Searching Contacts based on when they had or have an appointment

✅ Summary:

This training video focuses on using the Appointments section of PhoneBurner’s Advanced Search to find contacts based on scheduled appointments, particularly by appointment date (not the date the appointment was created). You can filter by:

• Appointment title
• Appointment description
• Appointment date range (e.g., last quarter, last year)

This is distinct from the Contact Activity section, which tracks when the appointment was created, not when it is scheduled. By searching for appointments scheduled “before today,” users can easily generate lists of past appointments, such as all meetings from last quarter or last year. Wildcard search can also be used in titles/descriptions for better filtering (e.g., appointments with specific reps or topics).

🏷️ Tags:

advanced search, appointment history, calendar events, past meetings, PhoneBurner CRM, contact management, wildcard search, scheduled appointments, date filters

📝 Cleaned-Up Transcript:

Hey, can you pull together a list of contacts that we had an appointment with last quarter or last year?

That's a great question—and yes, here at PhoneBurner, you certainly can! This is all part of the Advanced Search functionality.

Let’s go ahead and open up the Advanced Search menu. Scroll down to the Appointment section. Quick reminder: this video is part of the Advanced Search training module, where we explore each section in detail so you can get the most out of your PhoneBurner account.

The Appointment section allows you to search for contacts based on calendar-based appointment info—appointments that were actually scheduled on your PhoneBurner calendar with a date and time.

Now, if you’ve been following the training series, you might be thinking, “Didn’t we already cover appointment searches?” You're not wrong! But this is a different type of appointment search.

In the Contact Activity section, there's an option to search by “Scheduled an appointment with a prospect.” That search reflects when the appointment was created.

In contrast, the Appointment section we’re covering now lets you search by when the appointment is scheduled to occur. For example, maybe you booked the appointment last week, but it’s scheduled for next month. This search helps you find appointments based on that future (or past) appointment date.

You can filter by:

• Title
• Description
• Date

Let’s try it:

• Select “Appointment date is before today” (so we include everything in the past).
• Hit Search.

These are all the contacts with appointments scheduled before today—past appointments.

Now let’s experiment. If we change the filter to “Today and after” and search again, we see zero results. No surprise in this demo account.

Back to the original filter—“Today and before”—we’re pulling in all completed or missed appointments.

Additional Filtering Options:

If you’re using naming conventions or keywords in the appointment title or description, you can filter using those too.

For example:

• In the title, search for “contains Rachel” to find all appointments with Rachel.
• Use wildcards like * to search more broadly, e.g., “Call*” to find all records where the title starts with "Call."

By default, when you create an appointment from a dial session or from the contact record, PhoneBurner will prefill the title as something like:

“Call [Contact Name] ([Phone Number])”

You can change this title or add notes in the description.

Summary:

Once you begin scheduling appointments consistently and systematically in PhoneBurner, the Advanced Search > Appointments section becomes a powerful tool to:

• Review historical appointments
• Track follow-ups
• Evaluate rep activity
• Segment contacts based on interaction history

Thanks for taking the time to watch this video. I hope it helps you and your organization get more done in less time using the power of PhoneBurner.

Happy dialing!