Scheduler Analytics: Overview
Last updated: July 27, 2026
The Scheduler's dashboards all answer one big question — are we making the most of our chair time? — from a few different angles. This article explains how the pieces fit together and defines the two numbers that show up again and again: fill rate and show rate.
The Two Numbers That Matter Most
Almost every Scheduler dashboard is built on these two ideas. They sound similar but measure different things:
Metric | Plain-English question | How it's calculated |
|---|---|---|
Fill Rate | Of the chair time (or slots) we had, how much did we fill? | Filled ÷ available (or scheduled) |
Show Rate | Of the appointments we scheduled, how many patients actually came? | Attended ÷ scheduled |
💡 Tip: A high fill rate with a low show rate means you're good at booking but losing patients to no-shows and cancellations. A low fill rate means you have open chair time to sell. Reading them together tells you where to focus.
Fill rate appears in two slightly different flavors depending on where you are:
On the Schedule view, fill rate is based on hours — occupied chair hours ÷ total chair hours (occupied + available).
On the Show Rate dashboard, fill rate is based on appointment slots — filled appointments ÷ scheduled appointments.
Both answer "how full are we," just measured in hours vs slots.
What Each Dashboard Is For
Dashboard | Use it to… |
|---|---|
The Schedule View | Look at the actual calendar — see today's or this month's openings, blocks, and capacity, and read live Fill Rate / Hours tiles. |
Show Rate | Track how many scheduled patients show up, split by prime-time vs standard hours, with cancelled/rescheduled trends. |
| See appointment volume and mix — totals, by provider, and which days/times cluster. |
| Understand the chair time and patient slots you have available, and compare planned capacity to actual visits. |
Prime Time vs Standard Hours
Several dashboards split the day into Prime Time and Standard hours. Prime Time is the set of high-demand morning/evening peak hours your practice configures; Standard is everything else. Reporting on them separately shows whether your most valuable slots are the ones getting filled and kept.
You set which hours count as prime time (along with operatories and capacity settings) under Schedule → Admin → Settings → Analytics.
Date Ranges
Most analytics pages share a date-range control so you can zoom in or out:
Daily — a single day
Weekly — a week at a time
Monthly — month-level trends
Custom — a specific range (on some dashboards)
The Schedule view uses daily / monthly; Show Rate and Appointments use daily / weekly / monthly / custom; Capacity uses daily / weekly / monthly.
Frequently Asked Questions
Q: What's the difference between fill rate and show rate? Fill rate is about how full your schedule is (filled vs available). Show rate is about how many of the patients you scheduled actually showed up (attended vs scheduled). You can have a full schedule (high fill rate) and still have a lot of no-shows (low show rate).
Q: Why does fill rate look different on the Schedule view vs the Show Rate dashboard? They measure the same idea in different units — the Schedule view uses chair hours, the Show Rate dashboard uses appointment slots. Small differences between them are expected.
Q: What counts as "prime time"? The morning/evening peak hours your practice configures under Schedule → Admin → Settings → Analytics. Everything outside those is "standard."
Q: Why do some dashboards focus on hygiene? Hygiene is the recurring, capacity-driven part of the schedule, so it's the clearest place to measure fill and show rates. Capacity and Show Rate lean on hygiene chair time for that reason.
What's next
The Schedule View: Openings & Fill Rate
Show Rate Dashboard
Appointments Dashboard
Capacity Dashboard