This guide explains how to use the First Appointment with New Prospects report in LeadCenter.ai to evaluate lead quality, scheduler performance, and advisor conversion rates.

1. Purpose of the Report

The First Appointment with New Prospects report tracks business performance by analyzing first appointments booked with new leads. It provides insight into how effectively leads progress through the initial meeting stage and identifies which sources, schedulers, and advisors generate the best results.

2. Key Report Characteristics

There are two critical things to understand about this report:

1. Included Appointment Category – It only includes appointments categorized as “First Visit – Not a Client.” All other appointment types are excluded.
2. Date Basis – The report is based on the appointment date, not the contact creation date. This ensures you are analyzing meeting activity within the selected time frame, regardless of when the lead entered your system.

3. What the Report Tracks

The report provides performance insights from three key perspectives:

• Advisor Performance
• Scheduler Performance
• Appointment Source Performance

You can switch between these views using the dropdown menus at the top of the report.

4. Performance by Source

Scroll to the bottom of the report to view how many first appointments came from each source — for example, YouTube, Referrals, or Seminars.

• This section helps answer:
  • Which marketing channels are generating the most first appointments?
  • Which sources produce higher-quality leads?

A high kept (attended) ratio suggests leads from that source are more engaged and likely to convert into clients.

5. Performance by Scheduler

Switch to the Scheduler View at the top of the report to analyze:

• Which team members are booking the most first appointments.
• How many of those appointments were kept.
• Each scheduler’s conversion ratio (kept appointments vs. set appointments).

This view helps evaluate internal scheduling effectiveness and accountability.

6. Performance by Advisor

In the Advisor View, you can review:

• The number of first appointments set and kept per advisor.
• The Kept Ratio %, showing how many scheduled meetings actually occurred.
• The Kept-to-Client Conversion Ratio, which shows how many attended meetings resulted in new clients.
• Pending Appointments, representing meetings that have not yet converted but remain active.
• The Potential Close Rate, which estimates the likelihood of pending meetings converting into clients.

These metrics allow you to assess advisor productivity, closing efficiency, and overall lead engagement.

7. Aggregated Data Summary

At the top of the report, you’ll find an aggregated summary that consolidates:

• Total first appointments set, kept, canceled, or no-showed.
• The number of new clients resulting from these appointments.
• Issued amounts from head-of-household clients.
• Average case size, giving an indication of deal value per client.

This section provides an at-a-glance view of your company’s first-appointment performance.

8. Filtering and Comparison Tools

You can use the report’s filters to refine your view:

• Filter by Advisor to review performance metrics for a specific individual.
• Filter by Source to compare the effectiveness of marketing channels side by side.

Example:
To compare YouTube and Seminar channels:

1. Deselect all sources.
2. Select only YouTube and Seminars.
3. Scroll down to view a side-by-side performance comparison.

9. Appointment List and Export Options

At the bottom of the report, you’ll find a detailed list of all appointments included in the selected period, showing:

• Appointment date
• Status
• Lead stage
• Source
• Assigned advisor

To export the data:

• Click the three dots in the top-right corner of the report.
• Choose Export to Excel or Export to Google Sheets for further analysis.

10. Why This Report Matters

The First Appointment with New Prospects report is one of the most valuable tools in LeadCenter.ai because it:

• Measures the overall health of your business pipeline.
• Evaluates lead quality and marketing performance.
• Tracks scheduler efficiency in booking qualified appointments.
• Assesses advisor effectiveness in converting first meetings into clients.

By regularly reviewing this report, you can make data-driven decisions to improve both your marketing ROI and sales conversion rates.

Thank you for watching.