How to Read the Appointments Report
To run the Appointments report:
- Click the Reports tab.
- Click the More drop-down list.
- Click Appointments.
Appointments Report Overview
The Appointments report provides a list of all appointments during the selected period. It shows events generated during a given date range. The date filters are based upon the date the events were booked (Booked date) or were scheduled to occur (Start date).
The following sections provide detailed information about each area of the Appointments report.
Filter Options
By default, your data will be filtered by Start date. Select Filter to revise the date range and to change the Filter by field to Booked date.
All filter options are listed below.
| Option | Description |
| Filter by | Select the view to filter by;
|
| Date From | Start date to filter for the date range during which events were booked ('Filter by Booked date') or were scheduled to occur ('Start Date'). |
| Date To | End date to filter for the date range during which events were booked ('Filter by Booked date') or were scheduled to occur ('Start Date'). |
| Salesperson | Filter report data to see only data associated with events associated with leads assigned to a specific Salesperson; this is not based on who completed an event - it is solely based on the Assigned Person for the leads that had events during the date range. |
| Booked At | Relates to the Appointment Categories in Company Settings. Default is to have no configuration, but users can add categories based on when the appointment was booked in either:
|
| Kind | Select the kind of appointment: Booked Tour, Walk-In, Walk-In Buy-Back, or Appointment Buy-Back.
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| Outcome | Select the outcome: Sale, No Sale, Trial, or Did Not Show.
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| Waiver Signed | Select Yes, No, or All.
|
| Single Club | Displays report data for the club which the user is currently logged into. If club is using Reporting Regions (Company Settings), data is grouped into totals by region, which can be expanded to see club totals within that region, and user level details within each club. |
| Multi Club Detail | Displays report data for all clubs for which the user has access. If club is using Reporting Regions (Company Settings), data is grouped into totals by region, which can be expanded to see club totals within that region, and user level details within each club. |
| Multi Club Summary | Displays report data for all clubs for which the user has access. If club is using Reporting Regions (Company Settings), data is grouped into totals by region, which can be expanded to see club totals within that region. If not using Reporting Regions the data will be grouped into totals by Club |
| Multi Club Salesperson | Displays a data for all clubs for which the user has access. Data is grouped into totals by user, which can be expanded to see club totals for that user for each club which they have access to. |
An example of the Appointments report filter is shown below.
Bar Chart
This bar chart shows the total number of Appointments which were either scheduled to occur ('Filter by Start at') or were booked ('Filter by Booked date') during the given date range, and the outcome via color coding found in the right hand legend. Data is grouped by user based on which users had an appointment during the date range. This is attributed to the Assigned Salesperson for the person associated with the Event, or if the lead is unallocated it will be attributed to the user that created or completed the event.
Table 1: Sum Total by Salesperson/User
This table shows totals for each user with Salesperson or Club Manager role type. Data is attributed to the user according to the Assigned Salesperson for the person associated with the Event, or if a lead is unallocated it will be attributed to the user that created or completed the Event. Changing the Assigned Salesperson on the Client Profile after an Event was completed will not change the attribution table; attribution will remain with the user that was set at the time of the Event's completion.
Depending on the selection for "Filter by" ("Start date" or "Booked date") the table displays the totals for Events which were scheduled to occur ("Start date") or were booked during ("Booked at") the date range given. Depending on the selection for the "Kind" filter the table will reflect Event data based on the Event type: All (default report view if no selection is made), Booked Tour, Walk-in, Walk-in Buy-Back, Appointment Buy-Back.
Column Definitions
Each column in the first table is defined below.
| Column | Description |
| Total | Total number of Events. |
| Sale | Total number of Events with the Outcome "Sale". |
| No Sale | Total number of Events with the Outcome "No Sale". |
| Trial | Total number of Events with the Outcome "Trial". |
| Did Not Show | Total number of Events with the Outcome "Did Not Show". |
| Uncompleted | Total number of Events that have no Outcome set at the time of viewing the report. |
| Show Rate | A percent calculation of the number of Events where the Outcome is not "Did Not Show" or Uncompleted divided by the total number of Events. |
| Close Rate | A percent calculation of the number of Events where the Outcome is "Sale" divided by the total number of Events. |
| Unique Visitors | The number of Events associated with a unique individual. This column provides the total number of unique visitors, rather than the total number of Events (which is displayed in the Total column). For instance, the same person may have multiple Events during the same date range; if one person had 3 Events during the date range that would be 1 unique visitor, 3 Events (3 in the Total column). |
| Waivers Signed | Regarding the people associated with the Events during the date range provided, how many of them have a copy of a signed guest waiver on their Client Profile. |
| Waiver Compliance | A percent calculation of the number of Waivers Signed divided by the number of Unique Visitors. |
Table 2: Person Details
This table shows the data for the individual people associated with the Events during the date range, along with some stats pertinent to their Event.
Column Definitions
Each column in the second table is defined below.
| Column | Description |
| Person | First and last name of the person associated with the Event. |
| Person Created At | The date and time which this record was created/added to GymSales. |
| Source | The Contact Method (first data) and Marketing Source (second data) of this person; this will change in the report if a user edits the Contact Method or Source on the person's Client Profile. |
| Salesperson | The Assigned Salesperson on the person's Client Profile; this will change in the report if a user edits the Assigned Salesperson on the person's Client Profile. Changing the Assigned Salesperson on the Client Profile after an Event was completed will not change the attribution in the 1st table (Salesperson Data). |
| Starts At | The start date and time of the Event. |
| Category | The number of hours between the Start Time of the Event and the time at which it was booked. |
| Outcome | The Outcome of the Event, from the following options (blank if Event is as-yet not completed/no outcome has been set): Sale, No Sale, Did Not Show, Trial. |
| Description | The Kind of Event: Walk-In, Booked Tour, Appointment Buy-Back, Walk-In Buy-Back. |
| Waiver Signed | Yes/No value based on whether the person has a copy of a signed guest waiver on their Client Profile. |
| Waiver Signed Date | The date and time at which the person signed the Guest Waiver; blank if value for Waiver Signed is "No". |
Download the Report
When you download the report, an Excel spreadsheet is created with information from Table 2.
