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.
Re-booking Rates (%) = the share of active clients who have a future appointment already booked.
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%.
Re-booking rate
Re-booking % = active clients with a future appointment ÷ total active clients × 100
An active client counts towards the top of this fraction if their next appointment is in the future.
Worked example: 30 of 40 active clients already have a future appointment booked → 30 ÷ 40 × 100 = 75%.
When a practitioner 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.