How Do I Understand and Use My Dashboard?

Your Propel dashboard is your command center for monitoring prospect engagement and tracking your business performance. This guide helps you understand what each section shows and how to use it effectively.

What is the Dashboard?

The dashboard provides a real-time overview of your prospect engagement activity. It shows:

• Key performance metrics - How many prospects you're engaging, response times, and conversion rates
• Prospect pipeline - Where prospects are in your sales or leasing process
• Recent activity - Latest conversations and engagements
• Property insights - Which properties are generating the most interest

The dashboard updates automatically as Propel processes emails and engages with prospects, giving you instant visibility into your business.

Dashboard Overview

When you log in to Propel, you'll see your organization's dashboard. The dashboard is organized into several key sections:

Organization Header

At the top of the dashboard, you'll see your organization name followed by "Prospecting Dashboard". This confirms you're viewing the correct organization's data.

Key Metrics Bar

The metrics bar shows six important performance indicators:

1. New prospects - Number of new prospects created in the selected period, with a trend comparison to the previous period
2. Messages sent - Total outbound messages sent to prospects in the last 30 days
3. Avg. reply time - Average time it takes prospects to reply to your messages (lower is better)
4. Active prospects - Number of prospects currently active (not closed)
5. Prospect reply rate - Percentage of prospects who reply to Propel's first message
6. Viewing rate - Percentage of prospects who reached the "booking confirmed" stage

Each metric includes:

• Current value
• Trend indicator showing change from previous period
• Sparkline chart showing performance over time
• Info tooltip explaining what the metric measures

Tip: Hover over any metric to see a detailed explanation of what it measures and how it's calculated.

Prospect Pipeline

The prospect pipeline visualizes where your prospects are in your sales or leasing process. The pipeline stages work for all use cases:

For Property Management (Rentals):

• Inquiry - Prospects who have inquired but haven't booked yet (includes general responses, search requests, booking requests, and in-progress conversations)
• Viewing - Prospects who have confirmed a rental tour
• Application - Prospects who have requested or submitted a rental application
• Lost - Prospects who cancelled or didn't convert

For Real Estate (Buyers/Sellers):

• Inquiry - Prospects who have inquired but haven't scheduled yet (includes general responses, property search requests, showing requests, and in-progress conversations)
• Viewing - Prospects who have confirmed a showing
• Application - Prospects who have made an offer or are in contract negotiations
• Lost - Prospects who cancelled or didn't convert

For Short-Term Rentals:

• Inquiry - Booking inquiries that haven't been confirmed
• Viewing - Not typically used (STRs don't usually have viewings)
• Application - Reservations that have been confirmed
• Lost - Inquiries that didn't result in bookings

The pipeline adapts to your use case automatically based on the types of conversations and engagements you're managing.

Each stage shows:

• Total count of prospects in that stage
• "New" badge showing how many prospects entered that stage recently
• Color-coded indicator for quick visual reference

Interactive Pipeline: Click any stage to filter the Recent Activity table below to show only prospects in that stage. Click again to clear the filter.

Recent Activity Table

The Recent Activity section shows your most recent prospect engagements. Each row displays:

• Contact - Prospect name and email address
• Summary - Brief description of the latest activity or conversation
• Messages - Total number of messages exchanged (color-coded by volume)
• Stage - Current pipeline stage with a colored badge
• Last Activity - Time since the last message or activity

Click any row to view the full conversation and contact details.

View All: Click "See all" at the bottom to navigate to the full Engagements page where you can filter, search, and view all conversations.

Property Analytics

At the bottom of the dashboard, you'll see property analytics showing which listings are generating the most interest:

• Most Requested Properties - Properties that prospects have specifically asked about
• Most Discussed Properties - Properties mentioned most frequently in conversations (including when Propel suggests them)
• Recently Mentioned Properties - Properties that were discussed in the last 30 days

Each property card shows:

• Property image and basic details
• Number of interactions
• Number of unique contacts who mentioned it
• Last mentioned date (for recently mentioned properties)

Click any property card to view full listing details and related conversations.

Understanding Key Metrics

New Prospects

This metric counts all new prospects created in the selected time period. A prospect is created when:

• Propel receives a new email from someone not in your system
• A new contact is manually added
• A new engagement begins

What to look for: Increasing numbers indicate growing interest. Compare to previous periods to see if your marketing or outreach is working.

Messages Sent

This shows how many outbound messages Propel has sent on your behalf in the last 30 days. This includes:

• Initial responses to inquiries
• Follow-up messages
• Booking confirmations
• Information responses

What to look for: Higher numbers mean Propel is actively engaging prospects. If this is low, check that your mailbox is enabled and receiving inquiries.

Average Reply Time

This measures how quickly prospects respond to Propel's messages. Lower times indicate more engaged prospects.

