Dashboard and Reports

Last updated: October 19, 2026

Overview

The Dashboard shows how your leads move from first contact to enrollment and how your recruiting team is performing. It is the first item in the sidebar and opens when you sign in.

The Dashboard has three tabs:

  • Leads: where new leads come from and how they engage.

  • Outcomes: how many leads reach prescreen, schedule, and enrollment.

  • Productivity: call, SMS, and email activity and conversion rates for each team member.

Leads opens by default. Productivity is available to recruiters, lead recruiters, and admins.

Filtering the Dashboard

The Leads and Outcomes tabs share these filters:

  • Date: pick a start and end date, or a quick range from 7D to 365D. The default is the last 90 days.

  • Site: shown when your organization has more than one site. The default is All sites.

  • Study: the default is All studies.

  • Source: the lead source. The default is All sources.

If you are not an admin, these tabs only include data for the sites you are assigned to. See the Recruiter Site and Study Assignments article.

Reviewing Leads

The Leads tab includes:

  • Reach & Engagement Flow: a flow chart of how leads move from contact to engagement.

  • New Leads Over Time: new leads per day.

  • Source Breakdown: new leads by source. Switch between Total and Weekly Average.

  • Inbound Interest: inbound calls and chats, SMS, and emails from patients.

Inbound Interest Metrics

  • Inbound Call & Chat Rate: inbound calls and chats as a share of all calls and chats.

  • Inbound SMS Rate: inbound SMS as a share of all SMS.

  • Inbound Email Rate: inbound emails as a share of all emails.

  • Inbound Call & Chat Prescreen Rate: prescreens from inbound calls and chats as a share of all prescreens.

Reviewing Outcomes

The Outcomes tab includes:

  • Statuses of Reached Leads: a flow chart in the Patient Flow section. Click a node to open the matching patients on the Patients page.

  • Outcomes: switch between Prescreens, Schedules, and Enrollments. Each shows the total, the average per week, the average interactions needed, a monthly trend, and a breakdown by study.

AI agent outcomes are on the Agents page, not the Dashboard.

Reviewing Team Productivity

Open the Productivity tab to see activity for your team. Lead recruiters and admins see every team member, including AI agents. Recruiters see only their own activity.

Productivity Filters

  • Date: the default is the last 14 days.

  • Site, Study, and Lead source.

  • Team: pick recruiters or agents. Lead recruiters and admins only.

  • Clear all: reset the filters.

Summary

  • Activity: total calls, calls per week, and minutes on the phone. Calls per week is total calls divided by working weeks (Monday to Friday) in the date range.

  • Inbound Activity: inbound calls (with how many were answered), SMS, and emails.

  • Prescreen rate: overall, inbound, and outbound.

  • Average recruitment time: average days from a patient's study assignment to prescreen, schedule, and enrollment, for milestones recorded by the selected team members.

  • Follow-up: hours to first contact and hours between calls to the same patient.

Team Productivity Table

The Team Productivity table has one row per team member. AI agents are marked with a bot icon. Click a column header to sort.

Column

What it shows

Calls / day

Voice, SMS, and web conversations per active day.

SMS / day

SMS messages per active day.

Emails / day

Emails per active day.

Inbound calls / day

Inbound calls per active day.

Inbound pickup

Inbound calls this person answered, out of the inbound calls they could take.

Talk minutes / day

Minutes on calls per active day.

Unique patients contacted

Distinct patients contacted by voice, webchat, SMS, or email.

Reach rate

Voice calls that reached the patient, out of all voice calls. Busy, No Answer, Voicemail, Failed, Automated, and Not Engaged calls do not count as reached.

Prescreen rate

Conversations that ended Prescreened or Scheduled, out of all conversations.

Schedule rate

Conversations that ended Scheduled, out of all conversations.

Schedules per phone minute

Voice calls that ended Scheduled, divided by talk minutes.

An active day is a day with at least one voice call, SMS chat, or web conversation for that team member. Hover over a rate to see the counts behind it. Metrics only include communication made through Delfa.

Charts

  • Activity Over Time: inbound and outbound activity. Switch between all channels, calls, SMS, emails, and chat.

  • Connection Rate Over Time: inbound pickup and outbound reach rates.

  • Inbound Calls Throughout the Day and Outbound Calls Throughout the Day: calls and connection rates by hour. The chart names the time zone it uses.

Viewing One Team Member

  1. On the Productivity tab, click a team member's name.

  2. Review their summary and charts.

  3. For recruiters, review the Outcomes chart. It counts each patient once, by their best conversation outcome. Click a node to open the matching conversations on the Communications page.

  4. Use the Team member selector to switch people, or click Back to Productivity.

Exporting Data

To export the Team Productivity table:

  1. Set the filters you want.

  2. Click Export CSV above the table.

The file includes every row that matches your filters, not just the current page, in the order shown. Recruiters export only their own row.

Other tables with Export CSV include webform submissions, lead source form responses, study questionnaire responses, and the admin Recruiter workload table. To export patient demographics and contacts, select patients on the Patients page and use Export to CSV. See the Patients and Groups article.

Best Practices

  • Compare the same date range when you check progress over time.

  • Use the Site and Study filters before comparing team members who cover different studies.

  • If a recruiter's numbers look low, check their site and study assignments first.

  • Calls, texts, and emails made outside Delfa are not counted.