Hello! In this guide, you’ll learn about appointment categories in LeadCenter.ai — an essential feature that helps organize, visualize, and track meetings effectively across your calendar and reports.

1. What Are Appointment Categories?

Appointment categories are labels used to classify meetings in LeadCenter.
They play a critical role in:

1. Reporting
2. Calendar Coloring
3. Public Calendar Booking

Each of these functions helps you manage appointments more efficiently and ensure accurate reporting of lead and client activities.

2. Purpose 1: Reporting

Categories form the foundation of LeadCenter’s appointment reports.

For example:

• Categories such as First Visit – Not a Client or Second Visit – Not a Client directly feed into the First Appointments with New Prospects Report.
• This report tracks new prospect meetings and helps measure conversion rates from lead to client.

Important:
When scheduling a meeting with a prospect (someone who is not yet a client), always use one of the “Not a Client” categories — otherwise, the appointment won’t appear in lead conversion or prospect tracking reports.

3. Purpose 2: Calendar Coloring

Appointment categories also determine color coding in your LeadCenter calendar.

• Each category is assigned a color, helping you visually distinguish between meeting types at a glance.
• For example:
  • First Visit – Not a Client could appear in blue.
  • Client Review could appear in green.
  • Internal Meeting could appear in gray.

This color-coding system makes it easier to quickly identify the purpose of each meeting on your calendar.

4. Purpose 3: Public Calendar Booking

Appointment categories can also be displayed on your public booking page, allowing clients or prospects to choose the type of meeting they want when scheduling.

When you embed your public calendar link (for example, through BookMyTime.ai or directly from LeadCenter), these visible categories help clients select whether they’re booking:

• A First Visit,
• A Financial Planning Review, or
• Another meeting type.

This ensures meetings are automatically categorized correctly from the start.

5. Using Categories When Creating Appointments

When you create an appointment internally (from the calendar or contact page):

• You’ll be prompted to select a category.
• This step is mandatory for accurate tracking of new leads and conversion analytics.

For prospects who haven’t become clients yet, always choose one of these four categories:

1. First Visit – Not a Client
2. Second Visit – Not a Client
3. Third Visit – Not a Client
4. Fourth Visit – Not a Client

Appointments without one of these categories won’t be included in reports like First Appointments with New Prospects.

6. Managing Appointment Categories in Settings

To view, edit, or add categories:

1. Click your name in the upper-right corner.
2. Select Settings.
3. Navigate to the Calendars tab.
4. Click Appointment Categories.

Here you’ll see:

• System-defined categories (four core ones) that cannot be changed or deleted.
• Default editable categories that you can rename, recolor, or make visible/invisible to clients.

Adding a New Category

To create a new category:

1. Click Add Category.
2. Enter the Name (e.g., “Onboarding Review”).
3. Choose a Color for visual distinction.
4. Decide whether to show it on the public calendar.
5. Click Save.

The new category will instantly appear in your appointment creation form and calendar views.

Summary

Best Practices

• Always select the correct appointment category when scheduling meetings.
• Use distinct colors for clear visual organization.
• Keep categories consistent across all users for accurate team-wide reporting.

By properly configuring and using appointment categories in LeadCenter, you’ll enhance reporting accuracy, improve scheduling efficiency, and create a more professional experience for your clients and prospects.

Thank you for watching!