What to look for:

• Times under 24 hours are excellent
• Times over 3 days may indicate low interest
• Use this to identify which types of messages get faster responses

Active Prospects

This counts all prospects who are not in a "closed" or "lost" stage. These are prospects you're still actively working with.

What to look for: This gives you a sense of your current pipeline size. Growing numbers mean you're building momentum.

Prospect Reply Rate

This shows what percentage of prospects reply to Propel's first message. Higher rates indicate better initial engagement.

What to look for:

• Rates above 30% are strong
• Low rates might indicate your initial messages need improvement
• Compare to previous periods to see if changes are helping

Viewing Rate

This measures what percentage of prospects reach the "booking confirmed" stage, indicating they've scheduled a viewing or tour.

What to look for: This is a key conversion metric. Higher rates mean Propel is successfully moving prospects through your pipeline.

Navigating the Dashboard

Sidebar Navigation

The left sidebar provides quick access to all major sections:

• Dashboard - Current page (overview)
• Contacts - All prospect contacts
• Listings - Your property listings
• Engagements - All conversations and threads
• Viewings - Scheduled tours and viewings
• Follow-ups - Prospects needing follow-up
• Approvals - Responses pending your review
• Settings - Configuration options

Organization Switcher

If you're part of multiple organizations, use the organization switcher at the top of the sidebar to switch between them. Each organization has its own dashboard and data.

Filtering and Searching

While the dashboard shows an overview, you can:

• Click pipeline stages to filter Recent Activity
• Click "See all" to go to the full Engagements page with advanced filtering
• Use the global search (if available) to find specific contacts or conversations

Reviewing Responses

The dashboard helps you monitor Propel's activity, but to review individual responses:

1. Click any row in Recent Activity to see the full conversation
2. Go to Engagements to see all conversations with filtering options
3. Check Approvals if you have approval workflows enabled

For detailed guidance on reviewing conversations, see Monitoring and Reviewing Conversations.

Understanding What Propel Does Automatically

As you watch your dashboard, you'll see Propel working automatically:

• Responds to inquiries - New emails trigger automatic responses within minutes
• Answers questions - Propel uses your listing data to answer property questions
• Qualifies prospects - Asks relevant questions to determine fit (rental qualification for property managers, buyer qualification for real estate agents)
• Books tours and showings - Schedules rental tours or real estate showings when requested and availability matches
• Follows up - Sends follow-up messages to prospects who don't respond

Use Case Examples:

• Property Management: Responds to rental inquiries, answers questions about availability and amenities, qualifies rental prospects, books tours, follows up on applications
• Real Estate: Responds to buyer/seller leads, answers questions about properties for sale, qualifies buyer budgets and pre-approval status, schedules showings, follows up after showings
• Short-Term Rentals: Responds to booking inquiries, checks availability, answers questions about amenities and pricing, confirms reservations, follows up with guests

All of this activity appears in your dashboard metrics and Recent Activity table, giving you full visibility into what's happening.

Dashboard Best Practices

1. Check daily - Review your dashboard each day to stay on top of activity
2. Watch trends - Pay attention to metric trends over time, not just daily numbers
3. Investigate changes - If metrics change significantly, investigate what's happening
4. Use filters - Click pipeline stages to focus on specific prospect groups
5. Drill down - Click through to detailed pages when you need more information

Troubleshooting

No Activity Showing

If your dashboard shows no activity:

1. Check mailbox status - Ensure your mailbox is enabled in Settings > Mailboxes
2. Verify email connection - Confirm your email account is still connected in Settings > Integrations
3. Check for new emails - Propel only processes emails that arrive after setup
4. Review response rules - Your rules might be preventing responses

Metrics Seem Incorrect

If metrics don't match what you expect:

1. Check the time period - Some metrics show last 30 days, others show different periods
2. Verify data sources - Ensure listings and contacts are properly imported
3. Review stage definitions - Make sure prospects are in the correct pipeline stages
4. Check filters - Ensure you're not viewing filtered data

Dashboard Not Loading

If the dashboard doesn't load:

1. Refresh the page - Sometimes a simple refresh resolves loading issues
2. Check your connection - Ensure you have a stable internet connection
3. Clear browser cache - Try clearing your browser cache and reloading
4. Contact support - If issues persist, reach out to support

Next Steps

Now that you understand your dashboard:

• Monitor conversations to see Propel in action
• Configure mailbox settings to customize responses
• Manage your listings to ensure accurate property information
• Set up rules to customize automation behavior

Related Articles

• Getting Started Guide - Complete setup walkthrough
• Setting Up Your First Mailbox - Create your first mailbox
• Monitoring and Reviewing Conversations - How to review Propel's work
• Understanding Engagements - Learn about conversation threads
• Managing Contacts - Work with prospect information