What is the Lead Conversion Report (LEA-2)? – iClassPro Support

IN BRIEF
The Lead Conversion Report shows you which Leads were won or lost within a date range you choose, including the exact Lead Stage each Lead closed in, along with key details about how each Lead was created, engaged, assigned, and converted. Use it to evaluate conversion outcomes and to spot trends across source, staffing, Location, and program Interests so you can make better decisions about where your effort pays off.

Overview
- Preset Filters
Accessing the Report
Step-by-Step Instructions
Troubleshooting & FAQs
Related Articles

Overview

The Lead Conversion Report lives in a dedicated Leads section on the Reports page. It reports on Leads that have reached a final outcome — moved into a Lead Stage with a Stage Type of Closed Stage - Won or Closed Stage - Lost — and that converted within the date range you select.

For each qualifying Lead, the report pulls together standardized fields covering when and how the Lead was created, which Lead Stage it closed in, when it was first contacted by a person, how much activity it generated, who it was assigned to, the Location it belonged to, and how long it took to convert. You can also include the program Interests each Lead indicated. This gives you a single view for answering questions such as which Lead Sources convert best, how quickly your team follows up, how outcomes differ by Location, and which programs are driving demand.

The report supports configurable filters (including Conversion Status Type and Interests), saved Preset Filters, display options for Lead name format and an optional Interests column, and four export formats, so you can shape the report to a specific question and reuse that configuration later. Assignment and Location values always reflect each Lead's state at the moment it converted, not its current state, so the report stays accurate even after a Lead's assignment or Location changes.

Access is controlled by a report-specific permission. Account Owners and staff with Admin Access can run the report by default. Everyone else needs the permission granted explicitly.

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.

Presets save your Conversion Status Type selections, your Interests filter selections, and whether Show Interests is enabled, and reapply all three each time the Preset is loaded.

Presets saved before the Interests options were added still load normally. When you load one, the Interests filter starts with no options selected, Show Interests is turned off, and Conversion Status Type has Select All selected. Adjust and re-save the Preset if you want it to include the new options.

If a Preset includes a filter value that no longer exists in your account, the Preset loads your remaining selections and skips the missing value.

Note: Filters related to enrollments always return results that are accurate as of the date the report is generated.

Accessing the Report

From the Office Portal, open the Reports page.
Locate the Leads section.
Select the Lead Conversion Report.

The report opens with its filters ready to configure. It does not run automatically — you generate it once your filters are set. This keeps the System from producing a report before you've defined what you want to see.

If you don't see the Leads section or the Lead Conversion Report, you most likely don't have the required permission. See the Troubleshooting & FAQs section below.

Step-by-Step Instructions

Setting the Date Range

Find the Leads Converted Between (Start Date / End Date) filter at the top of the report.
Set your Start Date and End Date.

Both dates default to the current date, so you'll usually widen the range to cover the period you want to analyze. Only Leads with a Conversion Date inside this range are included.

Configuring Filters

Use the filters below to narrow the report to the Leads you care about. All filter criteria are applied together, so a Lead must satisfy every filter to appear.

Leads Converted Between (Start Date / End Date) — The conversion date range for the report. Both Start Date and End Date default to the current date.
Conversion Status Type — Limits results by outcome. Options are Select All, Won, and Lost, and all three are selected by default so you see all converted Leads. Won includes every Lead that closed in any stage with a Closed Stage - Won Stage Type, and Lost includes every Lead that closed in any stage with a Closed Stage - Lost Stage Type. At least one option must be selected.
Location — Filters by the Location the Lead belonged to at the time of conversion. Every Location associated with the account appears as a selectable checkbox. On multi-location accounts, the currently selected Location is enabled by default. On single-location accounts, the only available Location is selected automatically.
Assigned To — Filters by who the Lead was assigned to at the time of conversion. Includes all User Groups with permission to access the Leads task, all individual staff members with that permission, and an Unassigned option. All options are selected by default.
Lead Source — Filters by where the Lead originated. Includes every Lead Source available in your account, all selected by default.
Interests — Filters by the program Interests a Lead indicated. Options are Appointments, Classes, Activities, Parties, and Other. This filter is collapsed when the report opens, and no options are selected by default, so no Interests filtering is applied unless you choose one.

