Stage Heatmap

9 min

The Stage Heatmap Report offers a visual overview of enquiries grouped by their last stage within a selected timeframe and pipeline. This tool is designed to help identify bottlenecks and trends in your enquiry stages, enabling better workflow optimization and team performance analysis.

Getting Here

This module is restricted to Admins, Managers, and users with appropriate access permissions. Restricted users (as set by admins) will not have visibility to this module.

To access the Stage Heatmap Report:

Navigate to the Reports module from the left-side menu.
Under the Enquiries category, select Stage Heatmap.

Using the Report

This report provides filtering and sorting options to customize your data view and gain actionable insights.

Filters Overview

Period
- Options include: Today, Yesterday, This Week, Last Week, This Month, Last Month, and Custom.
- Use Case: Analyze enquiries during a specific timeframe to track progress and identify seasonal trends.
Pipeline
- Select from predefined pipelines such as “Optimized Clinic Workflow,” “Sales Pipeline,” or custom department pipelines.
- Use Case: Focus on a specific pipeline to uncover bottlenecks or performance improvements within that workflow/pipeline.
Enquiry Status
- Options include: Open, Won (Paid), and Lost.
- Use Case: Monitor enquiries by their resolution status and focus on improving specific outcomes.

Interacting with the Report

Heatmap Visualization

The heatmap represents the count of enquiries in each stage, with darker shades indicating higher volumes.
Use Case: Quickly identify stages with the highest concentration of enquiries based on their creation date and take corrective action if needed. The date displayed represents when the enquiry was made, not when it moved to that specific stage helping you understand how newly created enquiries distribute across different stages over time.

Visualizing Filtered Data

Graphical View: The heatmap groups enquiries by their last stage, such as New, Qualified, or Booked.

Practical Use Cases

Pipeline Bottleneck Identification
- Use the heatmap to pinpoint stages where enquiries tend to stagnate and implement process improvements.
Pipeline Performance Analysis
- Compare the volume of enquiries across different pipelines to allocate resources more effectively.
Team Efficiency Evaluation
- Analyze enquiry stages alongside team performance to identify training needs or workload distribution issues.

Best Practices

Regular Analysis:
- Review the Stage Heatmap weekly to maintain a healthy pipeline and address bottlenecks promptly.
Collaborate on Findings:
- Share heatmap insights with your team to foster alignment on goals and strategies.
Optimize Filters:
- Save frequently used filter combinations to streamline future reporting efforts.

FAQs

What does the Stage Heatmap Report show?
- The report displays the volume of enquiries grouped by their last recorded stage, helping you identify which stages are overloaded or underperforming.
Can I filter data by multiple pipelines?
- No, the report only supports selecting one pipeline at a time to keep the heatmap focused and easy to interpret.
What do the heatmap colors represent?
- The darker the color, the higher the concentration of enquiries in that stage. Lighter colors indicate fewer enquiries.
How frequently is the heatmap data updated?
- The data reflects real-time information as per the selected filters and does not require manual refresh.
Can I export the Stage Heatmap data?
- Yes, you can export it by right-clicking to download it.
Why am I not seeing all enquiry stages in the heatmap?
- The heatmap displays all stages in the selected pipeline; however, only stages that contain enquiries within the selected period are visually highlighted with color. If a stage has no enquiries, it will still appear, but with no shading.
How do I spot bottlenecks using this report?
- Look for stages with high enquiry counts and dark colors, they may indicate areas where leads are getting stuck and need attention.
Can I drill down into individual enquiries from the heatmap?
- No, the Stage Heatmap Report is designed for aggregate-level insights only. To explore individual enquiries, you should use the Enquiry Analytics Report instead.
What’s the difference between the Heatmap and the Funnel Report
- The Heatmap shows how many enquiries are in each stage on specific dates, helping you spot patterns or bottlenecks over time. The Funnel Report, on the other hand, focuses on how enquiries progress through each stage, offering a clear view of conversion rates between stages.
Who can access the Stage Heatmap Report?
- Only Admins, Managers, and users with explicit permission to view Reports Reports can access this module. Restricted users cannot see it.