Requirements: User mailboxes need to be connected to sync to Ebsta: Connect mailboxes
Ebsta for HubSpot's Dashboard enables sales leaders to spot deals at risk, forecast with confidence and prioritize deals most likely to close.
This article covers:
Access Ebsta's Dashboard
1. Open up the Ebsta Console by clicking on the following link:
2. Click Sign in with HubSpot.
3. The Dashboard will load by default.
Overview of Ebsta for HubSpot's Dashboard
There are several elements of the dashboard, most of which work in conjunction with one another. We will go through each element of the dashboard in turn.
Pipeline Tracker
Pipeline Tracker follows your sales pipeline and how it is trending over time.
Hovering over a stack in the graph on a displays the cumulative totals for that 7 days.
By default, Ebsta displays the current quarter's pipeline but you can use the filter at the top of the graph to view a previous or future quarter or a specific month.
There are a number of other filters that can be applied which are covered in more detail later on in this article:
Above the graph, Ebsta displays key financial values for the quarter/month and the trend from the previous period. You can click on any of the metrics to review the detail of these values and deals in the other areas of the Console.
Ebsta Projection Projected Revenue (Weighted Sales Pipeline) for the period
Closed Total value of Deals Closed Won for the period
Commit Total value of Deals with Deal Stage set as Commit
Best Case Total value of Deals with Deal Stage set as Best Case
Pipeline Total value of Deals with Deal Stage set as Pipeline
Next Qtr Pipeline Total value of Deals with an expected Close Date in next quarter
Pipeline Insights
Pipeline Insights enables you to review all Deals in your Pipeline, spot deals at risk, uncover those likely to close and review and make forecast calls.
If you click on a row, the sidebar updates to display insights relating to that deal.
Note: Use the scroll bar along the bottom of the table to view all of the columns of the table.
Pipeline Insights displays key information about the deals including deal amount, close date, next step and stage (all of which can be edited directly from the table and will update in HubSpot. Ebsta also displays a number of other insightful metrics and information.
Relationship Score is a number between 0-100 that represents engagement. The more interactions your team has with a company – the higher their Score. It also takes into account the total activity count, type of activity, its direction (inbound/outbound), duration and timing to derive a single engagement percentage metric.
Deal Score A number between 1-99 which highlights the health of an Opportunity in your pipeline. It is calculated using multiple factors including relationships, engagement, deal stage, close date, deal value to indicates how likely the deal is to close successfully.
Warnings refer to the number of negative factors that relate to this deal (which are detailed in the sidebar).
MEDDIPICC Score is the display of the scores assigned to the each of the criteria in the Deal Qualification Guide which shows how qualified a deal is. To edit the scores click on the row of the Opportunity you wish to edit to open the sidebar and click the Qualify tab.
For more information about the Deal Qualification Guide, please refer to the following article:
Negative and Positive Trends from the previous period are indicated by green and red boxes in the table. Where there has been a negative change (i.e. the Close Date has been pushed back and/or it has moved back a stage or the deal value has been lowered) Ebsta displays the information in a red box. Where there has been a positive change (i.e. the Close Date has been brought forward, and/or it has moved forward a stage or the deal value has increased) Ebsta displays the information in a green box.
If you hover over the Stage, Close Date or Deal Amount, Ebsta displays the historical changes that have occurred including when the change was made, who made the change, whether the change is positive or negative and the details of the change.
If you scroll across along the table, Ebsta also displays how long the deal has been in its stage, how many activities related to this deal have taken place in last 7 days, how many colleagues are involved in the deal and the number of contacts you have a relationship with at the company.
Editing Deals
You can edit key opportunity values, such as Amount, Close Date, Stage and Next Step directly from the table (changes will automatically sync to HubSpot).
To edit Amount, hover over the row of the deal you wish to edit and a pencil icon will appear and/or the value will be underlined.
Type in the new value and save using the green tick icon. To cancel this change, click the red cross.
To change the Close Date, select a new date using the calendar pop up.
To update Next Step, type directly into the notes pop up window and click Save.
To change Stage, select a new stage from the dropdown menu.
Pipeline Change
Pipeline Change follows how deals have flowed through your pipeline over a period of time and enables you to understand the changes.
By default, Ebsta displays the changes to the pipeline that have occurred over the week but you can use the filter at the top of the chart to change this.
You can also filter the display by Deal Type or by User/Hierarchy.
Above the chart, the tiles display total financial values and the corresponding number of deals that make up your pipeline and the trend from the previous period.
Starting is the total value of deals (and their corresponding number) in the pipeline at the start of the period.
New In is the total value of new deals (and their corresponding number) created within the selected timeframe.
Pulled In is the total value of deals (and their corresponding number) pulled into the current quarter from future quarters during the selected timeframe.
From Prev Q's is the total value of deals that are pulled into the current quarter from previous quarters during the selected timeframe.
