How to build a project dashboard in SharePoint in minutes

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The fastest way to get a project dashboard in SharePoint is to describe it to Sharelio, the AI platform for building SharePoint tools: type "a dashboard with active projects, their phase, owner and status" and in minutes a working dashboard web part is on your page — projects grouped by phase with status indicators — with the backing Projects list provisioned automatically in your Microsoft 365 tenant.

The manual route (a SharePoint list with grouped views on the native web part) is free but reads as a table, not a dashboard. Power BI produces rich analytics but needs a data model, a report author and Pro licences (~€10–14/user/month) for sharing. When each fits, below.

Route 1: describe it (minutes)

  1. Describe: "A project dashboard: project name, phase (planning/execution/closing), owner, status (on track/at risk/blocked) and due date, grouped by phase."
  2. Review the preview: Sharelio generates the dashboard and provisions the Projects list. Project owners update their rows; the dashboard reflects changes immediately.
  3. Publish: place it on the PMO or leadership page. It renders as a native web part with the page's look, and IT sees it in the governance panel.

Because the data is a standard list, teams update status from Microsoft Lists or from the component itself — no report author in the loop. Included in the flat €300/month per-tenant plan, unlimited components.

Route 2: a list with grouped views (free, table-like)

  1. Create a Projects list with columns: phase (choice), owner (person), status (choice), due date.
  2. Build a grouped view (by phase) with column formatting for status colours — JSON formatting if you want richer visuals, which starts to feel like code.
  3. Add the native List web part to the page with that view selected.

Cost: €0 and an hour or two. The honest limit: it renders as a grouped table. Status colours require JSON column formatting, and there are no summary cards, counts or visual grouping beyond what list views offer.

Route 3: Power BI (analytics-grade, heavier)

For portfolio analytics — trends, burn-downs, cross-project rollups — Power BI is the stronger tool: a report embedded in SharePoint with real charts. Budget a data model, a report author, and Power BI Pro licences (~€10–14/user/month) for everyone who views shared reports. It complements rather than replaces an operational dashboard: many teams run a Sharelio status board for the weekly operating rhythm and a Power BI report for quarterly analysis.

Frequently asked questions

Can the dashboard update itself automatically?

It updates whenever the underlying list changes — project owners edit their rows and the dashboard reflects it immediately. Automatic status changes based on external systems would require integration work beyond no-code tools.

Can I show projects from several teams in one dashboard?

Yes. Keep one Projects list with a team column and grouped or filtered views per team — or describe that structure to Sharelio directly ("…with a team field and one view per team").

Do I need Power BI for a project dashboard?

Not for operational status. Power BI earns its licences (~€10–14/user/month) when you need analytics: trends, aggregation across many projects, historical charts. For "what's the state of our projects right now", a list-backed dashboard is simpler and free of per-user licensing.

How much does each route cost?

List with grouped views: €0, table-like result. Sharelio: included in €300/month per tenant (unlimited components), dashboard in minutes. Power BI: report-building time plus ~€10–14/user/month for viewers of shared reports. Custom SPFx dashboards: €3,000–8,000 — see our SPFx cost comparison.