How Do I Measure Business Onboarding Time and Pipeline Trends in Kickcall?

Review Kickcall onboarding setup, delivery and go-live times alongside completion trends, pipeline stages, sources and reasons for choosing an AI receptionist

Written By Maruf Ansari

Last updated 9 days ago

When onboardings pile up without a clear picture of what's slow or what's driving them, it's hard to know where to focus. Business Onboarding Insights gives your Agency visibility into the full onboarding lifecycle — from the moment a Business is created in the portal to the point its AI agent is fully live and stable — so you can spot bottlenecks, measure onboarding efficiency, and understand what's driving demand.

Onboarding Insights Overview

Onboarding Insights allows Agency administrators and team members to monitor onboarding performance and business acquisition trends. You can track average onboarding times across Business Setup, Agent Delivery, and Go-Live, compare completed onboardings year over year, and view how Businesses are distributed across different pipeline stages. You can also analyze acquisition sources and understand why Businesses choose an AI receptionist. This section provides reporting and insights without making changes to existing onboarding records.

Important notes

This is a read-only dashboard. To act on a specific onboarding, use All Onboardings & Actions.
The status breakdown is an aggregate count, not a clickable drill-down into individual Businesses.

Summary Cards

Three cards at the top display average time metrics across the onboarding process:

Average Business Setup Time — time between a Business completing the agent info form and their account being created in the portal.
Average Business Agent Delivery Time — time between the Business being created in the portal and the agent being finalized.
Average Business Go-Live Time — time between agent finalization and the agent being fully stabilized.

Monthly Completed Onboarding Trend

A bar chart comparing the number of completed onboardings per month for This Year (blue) versus Last Year (grey). Use it to identify onboarding volume trends and seasonal patterns.

Onboarding Status Breakdown

A horizontal bar chart showing the current count of Businesses at each stage of the onboarding pipeline — Draft, Collecting Agent Info, In Review, Business Created, Agent Preparation, Agent QA Testing, Agent Finalisation, Agent Stabilization, Lost Onboarding and Completed.

See Onboarding Statuses for the full definition of each status and how a Business moves between them.

Source

A donut chart showing where new Businesses are originating from, broken down by Organic and Referral channels. Use it to understand your acquisition mix at a glance.

Reasons for Choosing AI Receptionist

A horizontal bar chart that shows the most common reasons Businesses selected for choosing an AI receptionist during onboarding. Each bar represents the total count of Businesses that selected a specific reason, so you can quickly see what is motivating new signups and tailor your messaging, packages, and sales conversations accordingly.

Common reasons include:

Too many missed calls — high call volume that staff cannot keep up with.
After hour call coverage — need for calls to be answered outside business hours.
Reduce front desk workload — offloading repetitive reception tasks from staff.
Cost savings over hiring staff — replacing or supplementing human reception with AI.
Improve customer experience — faster, more consistent caller interactions.
Lunch break call coverage — covering calls during breaks and shift gaps.
Scale without adding headcount — growing the business without proportional hiring.
Competitor already using AI — keeping up with market adoption.
Spam call filtering — reducing unwanted or low-value calls.
Other — any reason not covered by the standard options.

This data is collected from the Reason of Choosing Us field that Businesses fill out during the onboarding form in the Public Portal. As Businesses complete that step, their selections are aggregated here for reporting.

Field or Option	Puprose	Example or Limitation
Average Business Setup Time	Time from form completion to account creation	Populated once onboardings exist
Average Business Agent Delivery Time	Time from account creation to agent finalization	Populated once onboardings exist
Average Business Go-Live Time	Time from agent finalization to stabilization	Populated once onboardings exist
Source	Organic vs Referral acquisition split	Referral requires a connected integration such as Tolt
Reason of Choosing Us	Demand driver reported by the Business	Business may be able to select more than one reason

Verify the result

Open Onboarding Insights and confirm the summary cards show non-zero values once you have completed onboardings.
Cross-check the Onboarding Status Breakdown counts against the number of rows in each status in All Onboardings & Actions.
Confirm a recently completed onboarding is reflected in the Monthly Completed Onboarding Trend for the current month.

Troubleshooting

Problem or Symptom	Likely Cause	Solution
Summary cards show no data	No onboardings have completed the relevant stage yet	Wait for at least one onboarding to move through Business Setup, Agent Delivery and Go-Live.
Reasons chart is empty or sparse	Businesses skipped the Reason of Choosing Us field	Confirm the field is being completed on new onboarding form submissions.
Status breakdown doesn't match the onboarding list	Date range or filters differ between the two views	Check the date range on Insights and compare against an unfiltered view in All Onboardings & Actions.

Frequently Asked Questions

How is Average Business Setup Time calculated?

It's the average time between a business completing the agent info form and their account being created in the portal — a measure of how quickly a business submitted it’s onboarding form.

What's the difference between Agent Delivery Time and Go-Live Time?

Agent Delivery Time measures how long it takes to go from account creation to a finalized agent. Go-Live Time picks up from there and measures how long the agent takes to stabilize after being finalized.

Why does the trend chart compare this year to last year?

Year-over-year comparison is the fastest way to spot seasonality and to sanity-check whether onboarding volume is growing or slowing versus the same period last year.

What counts as a "completed" onboarding on the trend chart?

A business is counted as completed only when it reaches the Completed onboarding status — meaning the agent has been finalized and stabilized.

Where does the Source data come from?

Source is captured during onboarding and split into Organic (self-serve signups) and Referral (businesses brought in through a referral link or partner). It helps you understand which channels are driving new business growth.

Can I click a status in the breakdown chart to see the businesses in that stage?

The breakdown is an aggregate view. To drill into specific businesses at a given stage, use the All Onboarding's & Actions list and filter by status.

Where is the "Reasons for Choosing AI Receptionist" data collected from?

It is collected from the Reason of Choosing Us field in the Public Portal onboarding form. When a business submits that step, their selected reason is recorded and aggregated into this chart.

Can a business select more than one reason for choosing an AI Receptionist?

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