How the Assigned To filter resolves your selections:

No selection, or everything selected, includes all Leads.
Unassigned selected includes only Leads with no assignment.
One or more User Groups selected includes Leads assigned to any of those groups.
One or more staff members selected includes Leads assigned to any of those staff.
A mix of groups and staff includes Leads assigned to any selected group or staff member.
Each Lead appears only once, even when it matches more than one of your selections.

How the Location filter resolves your selections:

Selecting one or more Locations includes Leads associated with any of the selected Locations at the time of conversion.
All other active filters still apply on top of your Location selection.

Choosing Display Options

Open the report's display options.

Choose how Lead names appear:
- First Name Last Name is the default format.
- Enable Last Name, First Name to sort and read by surname.
Choose whether to Include Interests in the report results.

Your chosen format is applied consistently on screen and in every export format, so the report reads the same wherever you open it.

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.

Reviewing Report Fields

When the report generates, it includes the following fields by default, in this order and identical across all formats:

Date Of Conversion — The date the Lead reached its Won or Lost outcome.
Conversion Status — Whether the Lead was Won or Lost.
Lead Source — Where the Lead originated.
Lead Name — The Lead's name, shown in your selected name format.
Lead Created Date — The date the Lead was created.
Date Of First Contact — The first time a person contacted the Lead. Only manually logged activities and staff-initiated communications count toward this date. System-generated messages are excluded. If the only activity on a Lead is system-generated, this field reads "System-Generated Contact Only."
Conversion Time — How long the Lead took to convert, in whole days. A Lead created and converted on the same date returns a value of 1 day; partial days are not calculated.
Activity/Contact Count — The total number of activity entries between the Lead Created Date and the Date Of Conversion. Unlike Date Of First Contact, this count includes system-generated activities.
Assigned To — Who the Lead was assigned to at conversion. User Groups are listed first, followed by individual staff members, as a comma-separated list. There is no limit on the number of assignments shown.
Location — The Location the Lead belonged to at the time of conversion.

Results are sorted alphabetically by the Lead's first name, or by last name when Print Lead Name as "Last Name, First Name" is enabled. Leads with the same name are sorted by Date Of Conversion.

Additional Notes

How "At the time of conversion" affects your results

Both Assigned To and Location reflect each Lead's state at the moment it converted, not its current state. If a Lead's assignment or Location changes after conversion, the report still shows the values that were in place when the Lead was won or lost. This keeps historical reporting consistent and lets you trust comparisons across past periods.

Understanding the two activity-related fields

Date Of First Contact and Activity/Contact Count measure different things on purpose. Date Of First Contact answers "when did a person first reach out?" and therefore ignores automated messages. Activity/Contact Count answers "how much total activity did this Lead generate?" and therefore includes everything, automated messages included. A Lead can have a high Activity/Contact Count while still showing "System-Generated Contact Only" if no person ever logged a manual contact.

How Conversion Status displays your Lead Stages

The Conversion Status column shows the actual stage each Lead closed in, so the report uses the same outcome names your team set up in Lead Settings.

A Lead that closed in a custom stage with a Closed Stage - Won Stage Type shows Won: followed by the Stage Name.
A Lead that closed in a custom stage with a Closed Stage - Lost Stage Type shows Lost: followed by the Stage Name.
A Lead that closed in a built-in stage shows Closed - Won or Closed - Lost with no prefix.

The Conversion Status Type filter works one level up. It filters by Won or Lost, not by individual stage, so selecting Won includes every Won stage your account uses.

