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Appointment Setting Data Columns
Appointment Setting Data Columns

All you need to know about Global Data Appointment Setting default and custom data inside the columns, and how to manage them

Updated over a week ago

Learn all about Appointment Setting data columns available, and how you can manage which to show on your screen, sorted by the order of appearance from left to right, so you could set up default views of data that benefit you the most.

this feature is available with Business and Enterprise subscription plans, including Discovery call events.

The main columns are predefined, based on the tab you’re currently on, in Global Data:

  • Contacts

  • Appointment Setting

  • Calls or

  • Deals

Therefore, if you’re looking at Contacts, Appointments, booked Calls or Deals, the columns will be adjusted to show what matters the most for the specific tab you're on, making it easier for you to keep an eye on the key information that drive your decisions.

Head to Global Data → Appointment Setting and let's start with the learning path.


Predefined Appointment Setting Columns

Contact

This is the primary column for all Global Data tabs, and it contains:

  • Invitees email or phone number

    • Depending which you've set as primary mandatory field in your Events

  • Colored dot presenting Contact (Lead) status, that will show while hovering

  • Contact Card icon

    • By clicking on it you will be able to access invitees contact card where all summarized information in one place will be about your lead

    • This is applied to any of the fields within a contact row

Contact column will remain fixed while scrolling from right to left and vice versa, so you can constantly keep an eye on the main contact information when looking at more data.


First Name / Last Name

Pretty self explanatory, but let's mention that even though you may have set Form to collect full name, iClosed would break it automatically into First Name and Last Name for easier tracking and data sorting.

By clicking on First or Last name in the data columns, you will be able to access Contact Card as well.


Phone Number

Pretty important piece of information for you to collect no matter if you're hosting calls on Google Meet/Zoom or doing phone calls only.


An Invitee can interact with your scheduler more than once, by using different emails, or even names, as long as the phone number remains the same, all data will be tracked and stored under one Contact.


Assign Status

Showing is the lead Assigned or Unassigned to Appointment Setter.

In case you would like to see and assign Leads to Appointment Setters, simply click on the "Unassigned" filter and start assigning Setters from the drop down hosts list.

You can also assign Setters in the "Current Setter Owner" column on main view.


Creation Date

Creation date is the date when a Lead interacted first time with your scheduler, meaning when a Contact has been created in Global Data.


Country

Country is defined as phone number country code, pulled out from Invitees phone number filled out in your scheduler or IP address in case you're not requiring phone number on your form.

Pretty important piece of information if your sales efforts are focused around regions.


Time zone

Invitee's time zone, loaded from leads device when he interacted with the scheduler.


Events

Referring to Event Types, that may be either Discovery or Strategy Call Events.

You'll be able to see:

  • Event Type icons

    • Purple for Discovery Calls

    • Blue for Strategy Calls

  • Internal Color tags defined in Event Details

  • Event Name

In case a lead scheduled calls for more than one event, blue circle will appear next to the first scheduled event, with "+" and a "number" of other Events the lead is participating in.

You will also be able to preview those Events by hovering over the circle and even taking an external link to the scheduler.


Current Setter Owner

By definition, Appointment Setter is a professional responsible for hosting Discovery Calls and taking initial screening of the prospect, ensuring that only qualified leads are sent to the Sales team (Closers).

iClosed setup wise Setters would be all users that:

  • Are assigned to Discovery Call Events

  • Owning a Lead in Pre-qualification stage

  • Available to users with Business or Enterprise plans only

If a lead scheduled a Strategy call before going into pre-qualification stage (Discovery Call Event), current Setter Owner will show as unassigned.

Once you're on Appointment Settings main view, check the column on the right next to Setting Outcome column, and assign Setter by choosing hosts/users from the drop down menu.


Setting Outcome

Quick access to for setting outcomes to the leads you're viewing. But, kindly note that setting an outcome from Global Data → Appointment Setting is a bit different feature than adding an outcome from Scheduled calls page, after the discovery call is finished.

