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Scheduling cohort
Scheduling cohort

Your side-kick for providing actionable insights and trends that will unveil the curtain of the perfect lead avatar you want to focus on

Updated over 3 weeks ago

This dynamic Analytics pane delivers a crystal-clear view of the call performance and outcomes by categorizing data based on lead answers to the questions in your form.

The Scheduling cohort is here to show you the most frequently answered questions that are in "Radio button" (single selection field format) or "Checkbox" (multiple selection field format that you have set in your event form (learn more about event custom fields and formats here).

The Scheduling cohort will provide you four different data breakdowns, depending of the date range filter set on top and the event selected from within the dashboard, giving you the keys for unlocking the perfect lead avatar, on which your sales team should focus on:

  • Calls: total number of answers with call booking rate per answered question

  • Sales: Conversion rate per call, according to the answered question on the form

  • Show up: the rate of leads that have showed up on a call per the answered question

  • Cancel: the cancellation rate according to the answered question

The Top scheduling cohort pane is available with Business and Enterprise subscription plans (learn more about iClosed pricing and feature breakdown here).

The questions for the selected event will be sorted vertically (top to bottom) according to the total number of answers, with the question title and field format on the left, and small starlike symbol - asterisk (*) next to the title, showing if the question on the form is mandatory or not.


Calls cohort

About the section

The Calls section inside of the Scheduling cohort pane will look into all calls for the selected event, no matter the call outcome or if the lead was disqualified.

As mentioned above, calls pane will present all questions you have on the form for the selected event that are in "Radio Button" or/and "Checklist" format, with the total number of answers and the breakdown per answer selected.

In the middle of the pane, you will see total number of answers to the question on your form, for the selected date range filter from the top of the Analytics page.


Answers breakdown and stats

On the right side of the pane you'll see the stats broken down on number of options (answers) the question shown on the left provides on your scheduler form, sorted and numbered by the order of appearance on the drop down selection.

The previewed stats inside of each cell will show the total number of answers for this option, and with calls booking rate.

You will be able to reveal additional details after you hover over cell:

  • Answer (option) naming

  • Total number of answers for this option

  • Calls booking rate (percentage)
    calculated as total number of answers for the specific option, divided by the total number of answers


Important insights that you can pull from Calls cohort

By analyzing the questions your leads answer the most provide valuable insights into their mindset and preferences of your audience. These information may be super-valuable for you to understand better how to tailor your approach and to optimize your outreach strategy.

It is not just about data collection, but using that data to create meaningful, actionable strategies that will enhance the entire sales and engagement journey.

By analyzing these stats you will be able to:

  • Identify the best target group easier (e.g. age, their revenue, position... ).

  • Refine your marketing strategy according to the analysis and specific group to bring in more of such leads on the calls.

  • Simplify the scheduling process by highlighting the questions that matter most, and removing other that do not make impact.

  • Keep fine-tunning your approach based on response trends.


Sales cohort

About the section

The money-screen of the Scheduling cohort pane. The Sales section is a powerful dashboard, that will be your gateway to uncovering most frequently answered questions from your scheduling form according to the total number of "Sale" outcomes.

This cohort comes with two columns in the middle, showing you the total number of calls booked and the total number of sales made out of these calls. All that according to the date range filters selected, along with the event you have selected from inside the pane.


Answers breakdown and stats

On the right side of the section, you'll see the stats broken down on number of options (answers) the question shown on the left provides on your scheduler form, sorted and numbered by the order of appearance on the drop down selection.

Stats will appear in every cell (answer) showing you the total number of sales from leads that answered the specific question, and sales conversion rate.

After hovering over the cells with stats (answer option), you will be able to see card with:

  • Answer (option) naming

  • Total number of calls booked where this answer has been selected by a lead

  • Number of "Sale" outcomes that came out of these calls (for the selected answer)

  • and most importantly, the Sales conversion rate (percentage)
    calculated as ​total number of answers for the specific option with "Sale" outcome, divided by the total number of calls booked for this specific answer


Important insights that you can pull from Sales cohort

Analysis of the Sales cohort is where the data transforms into a narrative, revealing sales trends and customer preferences that will help you fine-tune strategies for even greater success.

With this data at hand, you will be able to maximize your sales potential by diving into who is your perfect lead avatar. Make every call count!

  • Identify the most common response/answer to scheduling form questions for calls that resulted in a "Sale" outcome.

  • Determine which questions and answers lead to successful outcomes, adjust marketing material and sales strategies and target such audience more.

  • Spot underperforming questions or responses options that are rarely linked to sales, and simplify or revise your forms for better efficiency.

  • Update Disqualification criteria and route all leads that are less likely to convert to your appointment setters.

  • Identify patterns in responses that led to successful outcome to tailor personalized outreach or refine audience targeting.

  • Route high conversion leads according to the answer selected with iClosed Conditional Routing to ensure the best conversion leads book a call with high-performing closers (learn more here).

  • Keep analyzing data across events and/or time periods to evaluate the effectiveness of changes in your scheduling forms or sales strategy.


Show up cohort

About the section

The Show up section inside the Scheduling cohort pane is your secret weapon for mastering call attendance stats. The chance for sales success increases when the right people show up, but Sale outcome is only possible when leads show up in the first place!

