Most coaches know a no-show stings. Few have added it up. This page does the adding with your own numbers: the lessons that fall through, the price you would have been paid, and the time you spend texting to patch a schedule.
The result is one monthly number and one annual number, with the formula behind every line. Nothing here is a forecast or a benchmark. It is subtraction and multiplication on what you enter.
How to calculate your no-show rate
Your share lost is the one number you have to count. Pick a recent stretch, four to eight weeks works. Count the lessons that were booked. Count the ones where the client did not show, or cancelled too late for you to fill the slot. Divide the second count by the first and multiply by 100.
Decide what “too late” means before you count, and use your own rule. If your policy says 24 hours, a cancel inside 24 hours that you could not refill counts. If you are still working out a late cancellation fee or a written window, the deposit and cancellation policy template has wording you can copy, and the rest of this page gets easier once the rule exists.
Why the scheduling line is separate
Texting about times costs hours, not lessons. The calculator multiplies the minutes you spend by an hourly value you choose. Pick a number you could defend, like what you earn for a coaching hour or what you would charge for the time. It is your number, not a market rate, and you can leave it blank to see lost lesson revenue on its own.
The two lines are added into one monthly leak number, but they are shown separately so you can see which one is bigger. That is the line to fix first.
What the number does not count
The leak number is narrow on purpose. It leaves out travel to a lesson that falls through, venue fees you pay for an unused slot, clients who drift away after repeated misses, taxes, card fees, and refunds. Counting those would take guesses this page will not make for you. If one of them is big in your business, keep it on its own line next to this number.
What to do with the number
Look at which line is bigger.
If lost lessons lead, the fix starts with a written rule for who carries the cost of an empty slot. The deposit and cancellation policy template gives you wording, and deposits, full pay, and pay at session explains how to choose between them for each kind of lesson.
If scheduling time leads, how to stop scheduling lessons through text messages covers moving booking out of your inbox. If drive time between venues is part of the problem, how to schedule drive time between coaching lessons covers that.
To look for leaks this number cannot see, the Coach Booking Leak Audit scores five zones between a student asking about lessons and a paid, booked session. If the number points at price rather than policy, how much to charge for private coaching lessons is the next read. The payments and reminders pages show how Elite Coach Booking handles those two parts.
Questions about the calculator
How do I calculate my no-show rate?
Pick a recent stretch of four to eight weeks. Count the lessons that were booked, then count the ones where the client did not show or cancelled too late for you to refill the slot. Divide the second number by the first and multiply by 100. Six lost out of sixty booked is 10 percent. Those numbers are made up to show the arithmetic.
What counts as a late cancel?
Whatever your own cancellation window says. If your policy says 24 hours, a cancel inside 24 hours that you could not refill counts. If you have no written window yet, the deposit and cancellation policy template has wording you can copy.
What if I refill the slot?
Put the share of lost slots you refill in the refill field. If you fill one of every four lost slots, enter 25. Refilled slots drop out of the lost revenue.
Does this include taxes?
No. Everything is before taxes, card processing fees, and refunds. For tax questions, ask your accountant.
Is my data stored?
No. The math runs in your browser. Nothing you type is sent to our servers, saved, or placed in analytics. Analytics can see that the calculator was used, never the numbers you entered. If you ask for the email link, that is a separate form that takes only your name and email.
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