# Lead response time tracker template

> A simple sheet to track lead response time: the columns, the formulas for minutes, median and share within target, and a filled example week.
- **Author**: Marxx
- **Published**: 2026-11-08
- **Category**: Lead generation
- **URL**: https://marxx.ai/library-templates/lead-response-time-tracker

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A lead response time tracker is a sheet with one row per lead that records when it arrived and when someone first contacted it, then works out the minutes in between. Copy the columns and formulas below into Google Sheets or Excel and you have a weekly response time report in ten minutes.

## The columns

| Column | Header | What goes in it |
|---|---|---|
| A | Lead ID | The ID from your lead tool or CRM |
| B | Received | Date and time the form was submitted |
| C | Contacted | Date and time of the first call or personal message |
| D | Owner | Who made first contact |
| E | Source | Form or campaign name |
| F | Minutes | Formula, see below |
| G | Within target | Formula, see below |
| H | After hours | Yes if received outside office hours |

Keep B and C as real date-time values, such as `06/11/2026 14:11`, not text. Otherwise the formulas return errors.

## The formulas

Copy these into row 2 and drag down. The target here is 15 minutes. Change the 15 to your own.

```
F2  Minutes:        =IF(C2="", "", ROUND((C2-B2)*1440, 0))
G2  Within target:  =IF(F2="", "Not contacted", IF(F2<=15, "Yes", "No"))

Summary cells (anywhere below or on a second tab):
Leads received:          =COUNTA(A2:A500)
Never contacted:         =COUNTBLANK(C2:C500)-COUNTBLANK(A2:A500)
Median minutes:          =MEDIAN(F2:F500)
Average minutes:         =AVERAGE(F2:F500)
Share within target:     =COUNTIF(G2:G500,"Yes")/COUNT(F2:F500)
Median, office hours:    =MEDIAN(FILTER(F2:F500, H2:H500<>"Yes", F2:F500<>""))
```

The `*1440` turns a fraction of a day into minutes, because a sheet stores one day as 1 and a day has 1,440 minutes. `FILTER` works in Google Sheets and newer Excel.

## Filled example

Say a sales desk logs six leads on Tuesday 4 November. The data is made up.

| Lead ID | Received | Contacted | Owner | Minutes | Within target | After hours |
|---|---|---|---|---|---|---|
| L-101 | 09:48 | 09:53 | Priya | 5 | Yes | No |
| L-102 | 11:02 | 11:31 | Karan | 29 | No | No |
| L-103 | 14:11 | 14:35 | Asha | 24 | No | No |
| L-104 | 15:40 | 15:47 | Priya | 7 | Yes | No |
| L-105 | 17:15 | | | | Not contacted | No |
| L-106 | 21:20 | 09:40 next day | Imran | 740 | No | Yes |

The summary reads:

- Leads received: 6. Never contacted: 1.
- Median: 24 minutes (middle of 5, 7, 24, 29, 740).
- Average: 161 minutes, pulled up by one night lead.
- Within target: 2 of 5 contacted, so 40%.
- Office-hours median: 15.5 minutes (middle of 5, 7, 24, 29).

What to do with it: L-105 is a leak and needs a call today. L-102 and L-103 both missed the target in busy hours, so check who was free.

## Tips

1. **Fill column C the moment you call,** not at day end.
2. **Review every Monday** with three numbers: median, share within target, never contacted. Our [weekly ad report template](/templates/weekly-ad-report-template) has room for them.
3. **Split after-hours leads** so a night gap does not hide a good day.
4. **Keep the rows.** Month on month, the trend matters more than one week.

If you can export received and contacted times from your lead tool, paste them in instead of typing. The [speed to lead](/glossary/speed-to-lead) page explains why the gap costs money, and our [Slack lead notifications guide](/guides/how-to-get-facebook-lead-notifications-in-slack) covers getting leads to callers fast. We make Marxx, whose Slack lead messages show the time each Meta lead was received. See [Marxx in Slack](/features/slack).

## FAQ

### Why is my Minutes column showing a strange number?

The cell is probably formatted as a date. Set column F to Number with no decimals.

### What if a lead arrives one day and is called the next?

The formula still works, as long as both cells hold full date and time, not just the time.

### Should a WhatsApp message count as contacted?

Count a personal message, yes. Count an automatic reply, no. Write the rule at the top of the sheet.

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