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Overview: Agency Onboarding

          We offer personalized services to help your Agency get set up quicker, automate your Client's reporting, and get the most from your partnership with Databox. Learn more

In this article, we'll outline the recommended setup strategy for Agencies using Databox for their Client reporting. 

This strategy coincides with the free Predictable Performance Training Course, which provides training on how to align your team around the right Metrics to track, how to create dashboards that allow you to efficiently and effectively analyze your performance, and how to set yourself up to adjust your strategy when need be. 

Each recommended step is designed to help you get completely set up while ensuring you have a greater understanding of tools available to help bring your reporting process to the next level. By completing these steps, you will also work towards achieving Certified Partner status.


How to align your team around the right Metrics to track

Success can’t be achieved unless it’s well-defined. The first step to developing a strong reporting process is choosing the right Metrics to track and setting Goals that will measure the success of your efforts. 


Invite Users to your Agency Account

Your Agency Account is a space for you and your team members to create a scalable reporting process for your Agency. Invite your team to this Account to give them the opportunity to connect Data Sources, specify which Metrics are significant for their role/ department, and (eventually) access Client Accounts. 

Resource: Help Doc

Pro Tip: Team members added to your Agency Account can be given access to select Client Accounts or to all Client Accounts with 1 login. 

Connect Data Sources in your Agency Account

In order to start identifying the Metrics that are significant for your Agency and your Clients to monitor and analyze, you will need to connect one of each Data Source you'll be using in your reports in your Agency Account. 

It's recommended that you connect your Agency’s Data Sources in your Agency Account if possible. However, if you don't use all of the same platforms as your Clients, you can connect your Clients Data Source(s) in your Agency Account. Only one of each Data Source needs to be connected in your Agency Account. 

For example, if your Client's use Facebook Ads but you do not have a Facebook Ads Account for your Agency, simply connect one of your Client's Facebook Ads Accounts in your Agency Account. This will ensure you have the ability to select the appropriate Metrics and build valuable Databoard Templates for Clients with data from Facebook Ads.  

Resource: Help Doc

Add Metrics to the Metrics screen in your Agency Account

The Metrics screen allows everyone in your organization to create a personalized view of all the Metrics that matter to them, while also gaining visibility into Metrics that are significant to others in your organization. 

This makes it easy to collaborate and ensure you're aligned around the right Metrics to monitor for your Agency and Clients. 

Resource: Help Doc

Use Tags to keep your Agency Metrics screen organized

First, you'll need to create a Tag for each area you're monitoring data for. We often see Tags used to differentiate between Client services, departments, initiatives, or focus areas.  

You can Tag Metrics on your Metrics screen to differentiate between the Metrics that are significant for each area. Tags are Account-wide so any Agency user will be able to access these Tags. 

You can Filter the Metrics screen based on Tags to create the optimal view for you. Tags can also help you efficiently organize your Metrics and build out your Databoards directly when you're ready. 

Resource: Help Doc

Pro Tip: The same Tags are available for Metrics, Databoards, Goals, and Client Overviews. Use these Tags to stay organized as an Agency and create valuable views in Databox.  

Add Client Accounts under your Agency Account

Client Accounts help create a secure, scalable reporting process for your Agency, while still allowing for customization based on specific Client needs or preferences. 

Think of your Agency Account as the "parent," and your Client Accounts as the "children" in a family tree. Each child (Client) is linked to the parent (Agency), but the children (Clients) are not connected to one another. 

Resource: Help Doc

Pro Tip: An Account Owner email address must be associated with every Client Account you add. This is typically the main point of contact for that Client Account. If you do not check the box that says Send login information to Client Account, you as the Agency user will receive the login credentials and your Client will not be contacted. 

If you still don't want to enter a Client's email address, you can enter a variation of your email address for the Client Account Owner. Your Agency is the overarching owner of the Client Account, so it will not negatively affect the capabilities of the Client Account.

Connect Client Data Sources in Client Accounts

Each Client Data Source is its own unique connection. You should connect your Client's Data Sources in the respective Client Accounts to begin syncing data with Databox. 

View a full list of Data Sources that directly integrate with Databox here

Resource: Help Doc

Pro Tip: It's important that Client Data Sources are connected as soon as possible so data syncing can begin. Each Data Source has different limits in place for how much historical data can be accessed when the initial connection is made.  Learn more about how much historical data each Data Source can initially sync  here .

