Appointments are meant to measure two factors. Overall lead conversions and overall agent activity. These two metrics help us measure conversion rates for zip codes, price points, seasons, etc. Overall agent activity helps agents see what they are doing with their time, where they are succeeding, and how they can improve. Below, we have listed what does and does not qualify as an appointment to accurately capture these metrics.

What Qualifies as an Appointment

• Any face-to-face with a client (showing, listing appointment, closing)
• Any task that requires you to physically go somewhere on the client’s behalf and/or per client’s request (meet inspector, drop off sign & lockbox, drive by at client’s request, video tour at client’s request).
• Paying another agent to show a house to your client
• Networking appointments with current, past, or potential clients

What Does Not Qualify as an Appointment

• A client going somewhere without you (drive by, meeting inspector, closing)
• Doing a drive-by without client’s request
• Digital meetings that are not video tours of a home
• Getting paid by another agent to show a house to their client
• Tentative appointments - this metric measures appointments SET.

Appointment Formatting

All appointments in FUB should be formatted as if the client is going to see it. This means using proper capitalization, titling it from the client’s perspective and in an easy-to-understand, and not including any private notes that the client shouldn’t see (lockbox codes, gate codes, opinions, etc).

The address should also be formatted correctly so that if the lead copies and pastes it into their GPS, they end up at the correct location. When showing multiple homes to the same client, only one appointment should be created in FUB, with the first one you are meeting at listed as the “Location”.

For closings and final walkthroughs, two separate appointments should be created. This will help avoid confusion with the client about the time and location of the actual closing.

Administrative appointments are for when the agent is going somewhere on the client’s behalf, but the client is not going to be attending (either in-person or virtually). They should be removed from the “Guests” list before saving the appointment, and their name should be typed into the Notes field.

Occasionally, an appointment will need to be created to “log” the appointment either retroactively or when the client “declines” the calendar event, which removes the appointment from FUB. In those scenarios, the appointment should be created the same way as an Administrative appointment, with the client removed from the “Guests” list before saving, and with their name typed into the Notes field.

Title Examples: