Inbox and sales
How to schedule meetings and mark attendance
In the lead panel, click Schedule meeting, choose the date and time and confirm. After the meeting time, mark it as Held, No-show or Canceled. This can move the lead to another stage automatically and feeds the cost per meeting and the no-show rate in the reports.
Step by step
Open the lead
In the conversation (Lead details) or on the Kanban card.
Schedule
Under Actions, click Schedule meeting, fill in Date and time and click Schedule.
Mark the outcome
After the meeting, under Meetings, click Held, No-show or Canceled.
Date, time and time zone
The date and time follow the organization’s time zone, which is shown in the dialog itself. You can only pick a time from now on. The meeting is logged with the name of whoever scheduled it.
The name changes with your segment: consultation at a clinic, assessment at an aesthetics studio, viewing at a real estate agency, call for digital products. See Segment templates.
The statuses
| Status | When to use it | Effect on the funnel |
|---|---|---|
| Scheduled | As soon as you book it. | Moves the lead to the stage with the “Meeting scheduled” trigger, if there is one. |
| Held | The customer showed up. | Moves the lead to the stage with the “Meeting held” trigger, if there is one. |
| No-show | The customer didn’t show up. | None. It counts toward the no-show rate. |
| Canceled | The meeting isn’t going to happen. | None. |
The status buttons only appear while the meeting is Scheduled. Triggers only move the lead forward in the funnel, never back. See Stage types and triggers.
Rescheduling
You can’t change the date of a scheduled meeting. To reschedule, mark the old one as Canceled and schedule a new one. Both stay in the lead’s history.
Where meetings show up in the reports
- Meetings scheduled and Meetings held in the overview, in campaigns and by salesperson.
- Cost per meeting = spend ÷ meetings held.
- No-show rate = no-shows ÷ (held + no-shows).
- Monthly goals can be based on meetings held. See Monthly goals.
Example
Example with fictional data. At Example Co.’s clinic, the receptionist books a patient’s assessment for Thursday at 3 p.m.: the patient moves to the “Assessment scheduled” stage automatically. On Thursday, the patient shows up and the receptionist clicks Held: the patient moves to “Attended”. That month there were 40 assessments held and 10 no-shows, a no-show rate of 20%.
Didn’t work? See…
- The lead didn’t change stage when you scheduled: check that a pipeline stage has the “Meeting scheduled” trigger and that the lead isn’t already in a later stage. See Funnel and stages.
- The time shows up different from what was agreed: check the organization’s time zone in Region, language, time zone and currency.
- TraceClose doesn’t send meeting reminders to the customer or sync with external calendars: send the reminder in the conversation (a quick reply helps).
Frequently asked questions
What is the no-show rate?
It’s the share of meetings the customer missed: no-shows ÷ (held + no-shows).
Can salespeople schedule meetings?
Yes. Anyone on the team can schedule meetings and mark their outcome.
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