Once data syncs with Databox, it is stored in Databox's own database. This allows us to accumulate more historical data over time.

Add Metrics to the Metrics screen in your Client Accounts

In Client Accounts, the Metrics screen can be set up to give visibility into the top Metrics for each unique Client. This allows you to quickly identify the top Metrics and start monitoring them in Databox. 

Resource: Help Doc

Add Client Goals in Client Accounts

Goals are key to making Client reporting easy to understand and actionable. The Goal-setting functionality in Databox is designed to make it easy to set SMART Goals, meaning they're specific, measurable, assignable, realistic, and timebound. 

Resource: Help Doc

Pro Tip: In order to set your Client up for long term success, click on the Advanced Setup link in the Goal Setup window so you can add Goal values for future Date Ranges. 

Add Client Scorecards in Client Accounts

Use Scorecards to stay up-to-date on key Metrics for a Client. These Scorecards can be sent out daily, weekly or monthly via email, push notification, or Slack. 

Some Agencies set up Scorecards to go directly to Clients, while others only send Scorecards Agency members.

Resource: Help Doc

Pro Tip: By default, Metrics selected in your Scorecard will show the comparsion percentage vs the previous period. Click on the gear icon to the right of the Metric to have the Metric compare to a Goal value instead. 

Configure Client Performance Overviews in your Agency Account

Using Client Performance Overviews, you can view all of your Client’s top KPIs and Goals in one place and perform a quick, up-to-date healthcheck. This helps eliminate the work required for an internal review of Client performance and goal achievement

Tags can be used to organize your Clients and produce the optimal view into performance. 

Resource: Help Doc

Pro Tip: The column headers allow you to select a Metric to view for all of your Clients. To customize a cell on a Client-by-Client basis, click on the ... icon in the top right of one cell to choose a Data Source and Metric to view for that Client.

This strategy also enables you to add Custom or Calculated Metrics to the Client Performance page that exist within a specific Client Account.

How to analyze your performance using Databoards

In order to create a scalable reporting process, it's recommended that you build Master Templates in your Agency Account. Master Templates are Databoards that are built to satisfy the needs of your Clients. When you're ready, you can send copies of your Master Templates to the appropriate Client Accounts. 

Once copied to your Client Accounts, these Databoards will repopulate with each Clients unique data and can be further customized as you see fit.

This strategy makes your Agency Account act as a "Library" for Master Templates and eliminates the need to recreate identical dashboards or search through Client Accounts to find the Databoards that a new Client needs.

If possible, try to create Master Templates for groups of Clients based on the Data Sources they use, the services you provide, the Metrics you'll need to track, etc.. 


Use a Public Template

Public Templates are prebuilt Databoards that aim to satisfy some more common use cases. Templates give you the ability to have some of the setup work done for you. 

Once you pull a Template into your Account, it is yours to customize as you see fit. This makes it so the Templates that you choose can act as a starting point for the Master Templates that you plan to build.

Resource: Help Doc

Pro Tip: Templates can give visibility into what other Agencies are reporting on, and may give you ideas on ways to improve or adjust your own reporting style. 

Add a Datablock from the Datablock Library

The Datablock Library consists of over 3,000 pre-built Datablocks, which are combinations of Metrics and Visualizations Types based on the most popular use cases. 

Datablocks are similar to Templates, but on a smaller scale. Once you add a Datablock from the Datablock Library to your Databoard, it will automatically populate with data from your selected Data Source. 

As with Templates, you can further customize Datablocks as you see fit using the Datablock Editor on the righthand side of the Designer.

Resource: Help Doc

Add a visualization from the Visualization Types list 

If you want to start with a blank Datablock, you can drag and drop a blank visualization from the Visualization Types list onto your Databoard. You can then use the Datablock Editor on the righthand side of the Designer to map this Datablock to a specific Data Source and Metric, select the Primary Date Ranges, change the comparison period, and more. 

The Datablock Editor differs depending on the visualization selected, so it's worthwhile to test out the functionality of different visualizations before building your Databoards. 

Resource: Help Doc

Add a Datablock from My Metrics

When you add Metrics to your Metrics screen, you'll see them listed in My Metrics. This helps align your team around the right Metrics and makes it easier than ever to use these Metrics on Databoards.

