Understanding the Prospect Appointments Report

The Appointments Report provides a detailed list of prospect appointments recorded within a selected date range.

It can be used to review:

• when appointments were created
• when appointments were booked for
• the prospect attending
• how the prospect entered Clubfit
• the salesperson responsible
• the appointment type
• the recorded outcome
• whether the prospect was tagged as toured
• how the appointment was created

Navigate to:

Prospects > Reports > Appointments

Depending on your menu layout, the page may display under:

Reports > Appointments Report

Select the Report Criteria

Use the filters at the top of the report to select:

• Date Range
• Sales Person

After selecting the required criteria, click:

View Report

Date Range

Enter the start and end dates for the period you want to review.

The report will display prospect appointments recorded within that date range.

Sales Person

Use the Sales Person dropdown to display:

• appointments for all salespeople
• appointments associated with a particular staff member

This can help managers review individual staff appointment activity and outcomes.

Appointment Information

Each row may include:

• Date Created
• Date Booked
• Person
• Contact Method
• Salesperson
• Type
• Outcome
• Tag as Toured
• Description

Date Created

Shows the date and time the appointment record was created.

This may be different from the actual appointment date and time.

Date Booked

Shows the date and time the appointment was scheduled to occur.

Comparing the Date Created and Date Booked can help show how far in advance the appointment was arranged.

Person

Displays the prospect’s name and identifying number.

Select the person’s name where available to open the related prospect record.

Contact Method

Shows how the prospect originally entered Clubfit.

Examples may include:

• Walk-in
• Lead
• Joined Online
• guest pass
• another configured contact method

This information can help identify which enquiry types are generating appointments.

Salesperson

Shows the staff member associated with the appointment or sale.

The accuracy of this field depends on the correct salesperson being assigned during the prospecting process.

Type

The Type column identifies the activity recorded.

Examples may include:

• Booked Tour
• Joined Online

Other appointment types may appear depending on the club’s configuration.

Outcome

Shows the result recorded against the appointment.

Examples may include:

• Sale
• No Sale
• Trial
• No Show
• Not Interested
• another configured appointment outcome

A blank outcome may indicate that the appointment has not yet occurred or has not been completed.

Tag as Toured

The Tag as Toured column indicates whether the prospect was recorded as having completed a tour.

For example:

• YES — the prospect was tagged as toured
• NO — the prospect was not tagged as toured

This information may be used in tour, appointment and conversion reporting.

Description

Provides additional information about the appointment or how it was created.

Examples may include:

• Booked online
• Booked in Clubfit
• Joined Online

This can help distinguish appointments booked by the prospect from those entered manually by staff.

Export and Communication Options

Icons may be available in the top-right corner of the report for actions such as:

• downloading or exporting the report
• emailing the report
• another print or device-related option

The available actions and file formats may depend on staff permissions and Clubfit configuration.

Using the Appointments Report

Staff can use the report to:

• review upcoming or historical prospect appointments
• confirm when an appointment was created
• identify appointments without an outcome
• check whether a prospect completed a tour
• open the prospect’s record
• review appointments booked online or by staff

Managers can use the report to:

• compare appointment activity by salesperson
• monitor tour completion
• review appointment outcomes
• identify appointments that converted to sales
• review enquiry sources that generate appointments
• check whether staff are completing appointment outcomes

Maintaining Accurate Results

The Appointments Report relies on staff consistently recording and completing prospect activities.

For accurate reporting, staff should:

• create the appointment against the correct prospect
• assign the correct salesperson
• select the correct appointment type
• record the appointment outcome
• mark the prospect as toured where appropriate
• update the appointment if it is rescheduled
• cancel appointments that will no longer proceed
• avoid leaving completed appointments without an outcome

Important Notes

The Date Created is the date the appointment record was entered, while the Date Booked is the date and time the appointment was scheduled to occur.

The report may include appointment-related records such as online joins, depending on Clubfit’s configuration.

Use the Type, Outcome, Tag as Toured and Description columns together to understand each record.