned to you that still need to be worked.

A Lead is not automatically a Deal. A Lead means there is a reason for sales follow-up.

Object

Leads

Recommended View Name

My Open Leads

Recommended Filters
  • Lead owner is me
  • Lead status is New, Attempting, Connected, or Working

Optional additional filters:

  • Create date is this month
  • Last activity date is unknown
  • Next activity date is today or overdue
When to Use This View

Use this view every day to:

  • Work assigned Leads
  • Update Lead status
  • Prioritize outreach
  • Move qualified opportunities forward
  • Disqualify poor-fit Leads when appropriate
9. How to Create the My Open Leads View
  1. In HubSpot, go to Sales.
  2. Click Sales Workspace.
  3. Click Leads.
  4. Find your Leads table or view area.
  5. Create or adjust a view for Leads assigned to you.
  6. Add the filter Lead owner is me.
  7. Add the filter Lead status is open or active.
  8. Save the view as My Open Leads.

Note: Your exact Lead view setup may vary depending on your HubSpot permissions and how ChainIT Pay has configured the Leads object.

10. View 4: My Open DealsPurpose

This view shows your active sales opportunities.

Deals should only exist when there is real engagement and commercial opportunity.

Object

Deals

Recommended View Name

My Open Deals

Recommended Filters
  • Deal owner is me
  • Deal stage is not Closed Won
  • Deal stage is not Closed Lost

Optional additional filters:

  • Close date is this month
  • Amount is known
  • Next activity date is today or overdue
  • Associated Company is known
  • Associated Contact is known
When to Use This View

Use this view to:

  • Manage active opportunities
  • Review next steps
  • Update deal stages
  • Keep close dates accurate
  • Make sure every Deal has a Contact and Company association
11. How to Create the My Open Deals View
  1. In HubSpot, go to CRM.
  2. Click Deals.
  3. Click + Add view.
  4. Click Create new view.
  5. Name the view My Open Deals.
  6. Choose the visibility setting.
  7. Click Confirm.
  8. Add the filter Deal owner is me.
  9. Add filters to exclude Closed Won and Closed Lost Deals.
  10. Click Save.
12. View 5: Follow-Up NeededPurpose

This view shows records that need your attention.

This is one of the most important views because it helps prevent missed follow-ups.

You may create this view in Contacts, Companies, Leads, or Deals. At minimum, every AE should create it for Contacts and Deals.

Object

Contacts and Deals

Recommended View Name

Follow-Up Needed

Recommended Contact Filters
  • Contact owner is me
  • Next activity date is today or overdue

Optional filters:

  • Last activity date is older than 7 days
  • Lead status is Attempting, Connected, or Working
Recommended Deal Filters
  • Deal owner is me
  • Deal stage is not Closed Won
  • Deal stage is not Closed Lost
  • Next activity date is today or overdue

Optional filters:

  • Close date is this month
  • Amount is known
  • Last activity date is older than 7 days
When to Use This View

Use this view every morning to answer:

  • Who do I owe a follow-up to?
  • Which Deals need movement?
  • Which prospects have gone quiet?
  • Which records have no next step?
13. How to Create the Follow-Up Needed Contact View
  1. In HubSpot, go to CRM.
  2. Click Contacts.
  3. Click + Add view.
  4. Click Create new view.
  5. Name the view Follow-Up Needed.
  6. Choose the visibility setting.
  7. Click Confirm.
  8. Add the filter Contact owner is me.
  9. Add the filter Next activity date is today or overdue.
  10. Click Save.
14. How to Create the Follow-Up Needed Deal View
  1. In HubSpot, go to CRM.
  2. Click Deals.
  3. Click + Add view.
  4. Click Create new view.
  5. Name the view Follow-Up Needed.
  6. Choose the visibility setting.
  7. Click Confirm.
  8. Add the filter Deal owner is me.
  9. Exclude Closed Won and Closed Lost Deals.
  10. Add the filter Next activity date is today or overdue.
  11. Click Save.
15. Summary of the Top 5 AE Views
View Name Object Purpose
My Contacts Contacts Shows people assigned to you
My Companies Companies Shows businesses assigned to you
My Open Leads Leads Shows active Leads you need to work
My Open Deals Deals Shows active revenue opportunities
Follow-Up Needed Contacts / Deals Shows records needing immediate action
16. Recommended AE Dashboard: Daily Sales Command Center

Every AE should create a dashboard called:

My AE Sales Command Center

This dashboard should help you monitor your personal sales activity and pipeline.

Recommended dashboard sections:

  1. Open Deals by Stage
  2. Deals Closing This Month
  3. Activities Completed This Week
  4. Tasks Due Today and Overdue
  5. New Leads Assigned to Me
  6. Contacts or Companies with No Recent Activity
  7. Meetings Booked
  8. Calls Logged
  9. Emails Sent
  10. Pipeline Amount by Deal Stage
17. How to Create a Dashboard in HubSpot
  1. In HubSpot, go to Reporting.
  2. Click Reports.
  3. Click the Create dropdown.
  4. Select Create dashboard.
  5. Choose one of the following:
    • Start from scratch
    • Use a HubSpot template
  6. Name the dashboard My AE Sales Command Center.
  7. Choose who can access the dashboard:
    • Private
    • My team
    • Everyone
  8. Click Create dashboard.
  9. Add reports to the dashboard.
  10. Arrange the reports in the order you want.
  11. Save the dashboard.
18. Recommended Reports to Add to Your AE DashboardReport 1: Open Deals by Stage

Purpose:

Shows where your active Deals are in the pipeline.

