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Appointment No Shows and Cancellations

Updated over 2 weeks ago

✅ Tracking a No Show

To accurately track your no-show statistics, you must manually mark any missed appointments as No Showed.

How to Mark an Appointment as a No Show:

  1. Go to the Calendar from the side navigation and click on the appointment.
    OR
    Visit the Matter’s profile, scroll to the appointment, and click the edit pencil.

  2. In the appointment window, locate the No Showed? toggle

  3. Toggle No Showed to green to mark the appointment as a no-show.

  4. Click Save in the bottom-right corner.

🧠 Tip: Only mark an appointment as “No Showed” if the client did not attend without prior notice.

❌ Canceling an Appointment

If the client communicates a cancellation ahead of time, you do not use the No Showed toggle.

How to Cancel an Appointment:

  1. Open the appointment from the Calendar or Matter profile.

  2. Click Cancel Appointment.

  3. Choose whether to:

    • Cancel only, or

    • Cancel and notify all attendees

📌 Note: Canceled appointments are not included in Analytics but are logged on the matter’s Activity Timeline.

📢 Recommended: Email Alerts for Cancellations & No-Shows

You can set up automatic email alerts when an appointment is marked as canceled or no-showed.

📊 No Show Analytics

To view appointment no-show data:

  1. Go to the Analytics page (Reports tab).

  2. In the top-right corner, choose a date range.

  3. Scroll down to the Appointment Stats section.

Understanding the Graph:

  • Appointment Type Selector
    Choose an appointment type or clear the filter to view all types.

  • Total Appointments
    Shows how many appointments were booked within the selected range.

  • Shows vs. No Shows
    Visual breakdown of appointments that were attended vs. missed.

  • Show Rate %
    Percentage of appointments that were attended.

  • Conversion Rate of Showed Appointments
    Displays what percentage of those who showed converted into clients.

🧠 Accurate no-show tracking improves data reliability on this graph.

🔄 Automations for No Shows and Cancellations

You can trigger automations when appointments are:

  • Created

  • Marked as No Showed

  • Canceled

How to Set It Up:

  1. Go to Automations > + New Automation.

  2. Set the Entry Condition as Appointment.

  3. Choose from:

    • Appointment Created

    • No Show

    • Canceled

🔔 While you can send emails via automation, we recommend using Settings > Appointments/Events for built-in email alerts.
Use automations for additional actions like:

  • Updating pipeline stages

  • Assigning tasks

  • Sending forms or documents


❓FAQs

🔁 If someone asks to reschedule, should I delete and rebook the appointment?

No. Always edit the existing appointment.
Lawmatics keeps a history of edits and reschedules in the matter’s Activity Timeline.


📄 Can I use the “No Showed?” toggle in a custom report?

No. This toggle is not available for custom reporting.
Use the Analytics page to view and evaluate no-show statistics.

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