Meetings Dashboard Manual
Field activity steering: planned visits, completed, not completed and immediate, with the completion rate by sales rep and by objective, and the duration detail customer by customer.
Overview
The Meetings and sales visits dashboard measures field activity: what was planned, what was completed, and what was missed. It breaks the analysis down by sales rep and by visit objective, in volume and in rate, and ends with a detailed table of durations and frequencies, customer by customer.
Purpose
- Measure the visit completion rate
- Compare sales reps with each other
- Check portfolio coverage
- Control the real use of the diary
Audience
- Sales director — team steering
- Area manager — field coverage
- Sales rep — own performance
Visits come from visit planning and from customer activities. Meeting objectives are configured in Stages & objectives.
Access and navigation
Side menu: Sales activity → Meetings dashboard.
Read-only access. A sales rep only sees what their profile allows.
Visits scoreboard
Six indicators clearly separate the planned, the done and the not done — including visits completed without prior planning.
| Indicator | Meaning |
|---|---|
| Total planned visits | Total visit volume over the period, all statuses combined. |
| Completed visits | Visits carried out and closed. Completion rate = completed ÷ total × 100. |
| Visits not completed | Cancelled or missed. Cancellation rate = not completed ÷ total × 100. |
| Scheduled visits | Appointments confirmed in the diary, awaiting completion. |
| Immediate visits | Unplanned visits, completed without prior scheduling. |
| Customers visited | Number of distinct accounts actually covered over the period. |
The reference field target used by the application is a completion rate of at least 80%. It serves as a comparison line on several charts.
Filters
The Search dialog combines a sales rep and a period.
Search
Leave Sales rep on “all” for the team review; select one rep to prepare a one-to-one — the same charts then become their performance sheet.
Overall visit status
The status breakdown gives, in a single visual, the health of field activity.
| Rate | Formula |
|---|---|
| Completion rate | Completed visits ÷ total × 100 — target ≥ 80% |
| Cancellation rate | Visits not completed ÷ total × 100 |
A high share of immediate visits is not necessarily positive: it often signals that the diary is not used upstream, which makes portfolio coverage hard to steer.
Analysis by sales rep
Two complementary readings: volume (who does how much) and rate (who keeps their commitments).
| Item | Detail |
|---|---|
| Equation (volume) | Gap = total scheduled − completed = not completed |
| Equation (rate) | Rep completion rate (%) = completed visits ÷ rep total × 100 |
| Reading | A large gap signals a field problem: absence, customer refusal or under-use of the diary. |
Counters show the active sales reps over the period, the one with the most assigned visits and the one with the best rate. Identify those with the most missed visits for targeted coaching — not for a sanction.
Analysis by objective
The same cross-analysis, but by visit objective: prospecting, follow-up, collection, product presentation…
An objective that is consistently poorly completed rarely points at the sales reps: it more often reveals an objective that is badly sized or poorly accepted by customers.
Visit objectives are defined in Stages & objectives. Too granular a reference list makes this chart unreadable: aim for a dozen distinct objectives at most.
Sales rep × objective cross-analysis
The matrix crosses both dimensions: who does what.
This is the view that reveals implicit specialisations: a rep who only does collection no longer prospects, even with an excellent completion rate.
Field performance vs 80% target
The summary dashboard positions each sales rep against the 80% target.
| Counter | Reading |
|---|---|
| Team average rate | Average completion across all sales reps. |
| Above 80% | Number of reps reaching the target; “Whole team!” when all are there. |
| Target not met | Flagged when the average rate falls below the target. |
The 80% bar is an application benchmark, not a legal rule. Adapt the reading to your sector: a mass-retail round and a long B2B sales cycle do not have the same cadence.
Detailed visit table
The final table goes down to customer × sales rep level: durations, frequencies and last visit.
| Column | Content |
|---|---|
| Sales rep | Sales rep who carried out the visits. |
| Customer | Account visited. |
| Min visit duration | Shortest visit observed over the period. |
| Max visit duration | Longest visit observed. |
| Total duration | Cumulative time spent at this customer. |
| Number of visits | Visit frequency over the period. |
| Last meeting date | Last field contact recorded. |
The Last meeting date column is the best detector of neglected customers: sort it ascending and you immediately get the list of accounts to follow up.
Durations depend on the start and end times entered on the visit. If sales reps do not close their visits from the mobile app, these columns stay empty — see Swifto CRM Mobile.
FAQ & Tips
The completion rate is very low although the team is working?
Visits are probably completed without being closed, or done as immediate visits without planning. Look at the share of immediate visits before concluding.
A customer does not appear in the detailed table?
No completed visit concerns them over the period. A merely scheduled visit does not feed the durations.
All durations are empty?
Start / end times are not filled in. They normally come from closing the visit in the mobile app.
Can I compare two reps with different portfolios?
Compare rates, not volumes. The volume chart is for balancing workload, the rate chart for assessing kept commitments.
Tip — weekly team review. Open the page on the past week, project the rate vs 80% target chart, then move to the detailed table sorted on the last visit to build next week's round plan.
