Is your appointment diary leaking revenue?
Every unbooked slot in your diary — your whitespace — is time that could be generating income if it were filled.
The good news: we give you the tools to find it and fill it.
We have two kinds of report to tackle it: reports that help you find the gaps (where is the whitespace forming?) and reports that give you a ready-made call list to fill them (which patients should we contact?).
Use them together and the diary largely fills itself.
1. Find the gaps
Start by seeing where the whitespace is, today and in the days ahead.
Report / tile | What it tells you | Where to find it |
Diary Utilisation tile | A snapshot of today and the next two working days — booked hours %, and how many whitespace (unbooked) hours are left to fill. | Action Today Dashboard |
Appointment Diary report | Day-by-day utilisation across your practices and providers, with a Diary Insights panel that automatically points out the biggest whitespace issues and a recommended action for each. Supports future dates, so you can spot whitespace before it forms, and drills down to a slot-by-slot view with patient contact details. | Left-hand menu, or Report Finder > Performance |
Whitespace (Forward Cover) tile | A snapshot of today and the next 5 working days — booked hours %, and how many whitespace (unbooked) hours are left to fill. It also shows you the clinicians that have the most whitespace in their diary to be filled | Dashboards > Practice Management |
💡 Top Tip: Read the Appointment Diary's Diary Insights panel before scrolling the grid — it does the analysis for you and tells you exactly which practice, provider and day to focus on.
2. Fill the gaps
These reports each produce a list of patients who should have an appointment but don't — complete with contact details — so your team can pick up the phone and book them straight into the whitespace.
Report | Who it lists | Where to find it | Suggested cadence |
FTA or Cancelled Patients Without Appointment Booked | Patients who failed to attend or cancelled and still have no future appointment — with home phone, mobile and email. The single best "fill the gaps" call list. | Report Finder > Performance | Daily or weekly |
Recalls Due Without Appointment Booked | Patients due a Dentist or Hygienist recall within the next 7 days who haven't booked. Drills into the Recall Effectiveness Detail Report with recall status and contact history. | Action Today Dashboard tile | Weekly |
Recall Failed Patients Without Appt Booked | Patients who were due a recall, missed it, and have no appointment booked — a clear outreach list with provider and contact details, filterable by Dentist or Hygienist. | Report Finder > Performance > Patient & Clinical | Weekly |
Open COTs Without Appointment | Private and NHS courses of treatment that have been started but have no next appointment booked — your treatment pipeline. Opens the Treatment Plans By Period Detail Report (NHS and Private reported separately). | Action Today Dashboard tile | At least weekly |
Cancellations | Appointments cancelled in the last 30 days with no replacement booked, plus the unbooked hours caused by cancellations today and tomorrow. Opens the Cancellation Details Report. | Action Today Dashboard tile | Daily |
Failed to Attends (FTAs) | Patients who failed to attend yesterday, plus anyone who FTA'd in the last 30 days with no future appointment. Opens the Patient FTA Detail Report. | Action Today Dashboard tile | Daily |
Lapsed Patients | Patients who lapsed last month, plus those due to lapse this month and next — a reactivation list to bring patients back and book them in. | Action Today Dashboard tile | Monthly |
3. Export, print and schedule any report
On every report you can turn the list into something your team can work from:
Export Data — download a CSV or Excel to use as a call list.
Print — a physical copy for the front desk.
Schedule Report — automate regular delivery so the list arrives (for example, in the reception inbox) without anyone remembering to run it.
4. A simple weekly plan to keep diaries full
When | Run | Then |
Every morning | Diary Utilisation, Cancellations (today/tomorrow), FTAs (yesterday) | Fill today's and tomorrow's gaps first — call the freshest FTAs and cancellations to rebook. |
Once a week | FTA or Cancelled Without Appointment, Recalls Due Without Appointment, Recall Failed Without Appt, Open COTs Without Appointment | Work the call lists to build the forward diary; check the Appointment Diary on future dates to see where whitespace is forming. |
Once a month | Lapsed Patients | Run a reactivation push on lapsed and about-to-lapse patients. |
💡 Top Tip - Set it and forget it: schedule the "without appointment booked" reports to land in your reception inbox weekly, so your team always starts with a ready-made list of patients to call.