Where to find it: Go to Analytics and select Appointment Dashboard from the dashboard picker at the top of the page.
What the Key Metrics Mean
When you group appointments (by provider, location, service, etc.), the table shows summary metrics for each group. Here’s what each one tells you:When viewing individual appointments (with “Group By” set to none), the table shows additional columns for Start and End times, and the Online, Cancelled, No Show, Cancelled Recovered, Prebooked, and New Patient columns show a checkmark icon instead of percentages. Point to a checkmark to see details like the appointment time, services, cancellation reason, or next visit. Click a checkmark to open the appointment or next visit in the patient sidebar. The Unique Patients and Cancelled Recovery Rate columns are only visible when grouping is applied.
Prebook Rate vs. Cancelled Recovery Rate: These measure different things. Prebook Rate is the percentage of completed visits where the patient had an active future appointment on the calendar by the end of the visit day, including appointments booked before the visit. Cancelled Recovery Rate is the percentage of cancelled and no-show visits where the patient booked another appointment within 30 days.
Commonly Asked Questions
How many new patients did we get this month?
Use the Patient Type filter to isolate first-time visits. Group by Month to compare against your marketing spend, or by Provider to see which team members are attracting new patients.
Why are patients cancelling?
Filters
Narrow your results with these filters:Special behavior when filtering by status: When you filter by Cancelled only, the table automatically adds Cancellation Reason and Cancellation Date columns and hides Online % and No Show %. When you filter by Confirmed only, Online % and No Show % are also hidden since those metrics don’t apply to confirmed appointments. See the Commonly Asked Questions section for more on using these filters.
Patient Status Flow
Select Patient Status Flow to see how completed appointments move through each patient status step, such as Checked In, With MA, With Provider, and Payment Made. Use the Services filter to focus the report on appointments that include one or more selected services. If an appointment includes several services, the report keeps shared appointment steps and leaves out checklist steps that belong only to services you did not select. Click Export to download the current Patient Status Flow view as a spreadsheet. Set the date range, location, grouping, and Services filter first so the file matches the view you want to share or review.Grouping Options
Tips
Compare provider workloads: Group by Provider to quickly see who’s booked up and who has capacity. If one provider has significantly more appointments than others, it might be time to redistribute.
Export for meetings: Use the Export button to download the current view as a spreadsheet. This is handy for weekly team meetings or monthly reports — set your filters and date range first, then export exactly what you need.