Coaching No-Show Cost Calculator

Put a yearly dollar and hour figure on client no-shows and late cancellations, and see how much of it a lower no-show rate would recover.

Your estimate

Sessions lost per year...

Revenue lost per year...

Hours lost per year...

Recoverable per year at your target rate...

Estimates only. Assumptions are listed below, and you can change every input.

A missed session feels like a small thing in the moment: an empty hour, an apologetic text, a reschedule. Spread across a year of bookings the small things add up to a real number, and most coaches have never written it down. Without that number it is hard to decide whether reminders, a deposit, or a firmer cancellation policy are worth the awkwardness.

This calculator multiplies your monthly bookings by your no-show rate to get the sessions lost in a year, then values each one at the share of the session price you do not collect. It adds the hours lost per no-show, which include prep you did anyway and a gap you could not fill. Finally it compares your current rate with a target rate you choose and shows the revenue that gap represents. Every rate in the math is yours; nothing is assumed about how well any policy works.

How to use this tool

Count the sessions booked in a typical month and the share that were missed or cancelled too late to fill; a look at the last three months of your calendar is enough.
Enter what a session is worth, how much of it you actually collect when a client does not show, and the minutes you lose each time.
Set a realistic target rate and weigh the recoverable figure against the effort of reminders, deposits or a written policy.

What the math assumes

Assumes 12 months of bookings at the monthly figure you enter, with no seasonal variation.
A no-show costs you the session price minus whatever share you collect through a cancellation fee; no future revenue lost from a client dropping out is counted.
Hours lost are your own estimate of unrecoverable time per missed session; if you can usually fill the slot, enter a low number.
The recoverable figure is simply the difference between your current and target rates applied to the same bookings; it does not predict whether any policy will reach the target.
If your target rate is higher than your current rate, the recoverable amount is shown as zero.

Frequently asked questions

Should late cancellations count as no-shows?

Count any session you could not fill and did not get paid for. A cancellation with two days of notice that you rebooked is not a loss; one at 8 pm the night before usually is.

How do I find my current no-show rate?

Divide missed sessions by booked sessions over the last three months. Your session log should show both; if you do not track it yet, start now and revisit the calculator in a quarter.

What is a realistic target rate?

The tool does not assume one. Pick a figure you would be satisfied with, run the numbers, then test one change at a time and measure whether you move toward it.

Why does a paid cancellation fee still show some loss?

If you collect less than 100 percent, the uncollected share is lost, and the hours are lost regardless of what you charge. Set the collected share to 100 to see the hours-only cost.

Link to this toolhttps://coachledgr.com/tools/coaching-no-show-cost/

Free for readers and publishers alike. If you cite the result in an article, a link to this page helps others find it.

More free tools from CoachLedgr

Coaching Client Capacity Planner: Estimate how many active clients a coach can realistically carry each month from the hours available, the session length, and the prep and note-writing time that goes with every session.
Coaching Package Pricing Calculator: Work out what to charge for a multi-session coaching package so the price covers session time, prep, notes and overhead at the hourly rate you actually want to earn.

Every client, every session, one ledger

Coaching session notes and client progress ledger.

Start your ledger free