Dashboard
The Dashboard is your home screen — a real-time snapshot of your business health, today's schedule, financial overview, and smart suggestions to keep the office moving. What you see adapts to your role and financial permissions so field users can focus on today's work while office users see receivables and pipeline health.
Open Dashboard from the main navigation. It loads automatically when you sign in.
The overview brings schedule, receivables, overdue follow-up, recent-customer activity, job status, and collection health together so owners and office staff can decide what needs attention first.
When to use this
- You want a quick snapshot of today's schedule, revenue, and overdue invoices before starting work.
- You need to check how many techs are working and which jobs are live right now.
- You want to see pipeline value or collection trends without opening multiple pages.
- You are looking for smart suggestions — stale pricing sheets, upcoming renewals, or plugin recommendations.
Before you start
- The dashboard pulls data from Customers, Jobs, Invoices, and Scheduling. Add a few customers and schedule at least one job so the tiles show real numbers.
- Invoice counts and overdue-invoice alerts require Invoices read access. Collected revenue and outstanding receivables require both Invoices and Payments read access.
- The sent-quotes follow-up alert requires Quotes to be enabled and your role to have Quotes read access. It appears only while at least one quote is in Sent status.
- The dashboard is selected by Job record scope, not by the role's display name. Roles with All jobs scope receive the office workspace. Users with Assigned only scope receive a field workspace tied to their linked Team member. Administrators manage the role default under Settings → Roles and can review a per-person override under Settings → Team Access.
- Overdue invoice alerts only appear when invoices exist, pass their due date, and your role can read invoice metrics. Create and send invoices to see the overdue tile in action.
- Smart nudges and the getting-started checklist appear when your account is new or data is sparse. The checklist hides after the required setup steps are complete, and optional items can be done later.
Role-based dashboard views
ToolbagCRM keeps sensitive revenue and collection details out of field-only dashboards:
- Users whose role has All jobs record scope receive the business dashboard. Invoice and payment permissions then determine which financial values they can see: users with Invoices + Payments read access see receivables, overdue invoices, pipeline value, collected totals, recent customers, and smart nudges.
- Office users with Invoices read access but no Payments access can still see invoice counts and overdue-invoice alerts, but collected revenue and outstanding receivables are hidden as $0 values.
- While permissions are still loading, the dashboard holds a neutral loading shell instead of briefly showing the field-work view or any financial totals. Once permissions load, ToolbagCRM routes the user to the dashboard their role is allowed to see.
- While dashboard metrics are still loading, office users stay on the business-dashboard layout. Revenue, customer, active-job, overdue-invoice, and pipeline values use loading placeholders such as dashes or Invoice status pending instead of briefly showing misleading $0 totals, No overdue invoices, or Invoices all settled messages.
- Users with Assigned only job scope and a linked Team member see a field dashboard headed by Here's your day. It is composed from that person's assigned visits and jobs rather than an all-account work list.
- Users with narrower, unavailable, or unlinked assignment access remain on the non-financial field surface, but ToolbagCRM does not show an assigned schedule until it can verify which Team member belongs to the signed-in user.
- The field dashboard intentionally omits receivables, invoice totals, payment amounts, recent-customer contact details, onboarding checklists, and marketplace nudges so field-only users stay focused on today's work.
- The stats error banner still appears for every role if dashboard data cannot load, so a loading problem does not look like an intentionally empty account.
Field dashboard workspace
The field dashboard keeps each assigned user's immediate work in one place:
- Your visits today — shows each non-cancelled assigned visit with its time window, job, customer, service-site label, and address. Select the job to open its detail. When the site has an address, Directions opens that destination in Google Maps.
- Today's jobs — shows assigned Pending and In Progress jobs, their customer and site details, and the current status. Use Start job to move a Pending job into progress or Complete… to open the completion workflow for work already in progress.
- Your stops / Open jobs / Completed — summarizes the assigned work currently returned for the day.
