No-show rate calculator
Enter how many appointments were booked and how many people didn't turn up. You get your no-show rate, what those empty slots cost and what reaching a lower rate would be worth.
No-show rate
8%
- Revenue lost per month
- $960.00
- Revenue lost per year
- $11,520.00
- No-shows at your target rate
- 4
- Kept per month at that rate
- $480.00
- Kept per year at that rate
- $5,760.00
Counts every no-show as an empty slot. If you refill some of them, the real cost is lower.
Watch how it works
Work out your no-show rate, what the empty slots cost, and what a lower rate is worth.
1:13 · narrated, with on-screen captions
How it's calculated
No-show rate = no-shows ÷ appointments booked × 100
Revenue lost = no-shows × average appointment value
Kept at target = (no-shows − booked × target rate) × average value
With the example numbers: 8 no-shows out of 100 bookings is an 8% no-show rate. At $120 an appointment that is $960 a month, or $11,520 a year. At a 4% rate you would have 4 no-shows instead of 8, keeping $480 a month, or $5,760 a year.
How to work out your no-show rate
Take one full month from your calendar. Count every appointment that was booked, then count the ones where the customer neither came nor cancelled. Divide the second number by the first.
Decide once how you treat late cancellations. If a slot was cancelled too late to fill, it costs the same as a no-show, so counting it gives the truer cost; just count it the same way every month so you can compare.
Ways to cut no-shows
Remind people at the right moment
A reminder the day before, and another a couple of hours before, catches people who simply forgot.
Make changing the time easy
A reschedule link in every reminder turns a no-show into a moved appointment, and a cancel link at least frees the slot for someone else.
Take a deposit for longer appointments
Paying something up front makes the booking feel real, and covers part of the cost if they still don't come.
Follow up the ones who miss
A short, friendly “we missed you” message with a link to pick a new time gives them an easy way back.
Common questions
How do you calculate no-show rate?
Divide the number of no-shows by the number of appointments booked, then multiply by 100. 8 no-shows out of 100 bookings is an 8% no-show rate.
Do late cancellations count as no-shows?
That is your choice, as long as you count them the same way every month. If a late cancellation left a slot you could not fill, counting it shows the true cost.
Should I divide by appointments booked or appointments kept?
By appointments booked. The no-show rate is the share of booked appointments that were missed, so the no-shows have to be part of the total.
How can I reduce no-shows?
Send reminders before the appointment, put a reschedule link in every message, take a deposit for longer or more valuable appointments, and follow up each no-show with a link to book again.
What does a no-show cost?
At least the value of the appointment you could not sell to anyone else. Multiply your no-shows by the average appointment value, as the calculator does, for a monthly and yearly figure.
Is anything I enter sent or saved?
Nothing is sent anywhere; the math runs in your browser. Your last numbers are kept in this browser so they are there next time, and Reset clears them.
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