This outcomes are primary for leads that are being contacted by setters manually, that either:

  • haven't booked a call - Potential (dropped off on first page of the form) or Qualified (dropped off from second page of the form) or

  • they were disqualified according to the criteria set in your event

Once setters get in touch with those leads, they can add outcome:

  • Approved → Lead qualified for Strategy Call

  • Rejected → Lead disqualified for the Strategy call after screening

With Contact column, this is the second column which is pinned, but to the right, so you can easily access Contact Cards on the left, or adding Outcomes to the right, while viewing the rest of your data in the middle.

Pro tips

Setting rejected outcome in Appointment Setting is a bit different from a scheduled call outcome.

For example, if an outcome is added to a Discovery call as Rejected, you are able to add a rejection reasons as it was a scheduled call.

The outcome that you are adding from a appointment setting are for potential, qualified or disqualified and therefore, you will not be able to add a reason here.


Custom Contact Fields (Columns)

Custom Contact Fields are iClosed feature that helps you create mini to-do checklists for yourself or your team members, or for any additional information you need to have about the lead on the file, while avoiding to oversaturate scheduler form, and more importantly get overwhelmed on the entry.

Pro tips

In order to set up custom Contact fields navigate to

Tracking → Custom Fields → Contacts tab.

Alternative way is to click on "Add column" on far right of the Global Data → Contacts page, but we highly recommend doing it from Tracking menu, where you can see already created fields, which will help you avoid creating duplicates.

Check out our articles that explain everything about Tracking and Creating custom Contact fields.

Custom fields are available with Business and Enterprise subscription plans.

Available Custom Contact Field formats

  • Short text

    • Perfect for short internal comments or comments about the lead

  • Long text

    • Excellent for internal feedback from Sales Manger to team members, on how to improve, which tactics to apply on the upcoming call, and vice versa, etc...

  • Checkbox

    • Very convenient for internal to do lists or lists of takeaways host cross-checked about the lead

  • Radio button

    • allows the user to choose only one of a predefined set of mutually exclusive options.

  • Date and time

    • Good for collecting personal data about leads/customers, such as birthdays and anniversaries

  • Number

    • Excellent options for placing data in Number format, such as how much a lead spends similar products, etc...

  • User

    • Can have multiple selection.

    • Perfect for assigning and reassigning Users / Hosts for Appointment Setter to know who would be the best Closer for the specific Lead


Including Custom Contact field columns to Global Data view

Once you've created a custom field, you will be able to include column data to the

Global Data → Appointment Setting view by clicking on the "Columns" button and scrolling down bellow predefined Contact Fields.


Custom Event Fields (Columns)

Event Custom Fields allow you to tailor event forms that visitors need to fill out per your specific needs, enhancing your event management capabilities.

Event fields are all custom questions you've ever created for your Events, when you were building Events or created in Tracking → Event fields.

Pro tip

We highly recommend creating all Event custom fields in Tracking menu, where you can see already created fields, which will help you avoid creating duplicates.

Check out our articles that explain everything in detail about Tracking and Creating Event Custom fields.


Available Custom Event Field formats

  • Short text

    • Perfect for brief responses, such as job titles

  • Long text

    • Excellent for for detailed inputs like project descriptions

  • Checkbox

    • for multiple selections if needed, such as services of interest.

  • Radio button

    • allows the user to choose only one of a predefined set of mutually exclusive options. Good for for single-choice queries, such as selecting company size → “10-50 employees”

  • Date and time

    • for capturing specific dates and times (e.g. when was the last time you've used certain product type)

  • Number

    • Good for numeric inputs such as years of experience or team sizes


Including Custom Event field columns to Global Data view

Once you've created a Event custom field, you will be able to include column data to the

Global Data → Appointment Setting view by clicking on the "Columns" button and scrolling down bellow predefined Contact Fields and Custom Contact fields.


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