- Coming up — previews up to the next five non-cancelled, non-completed assigned visits in the next seven days. Each card opens the linked job; use Open schedule when more visits exist or you need the full calendar.
- Clock status — appears when clock-in is enabled and the signed-in user is linked to the Team member whose assigned work is shown.
Today's visit and job cards use the job's service location when one exists and otherwise fall back to the customer's address. If there are no visits today but a future assignment exists, the empty state points to the Coming up section instead of implying there is no assigned work.
What the dashboard shows
For office and finance users with full financial access, the dashboard adapts to your active theme and includes these sections:
Greeting band
- Current date and day of the week.
- Today's job count or "no jobs today."
- Overdue invoice alert count (if any).
- Personalized greeting using your first name.
- Receivables message showing what you are owed, or a motivational message when nothing is outstanding.
Today hero tile
The largest tile on the dashboard, showing what matters right now:
- "TODAY" badge with today's visit count and number of techs working.
- "Open scheduling" link to the Scheduling page.
- Animated revenue number — estimated revenue booked for today.
- Timeline strip — a visual 8 AM to 6 PM day progress bar with a pulsing current-time marker.
- Upcoming visits — up to four visit cards showing the time range, job title, and customer name. The current visit is marked "LIVE" with an animated pulse dot. Click any card to open the job.
Collected tile
- Total collected in the last 30 days with a trend indicator.
- Sparkline chart showing the collection trend.
- Sub-stats for outstanding balance, customer count, and active jobs.
Overdue alert tile
- Count of overdue invoices (highlighted in red when greater than zero).
- Message explaining the situation: "N invoices overdue" or "No overdue invoices."
- Review button linking to the overdue invoice list for payment follow-up.
Sent-quotes follow-up alert
When Quotes is enabled, the dashboard shows a follow-up alert while one or more quotes are in Sent status. It shows how many quotes are waiting for a reply, how long the oldest has been waiting, and a Review action that opens the Sent quotes list. The alert stays hidden when Quotes is disabled, your role cannot read Quotes, or no sent quotes are waiting.
Recent customers tile
- Up to four recently added customers with avatar, name, and email.
- "View all" link to the full customer list.
Pipeline tile
- Total pipeline value for the month.
- Four horizontal progress bars showing:
- Leads — customer count and estimated value.
- Quoted — pending jobs and outstanding amount.
- Active — in-progress jobs and estimated value.
- Won — completed jobs and collected amount.
Collection-rate gauge
The Collection rate gauge compares collected money with the total amount invoiced when billed invoices exist. If the account has no billed invoices yet, the card shows No billed invoices yet. During the initial dashboard metrics load, it shows Loading collection rate instead of a temporary percentage.
Smart nudges tile
Three contextual suggestions based on your current data:
- Warning — outstanding receivables or a stale pricing sheet.
- Info — recurring service renewals coming up next week.
- Success — suggestion to add a membership tier or try a new plugin.
Getting started widget
A guided onboarding checklist for new accounts. It tracks two required setup items — Complete setup wizard and Connect payments — plus optional prompts to add your first customer, create your first job, send an invoice, and invite a team member. It also shows the current Free-plan cost and payment fee and the optional Founders Plan offer. Optional prompts can be skipped or completed later, and the widget hides automatically once the two required items are done.
New account tip
When your account has fewer than five customers, a tip banner encourages you to browse the marketplace for available add-ons and review the core Quotes workflow.
Product tours and quick support
For new accounts, ToolbagCRM can start a skippable 60-second product tour on the dashboard after initial setup. The tour walks through the core money loop: add a customer, create a job, send an invoice, and connect Stripe in Settings → Integrations.
On desktop, use the round Support & help button in the bottom-right corner when you need assistance without leaving the page. The support panel lets you:
- Report a problem, suggest an idea, ask a question, or send praise.
- Include the current page, screen size, browser, and account context automatically with the message.
- Restart the product tour from Take the product tour.
- Open the Help Center from Browse Help Center.
Live chat is not available in the support panel yet. If the current page has a page-specific tour, the panel also shows Tour this page.
