Organising your day by appointment gives you more control over your schedule, 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 offer real insight into the health of your business. Things like time spent, which team member is leading them, and which calendar they are booked in most help you to prioritise, organise, and grow your business efficiently.
The Appointment Reporting tab is the place to go for that information. Since it tracks and analyses all appointments created using your CRM calendars, you can reliably use it to visualise or extract your data. This includes information about the outcomes of appointments, their sources, and the calendars used for scheduling.
Filtering the Data
To get 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).
Appointments Overview
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 cancelled, 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.
Appointment Channel
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.
Appointment Source
The Appointment Source graph displays the origins of booked appointments.
Change Appointment Source
If you wish to modify the source, you can choose a different option from the dropdown menu provided.
Appointment Outcome
The Appointment Outcome graph compares the overall results of all your appointments within a specific date range. This comparison is particularly useful when assessing the effectiveness of individual appointment campaigns.
Top Graphs
These show you a breakdown of the performance of your top 5 in each category. The categories are Most Booked Calendar, Appointment Owners, and Calendars with Cancellations. It also includes the Most Popular Days for the total appointments booked for each day of the week.
Appointment Data Table
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.
Appointment Outcome Filter
With the Appointment Outcome Filter, you can refine the table to display only contacts with specific outcomes, such as showed-up, no-showed, or cancelled appointments.
Change Table Data Columns
To customise the table data to suit 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.
Export Appointment Data
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 using the features in the Appointment Reporting tab, you can analyse key metrics, track outcomes, and optimise your scheduling strategies.