What this report shows
The Appointments report (in the Clinic tab) gives you a per-practitioner scorecard for appointments over a period: how many appointments each practitioner ran, how many new clients they saw, their cancellation and did-not-arrive rates, how much of their available time was booked, their Patient Visit Average, and how often clients re-booked. Use it to compare practitioners and to spot where time is being lost to cancellations, no-shows or empty diary space.
How to open it
Reports → Clinic → Appointments.
This report needs a period to work with. Until you pick a date range it shows "Please choose a date range" instead of any figures.
What's on the page
Appointments table
One row per practitioner, with a Business Total summary row that combines every practitioner. Columns, in order:
Practitioner Name = the practitioner.
Number of Appointments = countable appointments in the period (see the calculations below for what counts).
New clients = how many of those clients were new in the period.
Number of Cancellations (%) = cancelled appointments, with the cancellation rate in brackets.
Number of DNAs (%) = did-not-arrive (no-show) appointments, with the DNA rate in brackets.
Utilisation (% + hrs) = how much of the practitioner's available time was booked, shown as a percentage alongside the booked/available hours.
Patient Visit Average = the average number of visits per active client.
Future booking rate (%(X)) = the share of active clients who have a future class already booked followed by the average number of future bookings held by clients who have one.
Rebooking rate = per-booking continuity: of a client's in-range bookings, the proportion followed by a later booking (cancellations/DNAs don't count as a subsequent booking).
Patient Visit Average table
Below the main table there's a second table titled Patient Visit Average that lists each practitioner with their Patient Visit Average, so you can read the visit-per-client figure on its own.
Filters and options
See Filters and date ranges for Location, the Practitioner / Team member filter (the label reads Practitioner on this report) and appointment type/category, and the date controls.
Note specific to this report: a date range is required. The report stays on the "Please choose a date range" prompt until one is set.
How the numbers are calculated
Patient Visit Average (PVA)
Patient Visit Average = countable appointments ÷ unique active clients
Countable appointments = every appointment except Cancelled, No-show and Deleted. Admin blocks (time blocked off in the diary that isn't a client booking) are never counted.
Unique active clients = the number of different clients who had at least one of those countable appointments.
Worked example: 120 countable appointments across 40 different clients → PVA = 120 ÷ 40 = 3.0 visits per client.
Utilisation
Utilisation % = booked hours ÷ available hours × 100
Booked hours = the time taken up by countable appointments (plus any classes the practitioner coached, and any blocked-off time that is set to reduce utilisation).
Available hours = the practitioner's rostered/working hours in the period.
Worked example: 30 booked hours against 40 available hours → 30 ÷ 40 × 100 = 75%.
When a practitioner has no available hours in the period, Utilisation shows as "-" rather than a percentage.
Cancellation rate
The percentage in the Number of Cancellations (%) column is worked out at the moment the report is displayed.
Cancellation % = cancelled ÷ (countable appointments + cancelled) × 100
Note the denominator here is countable appointments plus the cancelled ones, so cancellations are measured against everything that was booked, whether it went ahead or was cancelled.
Worked example: 5 cancellations against 95 countable appointments → 5 ÷ (95 + 5) × 100 = 5%.
DNA (did-not-arrive) rate
DNA % = did-not-arrive ÷ countable appointments × 100
The denominator here is the countable appointments only.
Worked example: 8 no-shows against 100 countable appointments → 8 ÷ 100 × 100 = 8%.
Rebooking rate
Rebooking % = per-booking continuity: of a client's in-range bookings, the proportion followed by a later booking (cancellations/DNAs don't count as a subsequent booking). Another way of looking at it: How many bookings during this period had another booking afterwards?
Worked example:
Consider a report run for the time period of 1-31st of August.
Alex had 4 appointments in August. 1, 5, 15 and 30 August. Alex has no bookings after the 30 of August.
Freddie had 3 appointments in August, 1, 14, 30 August. Freddie also has a booking on the 10th of September.
During the month of August, Alex has 3 bookings that have a booking afterwards (the 1, 5 and 15th. The booking on 30 August has no booking afterwards). Freddie has 3 bookings that have a booking afterwards ( 1, 14 and 30 August).
Rebooking % → 6 ÷ 7 × 100 = 85.71%.
Future booking rate
Future booking % = active clients with a future appointment ÷ total active clients × 100
Average number of bookings per client = total number of future appointment bookings / number of clients with future bookings
Worked example: 24 of 30 active clients already have a future appointment booked → 24 ÷ 30 × 100 = 80%.
When a coach has no active clients, the re-booking rate shows as "-".
Business Total row
The Business Total row runs the same formulas across every practitioner combined, so it's a true whole-of-business figure rather than an average of the individual rows.
Printing and exporting
See Printing and exporting reports for how print and export work and the 1,000-row PDF limit.