Tips
- The dashboard loads on sign-in so you start every day with a clear picture.
- Use the product tour as the fastest path for training a new office user on the customer → job → invoice workflow.
- Give technicians the Technician role when you want them to land on jobs, schedule, and time-entry shortcuts without exposing receivables.
- Click Review on the overdue alert to open the overdue invoice list and follow up on payment.
- Use the pipeline tile to see where your revenue is coming from this month.
- Check smart nudges for actionable suggestions you might otherwise miss.
Troubleshooting
Numbers say "—" or show dashes
For office roles, the dashboard uses em dashes as loading placeholders on the initial stats load while collected revenue, outstanding balance, customer count, active jobs, overdue invoices, and pipeline values return. The page should keep the business dashboard shell visible during this state and avoid temporary $0 totals or "all settled" messages. If you already saw metrics and the dashboard refreshes again, ToolbagCRM keeps the last loaded values in place until the latest metrics return. If dashes persist on the first load, check your internet connection and refresh the page.
The dashboard shows an error banner
A red banner that says "Couldn't load your dashboard stats" means the stats API returned an error. The rest of the page may still show partial data. Click Try again in the banner to refetch. If the error persists, the ToolbagCRM API may be experiencing an outage — check the status page or try again in a few minutes.
A newly invited user sees the field dashboard or a stats error
ToolbagCRM fails closed when it cannot match the signed-in person to an active account user and role. The page may keep the user on the non-financial field dashboard, and dashboard stats may return a permission error instead of revenue or invoice totals. Ask an administrator to confirm the invite was accepted, the email address matches the account user, the user is active, and a role is assigned. Once the account user and role load correctly, the dashboard can show the field-work or financial view allowed by that role's permissions.
The field dashboard says it cannot show my schedule
ToolbagCRM only shows assigned work after it can match the signed-in account user to one active Team member with Assigned only job scope. Ask an administrator to check Settings → Roles for the role's Job record scope, review any user-specific scope under Settings → Team Access, and confirm your login is linked to the correct active person on the Team page. If the page says it could not verify assignment access, use Try again after those settings are corrected.
Coming up is empty or does not show every future visit
Coming up shows a preview of up to five assigned visits that start in the next seven days; completed and cancelled visits are excluded. Use Open schedule to review later work, the full calendar, or additional visits beyond the preview. If an expected visit is still missing, confirm it has a future start time and that your Team member is assigned to that visit.
No visits appear on the timeline strip
The timeline strip shows today's scheduled visits. If no visits are scheduled for today, the strip appears empty. Schedule a job visit for today in Scheduling to populate the timeline. If visits exist but do not appear, confirm the visit times fall within the 8 AM – 6 PM display window.
I do not see receivables or invoice totals
Financial dashboard metrics are permission-based. Confirm the user's role can read Invoices when they should see invoice counts or overdue-invoice alerts. Confirm the role can read both Invoices and Payments when they should see collected revenue, outstanding balance, or other receivables totals. Technician users are intentionally routed to the field-work dashboard instead of the financial dashboard.
Sent quotes do not appear on the dashboard
The dashboard alert only counts quotes in Sent status. Confirm Quotes is enabled for the business, your role has Quotes read access, and the quote was sent rather than left as Draft. If no sent quotes are waiting for a customer reply, the alert is intentionally hidden.
Getting-started checklist will not go away
The checklist hides automatically after the two required steps are complete: Complete setup wizard and Connect payments. Optional items such as adding a customer, creating a job, sending an invoice, or inviting a team member can be skipped or finished later without blocking setup. Setup-wizard and checklist progress is saved for each signed-in user on the current browser, so ordinary sign-outs and sign-ins should keep Complete setup wizard marked complete after you finish or skip it once. If the item still appears after you already finished the wizard, open the wizard and complete or skip setup one more time; future sign-ins should preserve the completed state. If Stripe is connected but the checklist still shows Connect payments, refresh the dashboard so ToolbagCRM can re-check the payment status.