Appointment Insights Dashboard
Use this article to view, analyze, and act on booking, utilization, and attrition data using the Appointment Insights Dashboard.
Overview
The Appointment Insights Dashboard helps you analyze appointment volume, behavior, and efficiency across the guest lifecycle. It surfaces trends in demand, no-shows, cancellations, booking sources, provider requests, and guest types, so you can optimize staffing, improve guest retention, and minimize revenue lost to cancellations and no-shows.
The dashboard is available to:
Center Managers to monitor booking trends and utilization at their center
Zonal Managers to compare appointment performance across centers in their zone
Org Owners and Admins to analyze scheduling efficiency across the organization
The Appointment Insights Dashboard includes:
Header filters for time selection and previous-period comparison
Overview KPI tiles showing aggregated appointment metrics
Trend and distribution widgets (Appointments trend, Appointments by source, Appointments heatmap)
Lead time and booking behavior tiles
Guest type and member type analysis widgets
A Top serviced categories breakdown
Note
Data refreshes every 24 hours, so updates from the last 24 hours may not appear yet. The last refresh time is shown below the dashboard header.
Access the Appointment Insights Dashboard
Go to Data & Insights.
Select Analytics beta.
Select Appointment insights.
The Appointment Insights Dashboard appears alongside the other Analytics Express dashboards, including Executive summary, Employee insights, Guest insights, and Sales insights.
Use Time Filters
Available Timeframes
You can filter data using predefined or custom ranges, including:
Week-to-date (WTD): Default
Month-to-date (MTD)
Quarter-to-date (QTD)
Year-to-date (YTD)
Previous month
Last 6 months
Fiscal week: select a specific week or range of weeks within a year
Custom range: up to the last 2 completed years
Notes on Time Filters
Fiscal week availability depends on your organization's week-start setting. Week 1 begins on the first occurrence of that day in the year.
For Fiscal Week, you can select dates ranging from Week 1 of the last completed year to the current time period. Only fully completed fiscal weeks are available for selection. The Fiscal Week filter is available only at the center level.
When you select the Custom range, Zenoti disables comparison against previous periods.
Understand Time Grain
Trend widgets adjust their time grain automatically based on the selected date range:
Time Range | Default Grain |
1–14 days | Daily |
15–89 days | Weekly |
90–366 days | Monthly |
More than 366 days | Quarterly |
Note
When Fiscal Week is selected, the grain defaults to Weekly and the X-axis shows values such as “2025 Week 1” and “2025 Week 2”.
Compare Performance
You can compare the selected period against: Previous year (default)
Comparison is available only when the selected period is not a custom date range.
Understand Overview KPI Tiles
The dashboard displays eight overview KPI tiles at the top, providing a snapshot of key appointment metrics for the selected period. Each tile shows an aggregated total and links to a detailed core report for reconciliation.
KPI | Definition |
Total Appointments | Total count of appointments during the period, including serviced, ongoing, upcoming, no-show, and cancelled appointments. |
Total Serviced | Total number of appointments that were completed (closed) during the period. |
No-Shows | Total number of appointments marked as a no-show during the period. |
Cancellations | Total number of cancelled appointments during the period. |
Request Rate (%) | Percentage of appointments that were requested with a specific provider. |
Rebooking Rate (%) | Percentage of appointments that resulted in a same-day follow-up booking. |
Service Sales per Appointment | Average service revenue (net, inclusive of tax) generated per serviced appointment. |
Avg. Duration per Appointment | Average duration of serviced appointments, based on scheduled service and recovery time. |
Note
Appointment counts exclude add-on line items. Average duration also excludes segments. Clicking View details on any KPI tile redirects you to the relevant core report with filters pre-applied.
Understand Trend and Distribution Widgets
Below the overview tiles, the dashboard includes widgets that show how appointments trend over time and how they are distributed by source and time of day.
Appointments Trend
Displays a line chart of appointment counts by status — serviced, no-show, cancelled, upcoming, and ongoing — over the selected period, with a dashed line for the previous-year comparison. The time grain follows your time filter selection.
Appointments by Source
Displays a pie chart showing the distribution of appointments by booking channel, such as Webstore, CMA, Kiosk, Client App, and Other. The widget highlights the best contributing source and compares it against the previous year.
Appointments Heatmap
Displays the average appointment volume by day of the week and time of day, helping you spot peak and quiet periods. You can switch the heatmap between Serviced, No-show, and Cancelled appointments, and the color bands group volume into ranges (for example, fewer than 5, 5 to 10, and more than 10 appointments).
Understand Lead Time and Booking Behavior
This section provides three tiles that describe how far in advance guests book and how they behave around their appointments:
Cancellation Lead Time: average time between when an appointment is booked and when it is cancelled.
Booking Lead Time: average time between when an appointment is booked and when it takes place.
% Same-Day Bookings: percentage of appointments that are booked and serviced on the same day.
Note
These tiles are informational and do not link to a core report.
Understand Guest and Member Analysis
These widgets break down appointment behavior by guest segment, comparing total appointments, no-show rate, and rebooking rate against the previous year.
Guest Type Analysis
Compares new guests against existing guests using a pie chart. New guests are identified by their first visit. Use this widget to understand how acquisition and retention differ in appointment behavior.
Member Type Analysis
Compares members against non-members using a pie chart, helping you see how membership affects appointment volume, no-shows, and rebooking.
Understand Top Serviced Categories
The Top serviced categories widget ranks service categories by performance for the selected period. For each category, it shows:
Metric | Description |
Appointments | Total number of serviced appointments for the service category. |
% of Serviced Appointments | Share of total serviced appointments contributed by the category. |
Avg. Duration | Average duration of serviced appointments in the category. |
Revenue | Total service sales generated by the category. |
Note
Serviced appointment counts come from the Appointments Report, and revenue comes from the Sales Accrual report.
Reconcile Dashboard Data with Core Reports
When you select View details on a KPI tile or widget, Zenoti opens the corresponding core report with filters pre-applied. Most metrics open the Appointments Report, while sales-related metrics open the Sales Accrual report. A “Here's how you can reconcile” guide appears, explaining how to recreate the dashboard value within the report.
Note
For redirection to the Appointments Report, the default date type is Appointment Date, along with the filters specific to the metric you selected.
If the selected period is 31 days or less, the time filter is carried forward to the report automatically. If the selected period exceeds 31 days, a pop-up informs you that the report will load with data pre-filled for the last month. You can adjust the filters at the top of the report to analyze a different period.
View KPI Definitions and Help
The dashboard includes a KPI Definitions and Help button. When clicked, it opens a panel displaying the definitions of all KPIs on the dashboard, along with a link to this help article for additional context.
Configure Dashboard Widgets
Roles with the Configure permission can use the dashboard's configuration option to manage how widgets are displayed. Users with only the View permission can view the dashboard but cannot change its configuration.
Manage Permissions
Admins control access to the Appointment Insights Dashboard using role-based permissions. Two permission levels are available:
View: allows the role to open and view the dashboard.
Configure: allows the role to manage the dashboard's configuration.
The following roles have both View and Configure access by default:
Center Managers
Zonal Managers
Org Owners
Other roles (for example, Receptionists) can be granted View or Configure access by an admin. Role-based filters apply automatically, so each user sees only the centers their role allows.
Steps to Configure Permissions
Go to Admin > Security Roles.
Select a role.
Open the Permissions tab.
Search for Analytics Express - Appointment Insights.
Set the View and Configure checkboxes as needed.
Save changes.