If you rename a closed stage, the report shows the new name for every Lead that closed in it, including Leads converted before the rename. Previous stage names are not kept.

If you delete a closed stage, Leads that closed in it still appear in the report. They continue to show the deleted stage's name, with the same Won: or Lost: prefix.

In exported files, the prefix and Stage Name appear together as a single value in a column labeled Conversion Status.

How the Interests filter and Interests column work together

The Interests filter decides which Leads appear. The Show Interests option decides whether the Interests column appears. You can use either one without the other:

Filter only: results are limited to Leads with at least one selected Interest, and no Interests column is shown.
Column only: the Interests column is shown for every Lead, and no Interests filtering is applied.
Both: results are limited to Leads with at least one selected Interest, and the column shows all of each Lead's Interests, not just the ones you filtered by. For example, filtering by Parties can return a Lead whose Interests column reads Classes, Parties.

When Show Interests is off, the Interests column is left out of the on-screen report and all four export formats. Interests are taken from the Interests saved on each Lead.

Troubleshooting & FAQs

I don't see the Leads section or the Lead Conversion Report on the Reports page. Why?
- You most likely don't have the report permission. Account Owners and staff with Admin Access have it by default; other staff need it granted through a User Group or directly on the staff profile.
I selected a date range but no results appeared. What happened?
- The report only includes Leads that closed in a Closed Stage - Won or Closed Stage - Lost stage, with a Conversion Date inside your selected range, that also match every other filter you chose. When nothing matches, the report still generates, lists the filters you applied, and displays (No Data Found, Try Different Filters). Confirm your range covers dates when Leads actually converted, review your Conversion Status Type and Interests selections, and remember that open and deleted Leads are never included.
Why does a Lead's Date Of First Contact show "System-Generated Contact Only"?
- That Lead only has automated activity on record. Date Of First Contact counts only manually logged activities and staff-initiated communications, so when no person has contacted the Lead, the field shows this message instead of a date.
A Lead was created and converted on the same day, but Conversion Time shows 1 day. Is that an error?
- No. Conversion Time is calculated in whole days with a minimum of 1, and partial days are not counted, so a same-day conversion always returns 1 day.
I edited a preset that a coworker shared with me, but my changes didn't stick to their preset. Why?
- Only the original creator can edit a shared preset. You can use and adjust it, but to keep your changes you save them as a new preset of your own.
Why are the HTML, PDF, XLS, and CSV buttons disabled?
- No option is selected in the Conversion Status Type filter. The filter turns red and displays Select at least one option. Select Won, Lost, or Select All to turn the buttons back on.
Why do some Conversion Status values start with "Won:" or "Lost:"?
- Those Leads closed in a custom stage your account created. The prefix tells you whether that stage counts as a Won or Lost outcome. Leads that closed in the built-in Closed - Won or Closed - Lost stages show the stage name with no prefix.
A Lead's Conversion Status shows a different stage name than the one it converted into. Why?
- The stage was renamed after the Lead converted. The report always shows the stage's current name, and previous names are not kept. If the stage was deleted, the report shows the deleted stage's name.
Why can I filter by Interests for programs my account doesn't offer?
- All Interest options always appear, regardless of your subscription or which program types are enabled. Leads can indicate interest in any program type, so this lets you see demand for programs you don't offer yet and report on past Leads after a plan change.
I filtered by one Interest, but the Interests column shows several. Is that an error?
- No. The filter decides which Leads appear, but the column always lists every Interest each Lead indicated, not just the ones you filtered by.
I selected Interests in the filter, but there is no Interests column. Why?
- The Interests filter and the Interests column are separate. Enable Show Interests under Display Options to add the column.
I loaded an older Preset and the Interests filter is empty. Did my Preset break?
- No. Presets saved before the Interests options were added load with no Interests selected, Show Interests turned off, and Conversion Status Type set to Select All. Adjust the filters and re-save the Preset to include the new options.