This guide explains how to use the All Appointments with New Prospects report to track and analyze your team’s appointment conversion rates in LeadCenter.ai.

1. Purpose of the Report

The All Appointments with New Prospects report allows you to measure how effectively your team converts new leads into clients through the appointment process.

It focuses on the prospect’s appointment journey, from their first appointment up to their fourth, and shows conversion rates for each stage and advisor.

2. How the Report Works

This report is based on the First Appointment Date and only includes appointments with these categories:

• First Visit – Not a Client
• Second Visit – Not a Client
• Third Visit – Not a Client
• Fourth Visit – Not a Client

Each subsequent appointment stage (second, third, and fourth) is always a subset of the previous one:

• A second appointment will appear in the report only if a first appointment kept exists for the same period.
• Similarly, third and fourth appointments will appear only if the prior appointment was kept.

This ensures an accurate, sequential view of appointment progression before a contact becomes a client.

3. Key Metrics and Structure

For each advisor, the report shows:

• First Appointments Set – Number of initial meetings scheduled with prospects.
• First Appointments Kept – How many of those were actually held.
• Conversion Ratios – The percentage of kept appointments that led to second, third, or fourth appointments.
• Second, Third, and Fourth Appointments Set/Kept – Detailed metrics for each follow-up stage.
• Became Clients – Number of prospects who converted to clients after any appointment stage.

At the far right of the table, you’ll find the overall conversion ratio, showing what percentage of new prospects became clients.

Example:
If an advisor had 20 first appointments and 10 prospects became clients, the conversion ratio would be 50%.

4. Charts and Filters

Below the main table, the report includes visual charts showing appointment performance by:

• Lead Source
• Appointment Category
• Advisor

Filters:

At the top of the report, you can filter results by multiple dimensions:

• Lead Source (e.g., Referrals, Seminars, Facebook Ads)
• Advisor
• Date Range (e.g., This Month, Last Quarter, Year-to-Date)

When you apply a filter (e.g., Lead Source: Referrals), all charts and tables update automatically to show conversion rates for that source.

5. Appointment List and Data Export

At the bottom of the report, you’ll find a detailed appointment list for the selected period.
It includes:

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

You can export the full dataset to Excel or Google Sheets by clicking the three-dot menu in the top right corner of the report and selecting Export.

6. Adjusting Time Periods

To view appointments for a specific time frame:

1. Click on the Calendar icon at the top of the report.
2. Select a period (e.g., Last Quarter or This Year).
3. Click Apply Filter.

The report will refresh automatically to display appointment and conversion data for that time range.

7. Insights and Use Cases

• Track advisor performance: See which advisors have the highest first-to-second appointment conversion rates.
• Analyze lead quality: Evaluate which marketing sources bring prospects most likely to convert.
• Optimize scheduling: Identify where prospects are dropping off (e.g., between the second and third appointments).
• Forecast growth: Use conversion ratios to project client acquisition trends.

8. Summary

The All Appointments with New Prospects report provides a clear, data-driven view of how efficiently your team converts new leads into clients.
Use it to measure performance, identify bottlenecks, and continuously improve your sales and meeting process.

Thank you for watching.