Lead reports

A lead report is a short, AI-written summary of everything your CRM knows about the person you are about to talk to. It is generated before the call and lives on the appointment itself, so you do not have to dig through the CRM five minutes before you join.

What it contains

Every report brings together three things:

• A lead quality level — high, medium or low. It is the AI’s read on how promising the contact looks with the information available.
• Red flags, when there are any: concrete signals worth keeping in mind before you join (budget that does not fit, odd expectations, cold contact…).
• The report itself: a short, structured brief with what the lead said in your forms, what has been discussed with them over messages, and what your team has written on their record.

All of it is written in the language your agency is set to. That is explained in Agency settings.

What you need

The report is built from what is in your CRM, so it needs two things:

• GoHighLevel connected on the agency. Without that connection there is nothing to build from. See GoHighLevel.
• An appointment with a contact behind it. The appointment has to come from GoHighLevel and point at a specific CRM contact. An appointment with no contact attached cannot be reported on.

Calendly appointments have no report

Calendly brings the booking, but not the contact record in the CRM. Those appointments still show up in Appointments, just without a lead report.

Where it appears

1. Open Appointments.

2. Find the lead’s appointment in the list.

3. Click Info on its row. The report opens.

When a report is already stored, the Info button is highlighted. When there is none yet, the dialog itself offers to generate it on the spot.

When it is generated

The report is generated once and kept:

• When a new appointment arrives from GoHighLevel, TopClosers prepares that lead’s report if they did not have one yet.
• If the lead already had a report, it is not generated again. Rescheduling the appointment or changing its status does not alter it.
• You can force it whenever you want from the dialog: Generate report the first time, Regenerate if you want a fresh version with whatever has landed in the CRM since.

The report always carries the date it was generated, so you know whether you are reading something recent or weeks old.

How to use it to prepare a call

Open it a couple of minutes before you join and take away three things:

1. What the lead came for. What they wrote in your form usually gives you the problem in their own words. Use it in your opening instead of a generic question.
2. What they have already been told. If something was promised over messages, or a price was given, walking in without knowing it puts you on the back foot.
3. The red flags. They are not a reason to skip the call; they are the objections you will probably have to work through. Have your answer ready.

The quality level is guidance, not a verdict. It helps you prioritise your prep when you have six calls on the same day — not decide which leads to drop.

Considerations

• It is a summary, not the source of truth. The AI writes it from what is in the CRM: if the lead’s record is empty or messy, the report will show it. If something is critical, verify it in the CRM.
• Everyone sees their own. The agency owner sees the report on any appointment; a closer only sees the ones on their own appointments, just like everywhere else in the product.
• It needs an active subscription. No reports are generated on the free plan. The detail is in Plans, trial and billing.
• No data, no report. When the contact was just created and has no forms, no conversations and no notes, TopClosers tells you so instead of inventing a summary.

Best practices

• Look after the CRM record. The better your intake form and the more your team writes on the record, the more useful the report is. Garbage in, garbage out.
• Regenerate before a second call. If there has been conversation between the first and second meeting, one regeneration brings you up to date at a glance.
• Cross the report with the analysis. After the call, compare what you expected with what actually happened in Call analysis. That is where the learning is.