SPOTIO’s Setter/Closer reporting allows you to report on KPIs and metrics for the entire sales process from start to finish. SPOTIO can report on Activities created by, assigned to, and completed by users, and can report on them based on the date they were created, their due date, and the date they are completed. 

To Review How to Create a My Report, check out the My Reports Overview: Visibility Into the Metrics That Matter knowledge base article for further guidance.

Report Controls

To create effective reports, it is important to understand the different controls available in My Reports. With these controls, you have various possibilities for displaying different users and data points depending on the option selected.

Visibility controls: With SPOTIO’s visibility controls, you will be able to set the visibility of a report to “Private” and “Public”, as well as set the visibility to “By Role” which will only allow other users to view data in the report depending on what records SPOTIO's permissions allow them to see.

“Show Record” Category Dropdown: With the “Owner Type” dropdown field, you will be able to create a report that runs of of the following Owner Types:

• Activity Created by - The user that created the activity 
• Assigned to Activity - The user that is assigned to the activity 
• Record Created by - The user that created the record being reported on 
• Assigned to record - The user that is currently assigned as the Owner of a record 

“Activity Date by” Activity Dropdown: This will allow you to choose what activity metric you want to report on. Below are the 3 Date options to choose from when adding in an activity metric to a MyReport:

• Created On - The date an activity was generated in SPOTIO 
• Due Date - The date an activity is scheduled to be completed 
• Completed On - The date an activity is actually completed

“Display Over Time” Report Option Checkbox: The final new addition to My Reports is a new checkbox at the bottom of activity reporting for “Display Over Time”.  

This option allows you to report on the specified activity in a view that shows a time period-based comparison, as shown in the image below.

How To Create a Setter Report

For sales reps that will be scheduling appointments, you can create a custom Setter report. This helps reps better understand the metrics for the different users involved in the appointment process.

Step 1: Set your Date Range and Choose Report Visibility

Use the Date Range dropdown to select the default time period that will be used to generate this report.

The Date Range selection will be used to pull the desired information for that specific timeframe when the report is opened. Additionally, the data pulled for the report will be based on the Lead Updated Date for your selected timeframe.  

For example, if you select ‘This Week’ as the Date Range the report would always show your selected information for the current week (Sunday-Saturday) for records updated during this timeframe.

Choose your Report Visibility using one of the options provided. This is where you will choose who can see this report (Private, Public, By Role). 

• Private - Only the user that created this report can access it
• Public - All users on the account can access the report and see metrics for all other users on the account
• By Role - All users on the account can access the report, users will only see metrics for records they are able to access depending on permission settings 

Step 2: Select your Category

The category section allows you to select the group that you would like your report organized by. You can only select one category to report on. The name of the category can be customized by clicking into the Title box to add your terminology.

Once you have chosen your category, click on the setting gear to choose the Owner type.  For a Setter report,  Select “Activity created by” or “Record created by” to get the data you are looking for.

Step 3: Choose Your Metric

Next, select the metrics that you would like to report on. You can select multiple metrics to organize them on one report view by dragging and dropping them into the purple bar.

Click on the settings gear to choose the activity date.  This section is where you will choose the Activity Date by.  Your options will be Created on, Due Date, or Completed on.

• Created On - The date that the activity was generated in SPOTIO
• Due Date - The date that the activity is scheduled for
• Completed On - The date that the activity is actually completed

Choose “Created on” or “Due Date” for a Setter-specific report in the Activity Date field. Select the Activity you would like to report on. 

Pro Tip: Use the Title field to customize the name of the metric you selected. This will help provide more clarity to the information shown in the column. 

At the bottom of the metric details section, you will find 3 additional checkboxes that provide additional organization options for that metric. Show break down columns will provide a unique column for each metric option selected. Show totals will add a total column for the metric selected.  Display over time allows you to compare time frames in a single view.

How To Create a Closer Report

For your reps that will be attending and completing appointments, a custom Closer report gives visibility into what happens with appointments for users involved.

Step 1: Set your Date Range and Choose Report Visibility

Use the Date Range dropdown to select the default time period that will be used to generate this report.

The Date Range selection will be used to pull the desired information for that specific timeframe when the report is opened. Additionally, the data pulled for the report will be based on the Lead Updated Date for your selected timeframe.  

For example, if you select ‘This Week’ as the Date Range the report would always show your selected information for the current week (Sunday-Saturday) for leads updated during this timeframe.

Choose your Report Visibility using one of the options provided. This is where you will choose who can see this report (Private, Public, By Role). 

• Private - Only the user that created this report can access it
• Public - All users on the account can access the report and see metrics for all other users on the account
• By Role - All users on the account can access the report, users will only see metrics for records they are able to access depending on permission settings

Step 2: Select your Category

The category section allows you to select the group that you would like your report organized by. You can select one category to report on. The name of the category can be customized by clicking into the Title box to add your terminology.

Once you have chosen your category, click on the setting gear to choose the Owner type. For a Closer report choose “Assigned to Activity” or “Assigned to Record” to get the data you are looking for.

Step 3: Choose Your Metric

Next, select the metrics that you would like to report on. You can select multiple metrics to organize them on one report view by dragging and dropping them into the purple bar. 

Click on the settings gear to choose the activity date. This section is where you will choose the Activity Date by. Your options will be: Created on, Due Date, or Completed on.

• Created On - The date that the activity was created
• Due Date - The date that the activity is scheduled for
• Completed On - The date that the activity is marked as completed

Choose ‘Due Date’ and/or ‘Completed On’ for a Closer-specific report in the Activity Date field. Select the Activity you would like to report on and click the dropdown carrot. 

Pro Tip: Use the Title field to customize the name of the metric you selected. This will help provide more clarity to the information shown in the column. At the bottom of the metric details section you will find 3 additional checkboxes that provide additional organization options for that metric. Show break down columns will provide a unique column each metric option selected. Show totals will add a total column for the metric selected. Display over time allows you to compare time frames in a single view.