Added Value is the amount of value added to deals already in the pipeline during the selected timeframe. For example, if a deal's value is increased from £100,000 to £150,000 the added value is £50,000.
Won is the amount of value from deals closed lost during the selected timeframe.
Lost is the amount of value from deals closed won during the selected timeframe.
Decreased is the amount of value reduced from deals already in the pipeline during the selected timeframe.
Slipped is the total value of deals (and their corresponding number) that were scheduled to close in this quarter but that during the selected timeframe have been updated with Close Dates that fall in future quarters.
Omitted is the total value of deals (and their corresponding number) with their Forecast Category set to Omitted during the selected timeframe.
Ending is the total value of deals (and their corresponding number) on the end date.
The left hand side of the flow chart denotes the start of the week and groups all deals in the pipeline by their Forecast Category (Open Pipeline, Best Case and Commit) as it was set on this date. New deals in, deals from previous quarters and Pulled in deals (from future quarters) that get added to the current quarter during this period are also displayed underneath these.
Hovering over these categories displays the total value and number of deals in this category and what percentage of the total pipeline it is.
The right hand side of the chart denotes the end of the week and groups all deals in the pipeline into one of the following categories:
Won: Deals closed Won between the start and end dates.
Trend up: Deals where there has been a positive change (i.e. the Close Date has been brought forward, and/or it has moved forward a stage or the deal value has increased) between the start and end date.
Trend Down: Deals where there has been a negative change (i.e. the Close Date has been pushed back, and/or it has moved back a stage or the deal value has decreased) between the start and end date.
Idle: Deals where there has been no change (positive or negative) between the start and end dates.
Slipped: Deals that have been updated with Close Dates that now fall in a future quarter.
Lost: Deals that have closed Lost between the start and end date.
Again you can hover over the categories to display the total financial value and number of Deals in this category and what percentage of the total pipeline it makes up.
Clicking on any of the categories (left and right) updates the chart display so that you can focus in on what changes have occurred. For example, by clicking Best Case, I can review the Deals that were set as Best Case at the start of the selected time frame and look at how they have flowed through the pipeline over that period.
Hovering over the trend lines displays the detail in a pop up window. So for example, 3 Deals in the pipeline, set as Best Case, have Trended Down.
Clicking on a trend line adds an additional filter to the chart. These filters affect the information displayed in the Pipeline Change bubble chart and the Pipeline Insights table below.
To view the bubble chart, click the bubble chart button in the top right hand corner of the flow chart.
Note: Any filters that were applied to the flow chart will be applied to the bubble chart. To remove these and view all opportunities in the pipeline, click the cross next to each filter.
The bubble chart visually represents all Deals in the pipeline as bubbles and plots them against Relationship Score and expected Close Date. The size of the the bubble represents the deal value, (i.e. the bigger the Bubble, the bigger the deal size).
If you hover over a bubble, Ebsta will display key information relating to the deal including the deal name and Owner, the Account it relates to, Deal Value, Close Date and the Relationship Score.
If you click on a bubble it will turn orange and Ebsta will update the sidebar on the right to display more detailed insights relating to that deal.
Above the bubble chart, Ebsta displays a number of metrics such as win rate, average deal amount etc so that you can see how your team is performing in this quarter compared with the previous quarter.
Average Relationships is the average number of internal relationships related to that deal that your team had between open and close dates where it Closed Won.
Average Score refers to the Ebsta Relationship Score that the deal held at the point that it was Closed Won.
Insights Sidebar
The sidebar provides in-depth insights into your pipeline's performance and highlights what needs attention, and why, to ensure you hit targets. Clicking on insights in the sidebar will adjust the information displayed in the various areas of the dashboard. The sidebar has two tabs; Insights and Deals.
By default, the sidebar will be open on the Insights tab. This is an overview of how you are performing against your goal, what the trends are and what deals to prioritise.
Understand Trend displays the number of deals where there has been a negative change (i.e. the Close Date has been pushed back and/or it has moved back a stage or the deal value has been lowered) and the number of deals where there has been a positive change (i.e. the Close Date has been brought forward, and/or it has moved forward a stage or the deal value has increased) in the last 7 days along with the corresponding value of those deals.
Clicking View Deals in the applies a filter to the bubble chart (and Deal table below it which will be covered next) to display only those deals.
Opportunities to Prioritise enables you to identify and prioritize those deals within your pipeline that need attention. For example, those with no scheduled future Activity, those where there has been no activity in last 14 days, those that have spent too long in their current stage compared to average and so on.
Again clicking View Deals in the sidebar updates the Bubble chart and table below it to display only those deals so that you can drill down into the detail.
