How to create a sales pipeline dashboard from form responses

Build a real-time sales pipeline tracker from your form

In this guide, you’ll take a single sales/lead capture form and convert its responses into a live, filterable sales pipeline dashboard. This is perfect for sales teams who want better visibility into lead stages, deal size, and owner assignments — without spreadsheets or external tools.
📘 Learn more: Create your first form, app, or portal in a flash

Why this helps

• Track every lead through stages (New → Qualified → Proposal → Won/Lost) in one glance.
• Build dashboards, kanban boards, charts, and tables directly from your form’s data.
• Auto-update visuals every time a new lead enters your pipeline.
• Share internal views with your team or embed the dashboard into a portal.
• Proven for sales teams using Formaloo for CRM and pipeline management.
  📘 Learn more: Build personalized and time-saving flows with logic and automation

Step 1 – Create your sales lead form

You can start from scratch or use a template from our Template Gallery (e.g., Lead generation form). You can also use Magic Create, try:
"Sales lead form with contact info, deal value, lead source, and lead status."

Include fields such as:

• Full name
• Company name
• Email & phone
• Lead source (dropdown)
• Deal value (number)
• Lead stage/status (single choice: New, Qualified, Proposal, Won, Lost)
• Assigned sales owner (dropdown or admin-only field)

💡 Tip: Keep your lead stage a single-choice field, it becomes your pipeline grouping.
📘 Learn more: Form editor and field types

Step 2 – Add admin-only fields for internal pipeline tracking

This keeps your public-facing form clean while giving your team fields for internal updates.

Add hidden/admin-only fields such as:

• Internal notes
• Next follow-up date
• Lead priority
• Updated by / Owner

💡 Tip: Admin-only fields appear in edit mode and your tables/boards but not to submitters.
📘 Learn more: Customize your form/app layout and design

Step 3 – Turn your form into a dashboard app

From your project, Create an app to turn it into a multi-page sales dashboard. This gives you tables, charts, kanban boards, and more.

Your app automatically includes:

• Responses Table (all leads)
• Charts page
• Custom pages you can add yourself

📘 Learn more: How to create or edit an app

Step 4 – Build your sales pipeline kanban board

Create a new page → add a Kanban board.

Configure it to:

• Group by: Lead stage
• Show fields: Name, company, deal value, owner
• Sort by: Follow-up date or deal value
• Filter: e.g., “Only show active (not Won/Lost)”

This becomes your real-time draggable, stage-based pipeline.

💡 Tip: Add multiple kanban boards (e.g., one for each team member) using filters.
📘 Learn more: How to customize kanban boards

Step 5 – Add charts for sales insights

Create another app page → add a Charts block.

💡 Tip: Change the chart colors to match your sales brand or team reporting style.
📘 Learn more: How to showcase charts based on form responses

Step 6 – Add tables for filtering and segmented views

Add a Table page for each scenario:

Examples:

• “All leads”
• “Leads assigned to me”
• “High-value deals” (filter deal value ≥ X)
• “Requires follow-up today” (filter by date)

💡 Tip: You can create unlimited filtered versions of the same table for dashboards.
📘 Learn more: How to customize tables

Step 7 – Add automation (optional)

Use On Submit or On Update logic to automate your pipeline.

Examples:

• When lead stage = "Qualified" → send Slack notification
• When deal added → notify assigned sales owner
• When status changes to “Won” → trigger personalized email
• When score > X → assign to a specific team member

💡 Tip: Keep the workflow inside a single form — no need for multiple forms.
📘 Learn more: What is “On Submit” logic and how it works

Pro Tips

💡 Pro Tip 1 — Create a "My Pipeline" portal for sales reps
Enable Portal Mode so each sales rep logs in and only sees their assigned leads.
📘 Learn more: How to create a portal and manage users' access

💡 Pro Tip 2 — Add a live embed page for external dashboards
Embed Google Sheets or external analytics for deeper reporting.
📘 Learn more: How to add a live embed page to your project

💡 Pro Tip 3 — Use AI Analyze to summarize sales opportunities
On any table, add AI Analyze to get instant summaries (top sources, win rate, bottlenecks).
📘 Learn more: Build personalized and time-saving flows with logic and automation

Real-world example (Case Study)

A B2B SaaS company built a sales pipeline dashboard from their lead form. After launching:

• Reps used Kanban to drag deals across stages
• Managers tracked total pipeline value via charts
• Follow-ups were automated using On Update
  Result: qualified lead response time dropped from 12 hours to under 2 hours — using only one form and one dashboard.
  📈 See more examples: Formaloo use cases

FAQ

1. Can I hide internal fields from submitters but still use them in the dashboard?

Yes, use admin-only fields inside the same form. They remain visible in tables, kanban boards, and charts for your sales team.
❓ Learn more: Customize your form/app layout and design

2. Can I let sales reps only see leads assigned to them?

Yes, enable portal mode and filter app pages by logged-in user.
🔒 Learn more: How to create a portal and manage users' access

3. Can I add automations for stage changes?

Yes, use On Update logic to trigger automations whenever a record’s status changes.
🛠️ Learn more: What is “On Update” logic and how it works

4. Can I embed this dashboard into another tool or website?

Yes, share the app or embed it anywhere using an iframe.
🌐 Learn more: How to create an embedded page in my app

Your sales pipeline is now live

You’ve turned a simple lead form into a complete, real-time sales pipeline dashboard with kanban, charts, tables, and automation. Next, enhance it with a branded sales portal or AI-powered reports.

🎉 Learn more: Expand your workflow in Formaloo

Last updated November 2025

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