Appointments Overview
Track booked appointments end to end in Lead Distro AI. Mark appointments Booked, Showed, No-show, or Canceled, measure show rate by source, and bill buyers per appointment that shows up.
What appointment tracking does
Some buyers do not want raw leads. They want a booked appointment on their calendar, and they only want to pay when the person actually shows up. Appointment tracking gives every lead a second, separate status that answers one question: did the meeting happen?
That status is independent of the delivery status. A lead can be Accepted (the buyer took it) and No-show (nobody turned up) at the same time. Keeping them apart is what makes show rate measurable, because a delivery that succeeded and a meeting that happened are two different events.
Per-appointment billing is a limited-release feature. Contact support to have it turned on for your account. Everything on the Track Appointments Without the Add-On page works on any plan today, with no waiting.
The four appointment statuses
| Status | What it means | Billing effect |
|---|---|---|
| Booked | An appointment is on the calendar. It has not happened yet. | Bills only if the buyer is set to bill on booking. |
| Showed | The person turned up. This is the outcome buyers pay for. | Bills the buyer at their per-appointment price. |
| No-show | The appointment time passed and nobody attended. | No charge. If it was already billed, the charge is reversed. |
| Canceled | The appointment was called off before it happened. | No charge. If it was already billed, the charge is reversed. |
A status is never final. Moving a lead from Showed to No-show reverses the revenue automatically, and moving it back bills it again. You are never stuck with a number you cannot correct.
Qualified: the second question
Some buyers do not pay for every appointment that shows up. They pay for the ones that were worth showing up for. If that is your model, turn on Track Appointment Qualification on the campaign. Every appointment then carries a second mark: Qualified or Unqualified.
Someone reviews the appointment, usually by listening to the call recording, and records the answer. Until they do, the mark stays empty. Empty is a real state, not a mistake: it is your review queue.
| Qualified mark | What it means | Billing effect |
|---|---|---|
| Empty | Nobody has reviewed this appointment yet. | No charge yet, if the buyer pays for qualified shows. |
| Qualified | The appointment was worth paying for. | Bills the buyer, once the appointment has also showed. |
| Unqualified | The appointment showed up but was not worth paying for. | No charge. If it was already billed, the charge is reversed. |
Qualified is not the same as Converted. Qualified asks whether the appointment was worth paying for. The Outcome column asks whether it turned into a customer later on. An appointment can be qualified and billable and still never close, which is exactly why they are two separate columns.
The two marks can be made in either order. If a review lands before anyone has confirmed the person showed up, nothing bills yet. The moment the appointment is also marked Showed, the payout releases. It bills once, never twice.
Four ways an appointment gets marked
- A connected calendar. When a booking is made on a linked calendar, the appointment is stamped on the lead automatically, including the scheduled time.
- The buyer, in the Partner Portal. Your buyer marks their own appointments Showed or No-show. This is the most common setup, because the buyer is the one who knows.
- Their CRM, by webhook. The buyer's system posts the appointment status back to you. Nobody has to log in. See Appointments API & Webhooks.
- You, from the leads table. Set it by hand on any delivered lead.
What you can measure
- Show rate per campaign, which is showed divided by showed plus no-shows. Booked appointments are still undecided, so they are left out until they resolve.
- Qualified show rate, when you track qualification: out of every appointment that showed, how many were marked qualified. Appointments still waiting on a review count in the total, so one review cannot make it read 100%. The Awaiting Review column tells you how many are still unknown.
- Cost per showed appointment, by comparing what you paid your sources against the appointments that actually happened.
- Which sources send no-shows. Two sources can deliver the same number of appointments and be worth very different amounts.
Where to read these numbers
- Campaigns, Appointments tab. One row per appointment campaign, with booked, showed, show rate, qualified show rate, and how many are still awaiting review.
- Inside a campaign, under Campaign Routing. The same columns, but broken out per destination and per source. This is where you find out that one destination shows up 80% of the time and another 30%, or that one source books meetings nobody attends.
- The cards at the top of a campaign. Appointments booked, showed with the show rate, and qualified showed, for the date range you picked.
On an appointment campaign the Accepted column is called Appointments, because a lead is only accepted once a meeting is on the calendar. It is the same number under a name that says what it is.
Show rate only counts appointments that resolved. A campaign with 9 showed, 5 no-shows, and 4 still booked shows a 64% show rate, not 45%. The 4 pending appointments join the math once they happen or do not.
Frequently Asked Questions
Does Lead Distro AI support appointment tracking?
What is the difference between a lead status and an appointment status?
Can I sell appointments and raw leads from the same campaign?
What happens if an appointment is marked Showed and then corrected to No-show?
How is show rate calculated?
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If you have any questions, send us an email at support@leaddistro.ai