How to build a real-time analytics dashboard for survey results with AI insights

Turn any survey into a real-time analytics dashboard

In this guide, you’ll take a standard survey form and turn it into a live analytics dashboard with instant AI-powered summaries. This setup is perfect for HR teams, customer success managers, or research groups who want to monitor trends, visualize feedback, and get AI-written insights, all without exporting data or using external tools.

📘 Learn more: Create your first form, app, or portal in a flash

Why this helps

• See new survey responses update your dashboard instantly without refreshing or exporting.
• Use AI Analyze blocks to generate summaries, “what respondents are saying,” or next-step recommendations.
• Give teammates a clean reporting dashboard without exposing the original form or raw tables.
• Filter results by date, department, satisfaction level, or any field, all using the built-in Tables & Charts controls.
• Based on a common real-world use case: teams running NPS/CSAT surveys who need weekly insight summaries.

📘 Learn more: Build personalized and time-saving flows with logic and automation

Step 1 – Create your survey form

You can start from scratch or use a template from our Template Gallery (e.g., Customer Feedback Survey, Employee Satisfaction Survey).
Or use Magic Create, try a prompt like:

“Survey with 1–10 ratings, multiple choice questions, and follow-up text feedback.”

Add fields such as:

• Rating scale (1–10)
• Multiple-choice satisfaction questions
• NPS-style “How likely are you to recommend us?”
• Open-text feedback
• Optional demographics (team, region, product line)

💡 Tip: Use multiple pages to group your survey (e.g., Satisfaction → Experience → Additional comments).
📘 Learn more: Form editor and field types

Step 2 – Create a dashboard project for analytics

You’ll build your dashboard as a separate Formaloo app that pulls in your survey responses automatically.

Delete placeholder pages and start with a clean structure.

💡 Tip: Organize the left sidebar into pages like “Overview,” “Trends,” “AI Insights,” “Raw Data,” etc.
📘 Learn more: Customize your form/app layout and design

Step 3 – Add a live responses table

This is the foundation the dashboard will read from.

1. Enter Edit Mode.
2. On a new page → type / → choose Table.
3. Select the survey form as the data source.
4. Show/hide fields to keep only essential columns (ratings, categories, comments).
5. Turn on filters (date filters, department filters, product filters, etc.).

💡 Tip: Duplicate the table to create filtered tables (e.g., “Promoters only”, “Negative feedback”, “Team A responses”).
📘 Learn more: How to customize Tables, Charts, and Galleries

Step 4 – Add charts to visualize key metrics

Charts update automatically every time a new response is submitted.

Steps:

1. On any dashboard page, click + → Chart.
2. Select your survey form as the data source.
3. Choose the field you want to visualize (e.g., satisfaction rating).

💡 Tip: Add several charts on one page to create an NPS-style summary: Score distribution + promoter/passive/detractor breakdown.
📘 Learn more: How to showcase charts based on form responses

Step 5 – Add AI Insights with the AI Analyze block

This is where your dashboard becomes a real-time assistant.

1. Add a new page called AI Insights.
2. Click + → AI Analyze.
3. Add your instruction prompt, such as:
   • “Summarize the top 5 trends in respondent feedback.”
   • “Highlight emerging issues based on open text responses.”
   • “Write a weekly executive summary with action recommendations.”
4. You can add multiple AI Analyze blocks for different perspectives (e.g., positive themes, negative themes, trends by team).

💡 Tip: Use @field_ID references inside prompts to generate custom insights (like trend summaries per rating field).
📘 Learn more: Build personalized and time-saving flows with logic and automation

Step 6 – Create a filtered “Trends” page

For deeper analysis:

1. Add a new page → Trends.
2. Add multiple charts grouped by theme (e.g., Satisfaction over time, Top issues, Category trends).
3. Add a Date filter table at the top so admins can filter the entire page manually.
4. Use duplicate charts filtered by specific criteria (e.g., responses after last update, specific team/region).

💡 Tip: You can combine tables + charts on one page to create a complete drill-down view.
📘 Learn more: Customize your form/app layout and design

Step 7 – Make your dashboard public or internal

Depending on your needs:

• Public dashboard for sharing with clients or leadership
• Portal mode for internal access only
• Role-based access to show different charts to different roles

Steps:

1. Open Share → Publish to make your dashboard public.
2. Or enable Portal mode for restricted access.
3. Assign roles to control who sees which pages.

💡 Tip: Keep AI Analyze pages internal if they include sensitive open-text comments.
📘 Learn more: How to create a portal and manage users' access

Pro Tips

💡 Pro Tip 1: Add an embedded documentation page
Add a “How to read this dashboard” page with notes, explanations, and highlight guides.
📘 Learn more: How to add a live embed page to your project

💡 Pro Tip 2: Add automated weekly summary emails
Use On Submit or On Update logic to trigger internal notifications whenever a flurry of feedback comes in.
📘 Learn more: What is “On Submit” logic and how it works

💡 Pro Tip 3: Turn the dashboard into a client-facing portal
Allow clients to log in and see their own filtered dashboard view.
📘 Learn more: How to add user roles on your portal

Real-world example

A SaaS company ran a monthly NPS survey and built a live analytics dashboard in Formaloo.
By adding AI Analyze, they automatically generated a weekly leadership summary.
This reduced reporting time from 3+ hours per week to just a few minutes and helped them catch early customer satisfaction declines before churn increased.

📈 See more examples: Formaloo use cases

FAQ

1. Can I filter the dashboard by date or department?

Yes, add a Table at the top of any page and turn on Filters to change what the charts show.
❓ Learn more: Customize your tables and charts

2. Can AI Analyze summarize only text feedback?

Yes, you can feed only the open-text fields into the AI block and ignore numeric fields.
🔒 Learn more: Build personalized and time-saving flows

3. Can I show only selected charts to certain team members?

Yes, enable Portal mode and apply role-based access for pages.
🛠️ Learn more: How to create a portal and manage users' access

4. Can I export the dashboard data?

Yes, use the export option from the survey form’s Results tab or from the table within the dashboard.
📘 Learn more: What is Formaloo?

5. Can I embed this dashboard in another site?

Yes, use the embed options in your dashboard’s Share settings.
📘 Learn more: How to create an embedded page in my app

Bring your survey analytics to life

You now have a fully built, real-time analytics dashboard with AI-powered insights, perfect for any feedback, NPS, or satisfaction survey. Your next step? Add automated alerts or expand the dashboard into a full portal for teams.

🎉 Learn more: Customize your form/app layout and design

Last updated November 2025