Organizing your day by appointment gives you more control over your day, improves efficiency, and allows you to offer a better experience to your customers. However, if you've been doing it for a while the appointments you've had are tiny insights into the health of your business, things like the time spent, which team member is leading them, and which calendar they are booked in the most help prioritize, organize and grow your business efficiently.
The Appointment Reporting tab is the place to go for that information. Since it tracks and analyzes all appointments created using your CRM calendars you can reliably use it to visualize or extract your data. This includes information about the outcomes of appointments, their sources, and the calendars used for scheduling.
Note: Depending on your user permissions, you may not have access to all of the components.
To obtain the most accurate data, you can set date ranges and select specific calendars based on your analysis requirements. Modifying these ranges will alter the information shown.
The filter options allow you to refine your search by choosing a particular calendar(1), filtering by date added or started(2), and selecting specific time frames to examine the appointment data (3).
The top section gives you a general insight into the appointments booked during the date range. This will be the total number for the appointment condition which can be:
Booked: Total appointments booked whether new or rescheduled.
Confirmed: Total appointments that have been confirmed, this includes completed appointments.
Cancelled: Total appointments that have been canceled, whether by user or customer.
New: Total appointments that have been scheduled for the first time.
Showed: Total appointments that have been completed with the customer.
No Show: For appointments to which the customer didn't show up without previous notice.
Invalid: For appointments that don't meet the conditions, ie. a duplicate appointment.
The Appointment Channel graph illustrates the methods through which appointments were booked. One common channel is Booked By Lead, which indicates that the lead scheduled the appointment themselves.
The Appointment Source graph displays the origins of booked appointments.
If you wish to modify the source, you can choose a different option from the dropdown menu provided.
The Appointment Outcome graph compares the overall results of all your appointments within a specific date range. This comparison is particularly beneficial when assessing the effectiveness of individual appointment campaigns.
These show you a breakdown of the performance of your top 5 in each category. The categories are Most Booked Callendar, Appointment Owners, and Calendars with Cancellations. It also includes the Most Popular Days for the total appointments booked for each day of the week.
The Appointment Data Table provides a comprehensive view of all appointment information, allowing you to examine individual appointments and their associated details, such as the calendar used, requested appointment time, booking time, booking party, source, and appointment outcome.
With the Appointment Outcome Filter, you can refine the table to display only contacts with specific outcomes, such as showed-up, no-showed, or canceled appointments.
To customize the table data according to your needs, you have the option to modify the columns to better suit the view you wish to examine. Choose from Appointment Id, Calendar, Requested Time, Date Added, Contact Name, Email, Phone, Appointment Owner, Created By, Mode, Source, and Outcome.
If necessary, you can export this data into an Excel spreadsheet for further analysis. Simply click the export button to save the data to your computer.
By leveraging the features in the Appointment Reporting tab, you can analyze key metrics, track outcomes, and optimize scheduling strategies.
