Free tool
No-show rate calculator
See what share of your appointments are missed, then what those no-shows cost. Free, private, and no signup.
How to calculate a no-show rate
Divide the appointments that were missed by the appointments that stayed on the calendar, then multiply by 100. Forty-eight no-shows out of 400 scheduled appointments is a 12% no-show rate. The other 352 people attended, so the attendance rate is 88%.
Use the same rule every time you measure. Leave out cancellations that gave you time to refill the slot. Late cancellations can be counted as no-shows if that is the rule you write down and keep. Mixing the two from month to month makes the trend useless.
The no-show rate formula
The rate answers how often people miss. The cost answers what that miss is worth.
- No-show rate = no-shows ÷ scheduled appointments × 100
- Attendance rate = 100 - no-show rate
- Attended appointments = scheduled appointments - no-shows
- Period cost = no-shows × value of one appointment
- Yearly cost = period cost × number of those periods in a year
How to calculate what no-shows cost
Multiply the no-show count by what one kept appointment is worth. Forty-eight missed appointments at $150 each is $7,200 for that month. If that month repeats, the year is $86,400.
The rate is the number people look up. The cost is the number that decides whether reminders and a reschedule link are worth setting up. A 12% rate can be a rounding error on a $40 service and a serious hole on a $250 one.
Example no-show rates and costs
Illustrations with assumed appointment values. Replace them with your own counts in the calculator above.
| Example | Scheduled | No-shows | Rate | Value | Period | Year |
|---|---|---|---|---|---|---|
| Clinic month | 400 | 48 | 12% | $150 | $7,200 | $86,400 |
| Consultant week | 20 | 2 | 10% | $250 | $500 | $26,000 |
| Salon week | 60 | 9 | 15% | $80 | $720 | $37,440 |
How to reduce no-shows
- Send a reminder the day before, and a shorter one on the day.
- Let people reschedule from the confirmation instead of missing the slot.
- Ask for a confirmation when the booking was made far ahead.
- Keep one written definition of a no-show so each month uses the same math.
- Split the rate by service, weekday, and how far ahead people booked. The overall number hides where the misses happen.
Koalendar sends appointment reminders and lets people reschedule from their confirmation, so the slot can be filled again. Share one booking page and the reminder goes out on its own.
Who uses this calculator
- Clinics and practices tracking missed visits
- Salons, studios, and anyone paid per appointment
- Consultants and coaches pricing empty hours
- Operations leads comparing locations or staff
- Anyone who wants the formula without building a spreadsheet
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Frequently asked questions
How to calculate a no-show rate, and how to turn that rate into a cost.
Divide appointments missed without enough notice by appointments that stayed on the calendar, then multiply by 100. Forty-eight no-shows from 400 scheduled appointments is a 12% no-show rate.
No-show rate = no-shows ÷ scheduled appointments × 100. Attendance rate is 100 minus that number. Attended appointments are scheduled appointments minus no-shows.
Cancellations that leave time to refill the slot usually stay out of both the numerator and the denominator. Late cancellations can be included if that is your written rule. Use the same rule every month.
Multiply the number of no-shows by the value of one kept appointment. To get a year, multiply that period cost by how many of those periods fit in a year: 52 weeks, 12 months, or 4 quarters.
A monthly rate is enough for most calendars. A weekly view helps when volume is high. A rolling few months smooths a quiet week so one bad day does not look like a trend.
There is no single good rate. Appointment businesses often land somewhere between 5% and 30%, and a clinic, a salon, and a consultancy do not share one benchmark. Compare your rate with your own past months, and by service or weekday, before you compare it with anyone else.
Yes. The calculator runs in your browser. There is no signup, and the numbers you enter are not sent to a server.
See the cost. Then stop the misses.
Koalendar sends reminders and lets people reschedule from their confirmation, so an open slot does not stay empty.
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