Intake Performance Dashboard

The intake performance dashboard is a powerful tool that can be utilized to monitor the strength and performance of your intake staff as well as important data related to your incoming leads.

On this page, we will provide an in-depth breakdown of this important dashboard, column-by-column.

Dashboard Parameters/Filters

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At the top of your screen the first thing that will need to be set are your filters/parameters as described below.

1. Date Range: The date range selected in this dashboard reflects the time period in which cases were opened. For example, if I wanted to see the statistics of all cases opened in October, 2022, I would set my date range from 10/1/22 to 10/31/22.

2. Case Type: This allows you to filter intake statistics by a specific case type.

3. Staff Type: This filter prompts you to select which type of staff member you would like to see associated with the lead. Keep in mind that the titles of these roles may vary based on changes made to your system, and may not say exactly the same thing as the list shown below. The options for this column are:

   1. Case Creator: The staff member who created the case in Case Wizard.

   2. Intake Paralegal: The staff member assigned as the Intake Paralegal during the intake process (or comparable role as set by your firm)

   3. Investigator: The staff member assigned as the Investigator during the intake process (or comparable role as set by your firm)

   4. Paralegal: The staff member assigned as the Paralegal during the intake process (or comparable role as set by your firm)

4. Signup Type: How the case was signed up.

5. Referred In: Whether the dashboard should include or exclude referred in cases, or if it should show both.

6. Office: The firm office the leads are assigned to.

7. Group By: There are two options which can be selected here, to group statistics either by Staff Member, to see performance on an individual level, or by Case Group, to view overall statistics for a group of cases.

Columns in this Dashboard

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Once you have set your filters appropriately you can select the “Refresh Report” button and the data will be displayed in your report split into different columns as described below

1. Staff/Case Group: This column displays either the Staff Member or the Case Group, dependent on the selection made in Filter 6 above. For either selection there will be an arrow to the left side of the row, which, when selected, will display a break down of data for the opposite choice per row (e.g. if Staff Member was selected, the dropdown will give a breakdown of cases by Case Group for that staff member, and vice versa).

2. Inquiries: The number in this column indicates the number of leads that were entered as new cases into SmartAdvocate through any method, Case Wizard, API, etc.

3. Wanted: The number in this column indicates the number of wanted cases. To indicate a case as wanted it must have had a specific status applied to it. To customize these statuses for your firm please contact our support team. Note: As of the 2023 release, these statuses will be customizable from System Parameters.
   See System Parameters | List of statuses that indicate that the new case was reviewed and accepted. Tr... and System Parameters | List of Statuses To Be Considered For Scheduled for Sign Up for additional information.

4. Sign Up: This column displays the percentage of wanted cases out of your total inquiries (# of wanted divided by # of inquiries).

5. Signed Up: This column displays the number of cases of cases that have been open and marked as retained for more 90 days compared to the total number of retained cases (Cases Retained >90 days / Cases Retained).

6. Conversion: The percentage of wanted cases that were marked as retained (# of retained divided by # of wanted).

7. Overall Retained: The percentage of retained cases out of all inquiries (# of retained divided by # of inquiries).

8. True Signups: The number of cases that were marked as retained during the timeframe set in Filter 1, regardless of if they were opened during that timeframe.

9. Referred Out: The number of cases that were marked as accepted by a referred out firm compared to the total number of cases referred out.

10. Chase Calls: The number of wanted cases that have been marked as wanted for longer than 2 weeks without a retained date being added to the case.