This cohort comes with two columns in the middle, showing you the total number of calls booked and the total number of leads that showed up on calls. All that is calculated and presented according to the date range filters from the top of the page and the event you have selected from inside the pane to analyze.


Answers breakdown and stats

The data on the right side will show you stats broken down on the number of options (answers) to the question shown on the left, with a preview of the total number of answers selected for this option, and with show-up rate next to it.

You will be able to reveal additional details once you hover over the cell (answer option):

  • Answer (option) naming

  • Total number of calls booked where this specific answer has been selected

  • Number of Show-ups for the selected answer in the form

  • and most importantly, the Show-up rate (percentage)
    calculated as ​total number of calls booked for the specific answer, divided by the total number of calls booked for this specific answer where "No Sale" outcome wasn't selected as "No Show"


Important insights that you can pull from Show Up cohort

By analyzing the connection between leads that are showing up and the answers they are providing the most, you will gain a deeper understanding of which group of leads is more likely to convert. You will be able to unlock the patterns of no show repetitive behavior that should be disqualified, keeping your sales team available for the group of leads that are showing up on calls the most

Also, the Show-up rates can be a critical indicator of whether your notification strategies are effectively engaging leads, and if they require fine-tunning in order to increase show up rate.

  • Identify which scheduling form answers are most commonly linked to leads who show up for calls, understand patterns in behaviors, and work on targeting more of such leads

  • Discover how specific answers to questions influence the likelihood of attendance (For example, certain availability windows or interest levels may correlate with stronger commitment).

  • Segment your audience based on their form responses and attendance patterns, and tailor follow-up reminders.

  • Assess how factors like time preferences, urgency, or interest level affect attendance, and use this data to optimize time slots if needed for better results.

  • Pinpoint responses that are frequently associated with no-shows, helping you address potential barriers upfront.

  • If show-up rates are low, it could indicate that your notifications aren’t being sent at the right time or your scheduler should be open for lower number of days upfront.

  • Low attendance might suggest your messages aren’t resonating with leads or addressing their motivations effectively.

  • Keep testing different approaches until you reveal the sweet spot for engagement.

  • Leads from specific demographics or preferences with patterns in low attendance may suggest that you'd need to adjust your communication channels (e.g., email vs. text message reminders or vice versa).


Cancel section

About the section

This section will uncover the "why" behind the cancelled calls for a specific event selected from inside the pane, and according to the selected date range filer from the top of your Analytics page.

Columns in the middle will show the ratio between total calls booked and total of cancelled calls (includes No Sale reasons "Admin Cancelled" and "Contact Cancelled")

Cancelled calls represent missed opportunities and by analyzing stats according to the invitee questions on the scheduler form will help you pinpoint trends in lead behavior or to understand if the appointment setting process needs improvement.


Answers breakdown and stats

Cohort on the right will show stats broken down according to the options (answers) to the question available, including the total number of call booked when this answer was selected, and the call cancel rate.

As with all previous sections, once you hover over specific cell, you will see card with additional details:

  • Answer (option) naming

  • Total number of calls booked where this answer has been selected

  • Number of Cancelled calls according to the selected answer in the form

  • the Cancelled call rate (percentage)
    calculated as total number of calls booked for the specific answer, divided by the total number of cancelled calls for this specific answer (including calls cancelled as part of "No Sale" reason and cancelled internally by super admin/sales manager)


Important insights that you can pull from it

This section will provide valuable data that could help you understand and address the factors contributing to call cancellations.

By connecting call cancellations with the answers leads provide on your scheduling form, you will understand leads behavior better and you will be able to identify patterns for easier decision making about the internal improvement processes.

  • Utilize the data to identify if there is a correlation between responses and certain lead groups that cancel calls more often.

  • Break down your leads into different groups based on shared characteristics
    (e.g., demographics, interest level, location, or previous interactions) to see if certain groups have higher cancellation rates.

  • Analyze the cancellation patterns over time for different lead cohorts. If a specific group consistently cancels more frequently, it can signal you that lead qualification process requires improvement, or there's a misalignment of expectations.

  • Compare cancellation rates with show-up rates across different lead segments. A particular group may not only cancel frequently but also fail to show up on calls.

  • Analyze whether cancellations are linked to specific expectations set in the scheduling form, such as time slots, urgency, or goals.

  • Invest efforts in creating a more personalized engagement strategies, and making marketing material clearer about the call value to reduce the risk of cancellations.

  • Timing of the cancellation matters. Early cancellations might indicate that your lead qualification or scheduling process needs tightening, while last-minute cancellations could suggest an issue with reminders or urgency.


Quick access to filtered lead list

Each and every of these cohorts comes with quick access to the mini-Global Data filtered list, pulled from from Global Data - Calls section

By clicking on every answer (cell) inside the cohort you will open filtered lead list with all details about the leads, without leaving the page and doing the filtering manually.


As you can see, the Scheduling cohort, can help you to identify patterns easier, understand where you'd need to fine-tune your strategies and to optimize qualification criteria, minimize no-shows, and maximize conversion rates.

In case you need assistance, or simply a piece of advice, do not hesitate to contact our Customer Support team via chat button. We will look into your setup and provide the best advice on how to sky-rocket your business with iClosed.

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