Prospect Call Activity Report

The Call Activity Report provides a detailed record of phone calls created and completed for prospects.

It can be used to review:

• when prospect calls were recorded
• when calls were originally scheduled
• the prospect connected to each call
• the prospect’s current status
• the staff member assigned to the call
• the recorded call outcome
• call notes or descriptions

Navigate to:

Prospects > Reports > Calls Activity

The page may display as:

Prospect Report: Call Activity

Select the Report Criteria

Use the filters at the top of the report to choose the information you want to review.

Available filters include:

• Date Range
• Outcome
• Prospect Status
• Staff

After selecting the required filters, click:

View Report

Date Range

Enter the start and end dates for the reporting period.

The report will display call activity recorded within the selected date range.

Outcome

Use the Outcome filter to display calls with a particular result.

Examples may include:

• No answer
• Left Message
• Spoke To
• another configured call outcome

The available outcomes depend on the club’s prospecting setup.

Prospect Status

Use the Prospect Status filter to display calls associated with prospects at a particular stage.

Examples may include:

• Enquiry
• Trial Expired
• Sale
• Not Interested
• another configured prospect status

Staff

Use the Staff filter to display:

• calls for all staff
• calls assigned to a particular staff member

This can help managers review individual follow-up activity and call outcomes.

Detailed Call Activity Report

The detailed report may include:

• DateTime
• Scheduled Date
• Scheduled Time
• Club Location
• Prospect
• Prospect Status
• Assigned Staff
• Call Outcome
• Call Description

DateTime

Shows the date and time the call activity was completed or recorded.

Scheduled Date

Shows the date the call was originally scheduled to occur.

Comparing the DateTime with the Scheduled Date can help identify calls that were completed late or after their original due date.

Scheduled Time

Shows the time the prospect call was scheduled.

Club Location

Shows the club location connected to the prospect or call activity.

This is particularly useful for organisations with more than one club.

Prospect

Displays the prospect’s name and identifying number.

Select the prospect’s name where available to open their profile.

Prospect Status

Shows the prospect’s status at the time displayed in the report.

Examples may include:

• Enquiry
• Trial Expired
• Sale

Assigned Staff

Shows the staff member responsible for the call.

The accuracy of this field depends on the correct staff member being assigned when the call is created.

Call Outcome

Displays the result recorded after the call.

Examples may include:

• No answer
• Left Message
• Spoke To
• another configured outcome

A missing outcome may indicate that the call has not been completed correctly.

Call Description

Displays the notes or description recorded against the call.

Descriptions should be clear enough that another staff member can understand:

• why the call was made
• what occurred
• what information was discussed
• whether further follow-up is required

Prospect Call Activity Summary

Click:

View Summary Report

to open the Prospect Call Activity Summary.

The Summary Report presents the call information in a more condensed format.

It may include:

• Prospect
• DateTime
• Status
• Outcome
• Description
• Assigned Staff

This view is useful when you want to review each prospect’s call result without the additional scheduled-date and club-location details.

Summary Report Filters

The Summary Report can also be filtered by:

• Date Range
• Outcome
• Prospect Status
• Staff

Click View Report after changing the filters.

Return to Call Activity

Click:

Call Activity

to return to the detailed Call Activity Report.

Print the Summary

Click:

Print PDF

to create a PDF version of the Prospect Call Activity Summary.

This may be useful for:

• staff reviews
• management meetings
• follow-up audits
• offline records

Export and Communication Options

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

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

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

Using the Call Activity Report

Staff can use this report to:

• review completed call activity
• check previous call outcomes
• identify calls with missing or unclear notes
• confirm who was assigned to a call
• open the prospect’s profile for further follow-up

Managers can use it to:

• review staff call activity
• compare call outcomes
• identify unsuccessful contact patterns
• monitor trial and enquiry follow-up
• check whether calls are being completed and documented
• review calls associated with converted prospects

Maintaining Accurate Call Reporting

For accurate results, staff should:

• create the call against the correct prospect
• assign the correct staff member
• schedule the correct date and time
• record the call outcome
• add a clear description
• schedule the next activity where follow-up is required
• complete overdue calls rather than leaving them unresolved

Important Notes

The detailed report and Summary Report display similar information in different formats.

Use the detailed report when you need to compare the scheduled call date and time with when the activity was recorded.

Use the Summary Report when you need a simpler view of the prospect, status, outcome, description and assigned staff member.

A call showing no outcome or description may not have been completed correctly.

The report’s accuracy depends on staff consistently recording and completing call activities.