The Deal tab displays detailed insights about a deal in the pipeline. The deal displayed in sidebar is the one highlighted orange on the bubble chart. In the top right-hand corner, Ebsta displays the current Relationship score and trend for this opportunity. Positive & Negative Factors allow you to gauge how a deal is performing compared to the benchmark and identify possible risks on the opportunity being closed lost.
Click the Activity tab to view an Activity Timeline along with a list of the 10 most recent activities relating to the deal. The Activity Timeline is a comprehensive view of how the team is engaging with customers over time. Activities (Calls, Meetings and Inbound and Outbound Emails) related to the Deal are plotted along the timeline. By default, Ebsta displays the timeline for the last 14 days but you can adjust this using the date filter. Along the bottom of the timeline, Ebsta displays the total Activity count for this deal.
Ebsta also displays key deal changes that have occurred. Hover over the icon in the timeline to view the detail.
Deal Qualification Guide
The Qualify section aligns to your sales methodology. Managers can view all the deal qualification information in one place when reviewing the pipeline. They can understand if sales teams have all of the necessary criteria to close a deal or if there are important areas that are being neglected.
The Deal Qualification Guide quantifies a deal under the following sections:
| Metrics | What is the economic impact of this solution? |
| Economic Buyer | Who has profit & loss responsibility for this? |
| Decision Criteria | What are their technical vendor and financial criteria? |
| Decision Process | Then what happens? Define validation & approval |
| Paper Process | What steps need to be taken to get a deal signed & how long will this take? |
| Implicate the pain | What problems are they trying to solve? |
| Champion | Who will sell on your behalf within the company? |
| Competitor | Who are we competing against and why? |
In each section, you can choose a Qualification Store from the Score dropdown.
Notes can be entered into the text boxes. There is no need to save notes as the sidebar will automatically save. All fields are saved at company level so all users will have visibility of the information related to this specific Deal
You'll be able to view the MEDDIPICC Scores of each Deal in the deal table.
Submitting Manual Forecasts
You can use Ebsta to standardize and streamline your weekly, monthly and quarterly manual forecast submissions process.
1. Use the filters at the top to select the forecast period (current or future, month or quarter) and select your username.
2. Click Submit Forecast
3. This opens up the forecasting tab in the sidebar.
4. Use the Forecast Status toggle button in the deal table to assign a forecast judgement to your deals:
P means the Opportunity is Pipeline
U means the Opportunity is Upside (Best Case)
C means the Opportunity is Commit.
Note: The red and green background displayed on the toggle button denotes a negative or positive change from the previous submission. The blue background means no change or a manual forecast has not been submitted previously.
5. The sidebar displays the forecast submission to be submitted. The Information section displays the user or Team who will be submitting the forecast, the pipeline and reporting period this applies to along with the date of the last submission if applicable.
You can adjust the forecast period* using the dropdown menu.
* Where quarterly and monthly forecast submissions are made, the quarterly submission takes precedent. When there is a quarterly forecast submission for the selected forecast period, the quarterly forecast value will be displayed. When there is no quarterly submission, and only monthly submissions for the selected forecast period, we show the rollup of all the monthly submissions.
Commit Forecast:
Won Opps: Total value of Deals closed Won.
Selected Opps: Total value of (and number of) Deals labelled C*
Total Amount: Total value of Won Deals and Selected Deals combined.*
Team Rollup: Total sum of all forecasts submitted by each rep in the team or by each manager in the business.
* These values will automatically be calculated as the Deals in the table are assigned a forecast using the Manual Forecast toggle button.
Upside Forecast:
Won Opps: Total value of Deals closed Won.
Selected Ops: Total value of (and number of) Deals labelled U and C*
Total Amount: Total value of Won Deals and Selected Deals combined.*
Team Rollup: Total sum of all forecasts submitted by each rep in the team or by each manager in the business.
* These values will automatically be calculated as the Deals in the table are assigned a forecast using the Manual Forecast toggle button.
6. Once each of the Opportunities have been assigned a forecast category, a final forecast figure needs to be inputted in the My Forecast field. If you click on the Total Amount value in the Commit and in Upside sections, these values are automatically copied into the My Forecast field. Alternatively you can input an adjusted figure into the box. Input any relevant extra details, reasoning or evidence in the notes section.
7. If you wish to submit another forecast, check the tick box next to Submit another. When you are happy with your submission, click Submit.
8. The forecast submission can be viewed in the Pipeline Tracker chart*.
* You may need to refresh the page.
Filtering the Dashboard
The main filters enable you to adjust the display of results in all elements of the dashboard. The filters enable you to look at specific Deal types, time periods and/or deals by user(s)s or by hierarchy/teams.
To learn how to create Teams and assign users to them, please refer to this article:
There are also additional filters that can be used to adjust the display of results in the Pipeline Change charts. Click the filter button in the top right-hand corner of either chart.
This opens up a the filters sidebar where you can filter the results by deal Stage, Close Date, Deal Value and Relationship Score.