Appointments & Bookings Analytics

This article describes the Appointments & Bookings analytics section: what it shows and how to use it. It is for owners and admins who want to optimize scheduling and track booking performance.

Monitor appointment booking trends, track status distribution, and analyze booking patterns to optimize your scheduling and improve customer service.

What This Shows

The Appointments & Bookings Analytics section provides insights into your appointment scheduling performance, booking trends, and status management.

📅 Current Period Appointments

Total appointment count for selected period with trend indicator showing growth or decline.

Includes: All appointment statuses in the period

✅ Confirmed Appointments

Appointments with confirmed status - these are guaranteed bookings.

Status: Confirmed and scheduled

⏳ Pending Appointments

Appointments awaiting confirmation or payment.

Status: Awaiting confirmation

❌ Cancelled Appointments

Appointments that were cancelled. Track cancellation rates.

Impact: Lost revenue opportunity

✓ Completed Appointments

Successfully completed appointments. These generate revenue.

Status: Service delivered

📊 Status Distribution

Visual breakdown of all appointment statuses in a pie chart.

Chart Type: Pie chart

How It Works

1. Select Period: Choose time period using the period selector
2. Filter Appointments: System filters appointments by appointment_date within selected period
3. Group by Status: Appointments are grouped by status (confirmed, pending, cancelled, completed)
4. Calculate Metrics: Counts appointments in each status category
5. Period Comparison: Compares current period with previous period to show trends
6. Visualize: Creates charts showing status distribution and period comparisons

Business Value

How This Helps Your Business Grow

• ✓

  Booking Trends:

  Understand appointment booking patterns - when clients book most, seasonal trends, weekly patterns.

• ✓

  Status Management:

  See how many appointments are in each status. Focus on converting pending to confirmed, reducing cancellations.

• ✓

  Capacity Planning:

  Plan staff and resource allocation based on booking trends. Optimize scheduling for peak periods.

• ✓

  Cancellation Analysis:

  Identify cancellation patterns. Implement strategies to reduce cancellations and no-shows.

• ✓

  Completion Rates:

  Track successful appointment completion. Higher completion rates mean more revenue and satisfied clients.

How to Use

1. Select Period: Choose time period to analyze (Today, This Week, This Month, Last Month)
2. Review Summary Cards: Check the 5 status cards:
   • Current Period (with trend)
   • Confirmed count
   • Pending count
   • Cancelled count
   • Completed count
3. Analyze Trends: Check trend indicators to see if bookings are increasing or decreasing
4. Review Charts: Expand charts section to see:
   • Period comparison bar chart
   • Status distribution pie chart
5. Take Action: Use insights to improve booking processes, reduce cancellations, optimize scheduling

💡 Tips & Best Practices

• ✅ Monitor Daily: Check today's appointments regularly to stay on top of scheduling
• ✅ Reduce Cancellations: If cancellation rate is high, implement reminder systems or cancellation policies
• ✅ Convert Pending: Follow up on pending appointments to convert them to confirmed
• ✅ Track Completion: Aim for high completion rates - this directly impacts revenue
• ✅ Compare Periods: Compare this month with last month to identify booking trends
• ✅ Optimize Scheduling: Use booking patterns to optimize staff schedules and resource allocation

Frequently asked questions

What does the Appointments analytics section show?

It shows appointment counts for the selected period (e.g. current period total, confirmed, pending, cancelled, completed), trend indicators, status distribution, and period comparison charts.

How do I reduce a high cancellation rate?

Use reminder systems (Settings → Appointments), consider cancellation policies or deposits, and follow up on pending appointments to confirm them. The analytics help you track whether the rate improves.

Where is the period comparison chart?

In the Appointments & Bookings section, expand the charts area to see the period comparison bar chart and status distribution. The period is set by the Dashboard period selector.