Purpose:
Analyze the volume and effectiveness of your appointment scheduling efforts (property showings, buyer consultations, listing appointments, etc.) that are booked using your Close Master Calendars. The Show Rate is a particularly crucial metric here.
Access:
Navigate to Reporting → Appointment Report.
Data Shown (Filter by Date Range, specific Calendar(s), and/or specific User(s)):
- Appointment Totals: Counts of appointments based on their status within the selected period:
Booked(Total scheduled)Confirmed(Status updated to Confirmed)Showed(Manually updated status indicating attendance)No Showed(Manually updated status indicating missed appointment)Cancelled(Manually updated status)
Show Rate %(CRUCIAL METRIC): Calculates the percentage of scheduled appointments (excluding cancelled ones) where the client actually attended. Typically calculated as:(Showed / (Showed + No Showed)) * 100%. A high show rate is vital for efficient use of agent time.No Show Rate %: The percentage of scheduled appointments that were missed.Cancellation Rate %: The percentage of booked appointments that were cancelled.
Breakdowns:
You can usually view these metrics broken down by:
- Specific
Calendar: Compare the show rate for your "Showing Request Calendar" vs. your "Listing Appointment Calendar". User/Agent: See the show rates for appointments assigned to individual agents.
CRITICAL Requirement for Accuracy:
The accuracy of the Show Rate, No Show Rate, and related metrics depends entirely on agents or administrators manually updating the Appointment Status in the Calendars section (See Chapter 8.2) after the appointment time has passed. If statuses are left as Scheduled or Confirmed, the system cannot calculate accurate show rates. This manual step is non-negotiable for this report to be meaningful.