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Chirply resources · Reviewed

Appointment Show Rate Calculator

Calculate attendance and no-show counts for a completed appointment cohort. Compare rates with and without canceled or rescheduled bookings.

Use the tool ↓

How is appointment show rate calculated?

For this tool, gross show rate is attended appointments divided by all scheduled appointments in a completed cohort. Adjusted show rate divides attended appointments by scheduled appointments after removing canceled and rescheduled bookings. Label the denominator when sharing either figure.

Enter your scenario

Defaults are illustrative. Calculations run in this browser. Values are kept on this page until you change, reset or reload it.

Original appointment slots in a completed reporting cohort; exclude future or unresolved slots.
Original slots that were attended.
Original slots canceled without being counted as rescheduled.
Original slots moved to a different time; exclude these from canceled and attended.

Illustrative example results

No-shows
10 appointments
Gross show rate
75%
Adjusted show rate
88.24%

Results are rounded to two decimal places. A zero denominator is shown as unavailable. Keep the cohort and assumptions with your report.

How to use this tool

  1. Review the field definitions below and choose one reporting period or scenario.
  2. Replace the example values in Enter your scenario. Use plain numbers with a decimal point where needed.
  3. Select Calculate results. Correct any highlighted field, then calculate again.
  4. Review the result alongside the formulas and interpretation notes.
  5. Select Download results CSV to save inputs, results and the method. Open it in your spreadsheet app. Reset example restores every default; reloading the page also restores the example.

Calculating and downloading a file use the values on this page. Configure and test your actual workflow using the linked setup guides.

Fields and defaults

Scheduled appointments
Original appointment slots in a completed reporting cohort; exclude future or unresolved slots. Default: 100. Accepted range: 0–10000000, whole numbers.
Attended
Original slots that were attended. Default: 75. Accepted range: 0–10000000, whole numbers.
Canceled
Original slots canceled without being counted as rescheduled. Default: 10. Accepted range: 0–10000000, whole numbers.
Rescheduled
Original slots moved to a different time; exclude these from canceled and attended. Default: 5. Accepted range: 0–10000000, whole numbers.

Formula and worked example

No-shows = scheduled − attended − canceled − rescheduled

Gross show rate = attended ÷ scheduled × 100

Adjusted show rate = attended ÷ (scheduled − canceled − rescheduled) × 100

Illustrative default: 100 scheduled, 75 attended, 10 canceled and 5 rescheduled leave 10 no-shows. Gross show rate is 75%; adjusted show rate is 88.24%.

Interpret the result

Use mutually exclusive outcomes for original slots. A replacement booking belongs in its own cohort; counting it twice changes the denominator.

The remainder is a no-show only when every appointment in the cohort has a final outcome. Resolve pending statuses before entering counts.

These definitions are stated for this calculator. A provider report may handle cancellations or reschedules differently, so match definitions before comparing results.

Fix an input or download problem

Complete every required field and keep counts within the stated range. Related counts must describe the same cohort. If you change a value, calculate again to refresh the results. A zero denominator produces an unavailable rate.

The CSV button appears after a successful calculation. Check your browser's downloads list if the file is not immediately visible. Enable JavaScript for the interactive controls; formulas, examples and field definitions remain readable on this page.

Related definitions and setup

Appointment show rate →Conversion rate →Appointment reminders →Workflow testing →

References

About these resources

Chirply publishes these explanations and planning tools to help teams define, test and measure their workflows. AI-assisted drafts are checked against the cited product references and documented formulas. Examples are illustrative. Read the review method, explore product capabilities or check current plans.

For a correction, email support@chirply.io with the page address and the specific detail.