Help Center

Appointments Performance Reports

Click here to access reports page in LeadCenter.

The following is the list of important appointment reports:

• 1st Appointments with New Prospects: Tracks first appointments with new prospects, including client and advisor names, appointment details, percentage kept, became client ratio, and potential close rate. Based on meeting date, this report helps monitor initial engagements and follow-up effectiveness.
• All Appointments with New Prospects (1st, 2nd, 3rd, 4th Appts): Tracks conversions from 1st to 2nd, 2nd to 3rd, and 3rd to 4th appointments like a funnel. Includes appointment details, statuses, advisor breakdown, close rate, pending status, and became client ratio.
• All Appointments Report (with clients and prospects): Provides a detailed overview of all types of appointments with clients and prospects based on meeting date, including meeting details, statuses, employee names, lead stages, and office locations. Helps in managing and analyzing both client and prospect interactions effectively.
• Velocity Report: This report calculates the number of days it takes for a lead to become a client from their 1st kept appointment, including details like appointment date, account issued date, and deal velocity for insurance and annuities accounts.

Appointment report dimensions and metrics definitions

• 1st Visit - Not a Client: this appointment category is for all first meetings with new prospects. Similar to this category, there are three more categories to track prospects' appointments journey. Those are 2nd Visit - Not a Client, 3rd Visit - Not a Client, and 4th Visit - Not a Client.
• Appointment Set: an appointment is set with a contact.
• Appointment kept: The contact attended the appointment. You don't have to mark an appointment completed. Any appointment that is not canceled or marked no-show is assumed kept by the system. If the contact cancels the appointment, cancel it. If the contact did not show, mark it no-show.
• % Kept: is the ratio of Appointment Kepts / Appointments Set
• Became Client: the contacts that are set to a won stage after attending prospecting appointments.
• Became Client / Kept: is the ratio of contact that is set to won stage / appointment kept. Make sure the contact closed at date is after prospecting appointment dates.Became client / Kept is the current closing ratio for appointments in the selected period.
• Pending: The number of contacts that booked 1st appointments but didn't convert to clients yet. This will show only contacts in open stages. Also this is include contacts that kept, cancelled, or didn't show for 1st appointments. Formula for this field is:
  Pending = 1s Appt Set - Closed leads (won, lost, disengaged, etc).
• Potential Close Rate: This ratio gives a forward-looking of the potential close rate for all contacts who attended appointments and are still in an open stage in the sales pipeline. Formula for this field is:
  Potential Close Rate = Won / (Total - Pending)
• Appointment by Advisors: This table is based on the advisor attending the meeting as host.
• Appointment by Scheduler: This table is based on the user who created the appointment. Appointments created from public calendars will show in a row with no scheduler. You can change the scheduler from the appointment edit page.
• Appointment by Source: this table is based on the source or channel for the contact.

1st appointments with new prospects report

This report will show only appointments that have the category 1st visit - not a client. All other appointments will be filtered out.

This report is based on the appointment date regardless of the contact creation date.

The 1st appointment report shows the performance of the business from three dimensions:

1. Advisor
2. Scheduler
3. Source

This report answers questions like:

• How many 1st appointments are we getting from each source? For example seminars, digital, etc.
• How many 1st appointments are being booked by each scheduler?
• What is the quality of lead measured by 1st appointment kept, by the source or scheduler?
• What is the conversion rate per advisor of 1st appointment to clients?
• What is the potential conversion rate per advisor, scheduler, or source? This takes into consideration active prospects still in the pipeline.

All appointments with new prospects (1st, 2nd, 3rd, 4th appt) report

This report is based on 1st appointment date. The subsequent 2nd, 3rd, and 4th appointments are a subset of the prior 1st appointment kept. For example, second appointment in the period selected that does not have 1st appointment prior to it in the same period will not be included in this report.

This report will show only appointments that has the categories 1st visit - not a client, 2nd visit - not a client, 3rd visit - not a client, and 4th visit - not a client . All other appointments will be filtered out.

This report is focused on the propsect appointments journey before becoming client per advisor. It shows the various conversion ratio from 1st kept to 2nd booked, from 2nd kept to 3rd booked, and from 3rd kept to 4th booked. It also shows the final conversion ratio to becoming client per advisor.