Use this to quickly see whether your pipeline is moving or stuck.

Recommended filters:

  • Deal owner is me
  • Deal stage is open
  • Pipeline is ChainIT Pay sales pipeline, if available
Report 2: Deals Closing This Month

Purpose:

Shows which Deals are expected to close this month.

Use this to manage forecast accuracy.

Recommended filters:

  • Deal owner is me
  • Close date is this month
  • Deal stage is not Closed Lost
Report 3: Activities Completed This Week

Purpose:

Shows sales activity volume.

Use this to track your calls, emails, meetings, and tasks completed.

Recommended filters:

  • Activity assigned to me
  • Activity date is this week
Report 4: Tasks Due Today and Overdue

Purpose:

Shows what you need to do now.

Use this daily to avoid missed follow-up.

Recommended filters:

  • Task owner is me
  • Due date is today or overdue
  • Task status is not completed
Report 5: New Leads Assigned to Me

Purpose:

Shows the newest Leads that need your attention.

Use this to quickly begin working newly assigned Leads.

Recommended filters:

  • Lead owner is me
  • Create date is this week or this month
  • Lead status is New or Attempting
19. How to Add Reports to a Dashboard
  1. Go to Reporting.
  2. Click Reports.
  3. Find the report you want to add.
  4. Hover over the report.
  5. Click Actions or More.
  6. Select Add to dashboard.
  7. Choose My AE Sales Command Center.
  8. Click Add.
  9. Go back to your dashboard to confirm the report appears.
20. How to Customize Your Dashboard

Once your reports are added:

  1. Open the dashboard.
  2. Rearrange reports by dragging them into the order you want.
  3. Resize reports if available.
  4. Remove reports that do not help your daily workflow.
  5. Add filters if needed.
  6. Save your changes.

Recommended layout:

Top row:

  • Open Deals by Stage
  • Deals Closing This Month

Middle row:

  • Tasks Due Today and Overdue
  • New Leads Assigned to Me

Bottom row:

  • Activities Completed This Week
  • Contacts or Companies with No Recent Activity
21. Daily AE Dashboard Workflow

Every morning, open your dashboard and review:

  1. Tasks due today
  2. Overdue tasks
  3. New Leads assigned to you
  4. Open Deals by stage
  5. Deals closing this month
  6. Activity completed this week
  7. Contacts or Companies with no recent activity

Then work from priority:

  1. Overdue follow-ups
  2. Active Deals
  3. New Leads
  4. Recently engaged Contacts
  5. Assigned Companies with no recent activity
22. What Your Dashboard Should Help You Answer

Your dashboard should answer these questions:

  • What do I need to do today?
  • Which Leads are new?
  • Which Deals are active?
  • Which Deals are close to closing?
  • Which prospects need follow-up?
  • Am I logging enough sales activity?
  • Where is my pipeline stuck?
  • Which records need cleanup?
23. Dashboard and View Best Practices

Follow these standards:

  • Keep view names simple.
  • Use “My” views for records assigned to you.
  • Do not create too many views at first.
  • Start with the top 5 views.
  • Use dashboards for performance and activity.
  • Use views for record-level work.
  • Review your dashboard daily.
  • Update records as you work.
  • Keep Deals clean and associated to the correct Contact and Company.
  • Ask for help if a view or dashboard does not look right.
24. Common Mistakes to Avoid

Avoid these mistakes:

  • Creating too many views before learning the basics
  • Creating Deals for every Contact or Company
  • Ignoring overdue tasks
  • Not saving filters after creating a view
  • Forgetting to set dashboard visibility
  • Not filtering reports by your owner name
  • Reviewing dashboards but not updating records
  • Using dashboards as a replacement for actual follow-up
  • Working outside of HubSpot
25. Minimum Setup Checklist for Every AE

Every AE should complete the following:

Saved Views
  • Created My Contacts view
  • Created My Companies view
  • Created My Open Leads view
  • Created My Open Deals view
  • Created Follow-Up Needed view
Dashboard
  • Created My AE Sales Command Center dashboard
  • Added Open Deals by Stage report
  • Added Deals Closing This Month report
  • Added Activities Completed This Week report
  • Added Tasks Due Today and Overdue report
  • Added New Leads Assigned to Me report
Daily Use
  • Review dashboard every morning
  • Work overdue follow-ups first
  • Update Lead status
  • Update Deal stage
  • Log activity
  • Create tasks for next steps
26. Final Rule

Your dashboard is your daily sales command center.

Your views are your working lists.

Use both every day.

Clean views help you know what to work.

Clean dashboards help you know how you are performing.

Clean activity creates clean pipeline.