As with Datablocks added from the Datablock Library and Visualization Types list, once a Datablock from My Metrics is added to your Databoard you can customize it further using Datablock Settings. 

Resource: Help Doc

Build Databoards to use as Account Templates

Building your Account Templates takes time and effort, but it's a critical part of the process. These Account Templates can be used in Client Accounts moving forward, so don't rush through this step. 

Your Metrics screen should already provide an outline of the Metrics you want to include in your Databoards. Once your Databoards are built, you can save them as Account Templates. The main purpose of Account Templates is to make it easier for Agency Partners to automate Client reporting. 

Create Templates to prove the value of your services on your Client's business. Be sure to create dashboards that answer key questions, such as what are you delivering to your client? What is the result of those deliverables on your Client's business? 

There are other considerations to keep in mind as you build your Master Templates. Using the appropriate visualization for each Datablock allows you to convey your intended message or highlight key pieces of information. Setting Goals and displaying Comparison Periods adds context and makes your dashboard easier to analyze. 

Resource: Help Doc

Use Tags to keep your Databoards organized

You can Tag Databoards to differentiate between the dashboards that are significant for each focus area or Client group. Tags are Account-wide so any Agency user will be able to access these Tags. 

You can Filter the Databoards page based on Tags to create the optimal view for you. 

Resource: Help Doc

Pro Tip: The same Tags are available for Databoards, Goals, Custom Metrics, Calculated Metrics, and Client Performance. Use these Tags to stay organized as an Agency and create optimal views for your team. 

Loop Databoards together in your Agency Account

Once your Databoards are built in your Agency Account, you can create a separate reporting deck for each set of dashboards by looping Databoards together. 

This allows you to use the Streaming URL to view the full report and tell a comprehensive story of the work you're doing and the results of those efforts.  

Resource: Help Doc

Copy Databoards to Client Accounts

It's time to start rolling these out Databoards out to your Client Accounts. After a Databoard is copied to a Client Account, you'll need to navigate to the Client Account to accept the Databoard. 

Once the Databoard is accepted in the Client Account, it will repopulate with this Client's unique data. At this point, the Databoard is completely disassociated from the Master Template in the Agency Account, so you can further customize the Databoard to meet the needs of individual Clients. 

After the Databoard is accepted, no changes made to the Client Databoard will affect the Master Template, and no changes made to the Master Template will be reflected on the Client Databoard.

Resource: Help Doc

Pro Tip: If your Databoards are looped, you'll have the option to send the full loop of Databoards to a Client Account, rather than having to send them individually. 

Customize Databoards with logos, colors, etc.

Customization options are available from within the Designer. Customizing Databoards for each Client is quick and easy, but it can make a big difference when introducing this new reporting style to Clients. 

Resource: Help Doc

        Pro Tip: For paid plans, you can further whitelabel Databox. Learn more

How to adjust your strategy based on the state of your data


Schedule Snapshots of Databoards

Scheduled Snapshots allow you to export Databoards as JPGs or PDFs. This allows you to archive your Databoards as often as you see fit.

Scheduled Snapshots can also help make your Databoards a regular part of your routine by automatically exporting your reports and delivering them via email at a specified date and time. Rather than waiting for time to seek out your data, you can make your data work for you. 

Resource: Help Doc

Pro Tip:  If your Databoards are looped, you'll have the option to Schedule a Snapshot of the full Looped Databoards. 

Add Client Alerts in Client Accounts

Alerts enlist the Databox system to automatically and proactively monitor your top Metrics and notify you of emerging trends. 

Alerts can be sent out via email, push notification, or Slack. By default, these Alerts will go to the user configuring them, but you have the ability to select additional recipients as well. Some Agencies set up Alerts to go directly to Clients, while others only go to Agency users.

Resource: Help Doc

Pro Tip: The condition  % has increased or decreased by is great to monitor emerging trends for key Metrics. At a minimum, it's recommended that you set Alerts for the top 3-5 Metrics per Client.

Add Annotations

Scheduled Snapshots and Alerts can both be triggers for you to add Annotations to your Databoards. Annotations are short text notices that can be added to Charts in order to better interpret KPIs and inform end-users when something noticeable has impacted the data.

By adding Annotations to a Chart, you're drawing a direct correlation between the work you're doing and the results you're seeing in the data. 

Resource: Help Doc