IN BRIEF
The Leads Report lets staff generate and analyze Leads that were created within a specified date range. It provides visibility into Lead activity, engagement, assignment, status, and conversion timelines, so you can measure how Leads move through your pipeline and how your team is performing.
Overview
The Leads Report is a report in the Leads section of the Reports page. It returns the Leads created during the date range you define and presents standardized fields covering Lead creation, engagement, assignment, and conversion outcomes.
Use this report when you want to understand Lead activity over a defined timeframe — for example, to review how many Leads came in from each source, how quickly they converted, who they were assigned to, and which ones remain open. Because the report evaluates each Lead's state at a specific point in time, it gives you a consistent snapshot rather than a moving target: assignment and status are reflected as of the time of conversion for converted Leads, or as of the report End Date for Leads that are still open.
Access to the report is controlled by a dedicated permission, so only authorized staff can generate or view it.
Preset Filters
If you frequently run this report using the same filters, those filters can be saved as Presets. Presets can be loaded each time the report is opened, allowing you to quickly set filters, choose a date range, and generate the report in a preferred format.
Note: Filters related to enrollments always return results that are accurate as of the date the report is generated.
Accessing the Report
The Leads Report is located in the Leads section of the Reports page in the Office Portal.
To open it, go to Reports and select Leads Report from the Leads section.
A few access notes:
- Staff with Admin Access or the Account Owner can access the report by default.
- Other staff members must be granted the Leads Report permission. Without it, they cannot access or generate the report.
- In the staff permissions list, the Leads Report permission appears in alignment with where the Leads section sits within Reports.
Step-by-Step Instructions
When you open the report, it does not run automatically. You configure your filters and display options first, then choose an export format to generate the results.
- Set the date range. Use Lead Created Between to define the window, choosing a Start Date and an End Date. This controls which Leads are included based on when they were created. Both dates default to the current date, so a freshly opened report only covers today until you widen the range.
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Select one or more Locations. Use the Location filter to choose which Locations to include. This determines which Leads appear based on the Location they belong to.
- The filter is multi-select and includes every Location in the account.
- On multi-location accounts, the currently selected Location is chosen by default.
- On single-location accounts, the only Location is selected automatically.
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Choose the Lead statuses to include. Use the Current Lead Status filter to limit results by status. Status is evaluated as of the End Date, so this reflects where each Lead stood at the close of your date range.
- The filter is multi-select and defaults to all statuses, including system-defined and custom statuses.
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Set the Assigned To filter. Use the Assigned To filter to include Leads based on who they are assigned to. This matters because it lets you report on an individual's or a group's pipeline.
- The available options include all user groups with permission to access Leads, all staff members with permission to access Leads, and an Unassigned option.
- The filter is multi-select and defaults to all.
- Selecting Unassigned returns only Leads with no assignment.
- Selecting user groups and/or staff members returns Leads assigned to any selected group or any selected staff member.
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Choose the Lead sources to include. Use the Lead Source filter to limit results to specific sources. This helps you compare where your Leads are coming from.
- The filter is multi-select and defaults to all.
- Set your display option (optional). Enable Print Lead Name As "Last Name, First Name" if you want names shown in that order. This changes only the data values; the column headers stay the same.
- Save your configuration as a preset (optional). If you expect to run this report again, save your filter selections as a Preset Report Filter so you can reapply them later. See Optional Details for how shared presets behave.
Generating the Report
- Select your desired export format (such as HTML, PDF, XLS, or CSV) at the bottom of the report.
- The System will immediately generate the report in the selected format.
Additional Notes
What the report fields mean
The report includes the following fields by default:
- Lead Created Date — the date the Lead was created.
- Lead Source — the source the Lead was attributed to.
- Current Lead Status — the Lead's status as of the report End Date.
- Lead Name — the Lead's name, shown as "First Name Last Name" unless you enable the display option to reverse it.
- Date of First Contact — the date of the first qualifying contact (see the field-value note below).
- Date of Conversion — the date the Lead converted, or "N/A" if it has not converted.
- Conversion Time (Days) — the number of calendar days from creation to conversion, or "N/A" if the Lead has not converted.
- Activity/Contact Count — the number of activity/contact records within the report date range.
- Assigned To — the user groups and/or staff members the Lead is assigned to.
- Location — the Lead's Location. This always appears as the final column, immediately following Assigned To.
How Date of First Contact is determined
- If a Lead has no activity records at all (including system-generated), this field displays "N/A."
- If a Lead has only system-generated activity, this field displays "System-Generated Contact Only."
- If a Lead has manual activity, this field reflects the first qualifying manual contact across the Lead's full lifecycle.
How assignment is evaluated
Assignment is evaluated using two states, which keeps converted and open Leads consistent:
- For Leads that have not converted, assignment is shown as of the report End Date.
- For converted Leads, assignment is shown as of the time of conversion.
- When a Lead has multiple assignments, Assigned To lists user groups first (alphabetical), followed by staff (alphabetical). All applicable assignments are displayed, with no truncation.
- A Lead with no assignment displays "Unassigned."
- If a Lead is assigned to both a selected user group and a selected staff member, it still appears only once in the report.
How Conversion Time is calculated
Conversion Time is calculated in calendar days. A Lead created and converted on the same calendar day is recorded as 1 day.
How activity is counted
- Activity is counted only within the report date range.
- System-generated activity is included in the Activity/Contact Count.
What appears (and does not appear) in results
- Exports preserve literal values such as "N/A" and "System-Generated Contact Only."
- All selected filters and display options are reflected in the exported file.
- Deleted Leads are excluded from the report.
Troubleshooting & FAQs
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Why is my report empty or showing only today's Leads when I first open it?
- The Lead Created Between range defaults to the current date for both Start Date and End Date, and the report does not run automatically. Widen the date range, set your other filters, then select an export format to generate it.
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Why does a Lead show "System-Generated Contact Only" under Date of First Contact?
- That Lead has only system-generated activity and no manual contact. Once a qualifying manual contact is logged, the field will show that contact's date instead.
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Why is the Activity/Contact Count lower than I expected?
- Only activity that falls within your report date range is counted. Activity logged outside the range is not included, even if it belongs to the same Lead.
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Why can't I edit a shared Preset Report Filter?
- Only the user who created a preset can edit the original. You can apply a shared preset and adjust the selections for your session, then save those changes as a new preset.
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A staff member says they can't open the Leads Report. What's missing?
- They likely don't have the Leads Report permission. Staff with Admin Access or the Account Owner have access by default; everyone else needs the permission granted.