How the meeting no-show calculator works
A meeting no-show rate measures how often booked sales conversations fail to happen. It can reveal problems between booking and attendance that a lead-to-customer rate hides. The calculator then builds a recovery scenario: some missed meetings are rescheduled and held, and some of those held meetings become customers.
The revenue estimate applies both recovery and win rates. It does not label the full face value of every missed meeting as lost revenue. A missed call may still be recovered later, and even an attended meeting may never produce a qualified opportunity.
No-show rate = no-shows ÷ booked meetings × 100; recovered won value = no-shows × recovery rate × win rate × deal value
Worked example
Start with the example inputs below. The calculator opens with these values; reset the example at any time to compare your own scenario. Monetary examples use GBP, and all amounts must use the same currency.
| Measure | Value |
|---|---|
| Booked meetings | 100 |
| Meeting no-shows | 20 |
| Recoverable no-shows (%) | 50 |
| Recovered-meeting win rate (%) | 20 |
| Average won deal value | 5000 |
| Measure | Value |
|---|---|
| Meeting no-show rate | 20% |
| Recoverable meetings | 10 |
| Potential recovered won revenue | £10,000.00 |
Recovered revenue is a scenario using your recovery and win rates. Missed meetings are not automatically lost revenue.
How to use the result
Define no-show consistently. Decide whether timely cancellations belong in a separate category and whether a meeting rescheduled before its start counts as missed. Match booked meetings and no-shows by scheduled date rather than comparing this week's bookings with last week's attendance.
Test clear agendas, calendar confirmations and simple rescheduling options, then compare attendance for similar cohorts. Use a recovery assumption based on meetings that were actually held after rescheduling rather than on replies to reminder emails.
Assumptions and common mistakes
Recovered prospects may convert differently from first-time attendees. A revenue scenario is only as reliable as that conversion assumption. Do not add it to a forecast that already includes the same buyers, or the recovered value will be counted twice.