🔍 What You’ll Need:
Inbound Referral Raw Data report, with 3 months of appointment date data
Google Sheets or Excel for spreadsheet manuplation/analysis
✅ Quick Steps:
Export Your Data
Report: Inbound Referral Raw Data
Filter by: Appointment Date
Timeframe: Last 3 months
Clean It Up
Keep: Booking Date, Appointment Date, Substatus
You can hide the other columns to make analysis simpler
Add: Time between booking & appointment
(=AppointmentDate - BookingDate)
Spot High-Risk Patterns
Do no-shows happen more on specific days?
ex. Monday morning appointments might be often missed. Consider removing that time as an option, or ensuring your reminder emails arrive on the Thursday or Friday prior, instead of on the weekend.
Calculate average time between booking & appointment.
Example:
No-shows: ~10 days
Completed: ~7 days
Send our team a message on the chat if you're not sure how to calculate the average in your sheet using the column you created in step 2
Identify what patterns you've spotted and relay them into potential rationale:
Example: No Show appointments are often booked more than 1 week in advance, meaning clients likely forget they booked the appointment, or their mood/situation has changed and they no longer feel like showing up.
Use this to create solutions-focused ideas such as adjusting reminder timing or adjusting calendar appointments
Example Resolutions
Revise reminders (see below our recommendations):
✅ Keep/add 7-day reminder (this is enabled by default)
✅ Add 3-day reminder
✅ Add 24-hour reminder
Decrease how far in advance clients can book appointments
Rather than 60 days out, try 30 days or even better: the next 14 days
Review and revise available appointments
Decrease volume in windows that frequently experience no shows
Look for windows appointments could be added that better suit client schedules (if possible)
Train Staff to Close Out Appointments
Ensure every appointment is marked:
Completed ✅
No Show ❌
Avoid leaving any as "Accepted" or "Requested"
This improves the accuracy of reporting in the future so that you can do future analysis to compare if your modifications have improved rates
🚀 Results to Aim For:
<10% no-show rate
90% appointments marked with final outcome
Shorter booking windows = better attendance
Have more questions or want extra support? Send our team a message in the chat.