Dashboard Overview
Your Need Theo dashboard is your command center for managing your AI agents, viewing conversations, and tracking business performance. Here's a complete guide to everything you'll find.
Accessing Your Dashboard
Go to app.needtheo.com and log in with your email and password.
If you're new to Need Theo, start with our Getting Started guide to set up your account and configure your first AI agent.
Main Dashboard
When you first log in, you'll see your main dashboard with two key sections:
Recent Activity
This section shows activity since your last visit, helping you quickly catch up on what's happened:
| Metric | Description |
|---|---|
| New Conversations | Count of conversations that started since you last checked |
| New Contacts | Number of new contacts added to your database |
| Recent Conversations | Your latest 5 conversations with agent name, message preview, and timestamp |
| Recent Contacts | Your latest 5 contacts with name, email/phone, and when they were added |
On your very first visit, you'll see a welcome message instead of activity. Activity tracking begins after your first dashboard visit.
Analytics Charts
Visual charts showing your business performance over time:
- Calls Received — Track incoming call volume by agent
- SMS Messages — Monitor text message activity by agent
- Chat Messages — Monitor chat activity by agent
- Leads Captured — See leads from calls, SMS, and chats (stacked area chart)
- Appointments Booked — View appointment trends by agent
Adjusting the Analytics Timeframe
You can customize the date range for your analytics by clicking the date button in the top-right of the Analytics section:
Quick Select Options:
- Last 7 days
- Last 30 days (default)
- Last 3 months
- Last 6 months
- Last year
Custom Date Range:
- Click the date button
- Select "Custom Range" at the bottom
- Choose your start and end dates
- Click "Apply Custom Range"
The system automatically adjusts the data granularity based on your selected range:
- 7-60 days: Daily data points
- 60-180 days: Weekly data points
- 180+ days: Monthly data points
Navigation Menu
On the left side of your screen, you'll find the main navigation menu. Here's what each section contains:
Main Navigation
| Menu Item | Description |
|---|---|
| Dashboard | Your home screen with recent activity and analytics |
| Conversations | View all chats, SMS messages, and phone calls with your customers. Learn more → |
| Contacts | Your customer database with contact info and history. Learn more → |
| Scheduling | Manage availability and view booked appointments. Learn more → |
AI Configuration
This section controls how your AI agents behave:
| Menu Item | Description |
|---|---|
| Agents | Create and manage your AI agents. Learn more → |
| Knowledge Base | Add information so your agents can answer questions accurately. Learn more → |
| Behaviors | Configure how your agents handle specific situations like booking appointments, capturing leads, or transferring calls |
Settings
Configure your account and business details:
| Menu Item | Description |
|---|---|
| General | Your business profile, hours, timezone, and basic information |
| Team | Invite team members and manage their access levels |
| Billing | View usage, manage subscription, and update payment methods |
| Custom Fields | Create custom data fields for capturing specific contact information |
| Phone Numbers | View and manage your AI phone numbers |
| Integrations | Connect to Google Calendar, CRMs, and other tools. Learn more → |
Account Switcher
If you manage multiple businesses or accounts, you can switch between them using the Account Switcher at the bottom of the sidebar, just above your profile.
The Account Switcher only appears if you have access to multiple accounts.
Dashboard Best Practices
Check In Regularly
Even though Theo works automatically, it's good practice to:
- Review conversations weekly — Look for patterns in customer questions
- Check for unusual responses — Make sure your agent is handling edge cases well
- Update your knowledge base — When business info changes, update it promptly
Use Search Effectively
Looking for a specific conversation or contact?
- Use the search bar in the Conversations section to find by customer name, phone, or message content
- Use the search bar in the Contacts section to find by name, email, or phone number
Mobile Access
The dashboard is fully responsive and works on phones and tablets. Just visit app.needtheo.com in your mobile browser.
For the best mobile experience, add the dashboard to your home screen for quick access.
Demo Accounts
If you're using a demo account, you'll see a banner at the top of your dashboard showing:
- Days remaining in your trial
- Credits used out of your limit
Click Subscribe Now in the banner to upgrade to a paid plan and unlock full features.
Demo accounts have limited credits and expire after a set period. Make sure to subscribe before your demo ends to keep your data and settings.
Getting Help
If you ever need assistance:
- Check our Troubleshooting Guide for common questions
- Email us at support@needtheo.com
Ready to dive deeper? Explore the guides for each section of the dashboard.