Free tool for practice owners

More enquiries, or a better booking journey?

Before you spend more on marketing, see what your enquiry numbers can tell you. Explore a realistic booking scenario and leave with a plan your team can use.

No email neededYour figures stay in this pagePrint or download your plan

Your recent enquiries

Use the same group throughout. If someone called and then filled in a form about the same service, count them once. All fields are required.

How long does your count cover?

Unique new-patient enquiries

People asking about this service in the period. Exclude spam, suppliers and repeat contacts about the same enquiry.

Of those, how many booked?

People from that group who booked a first appointment, even if the appointment is later.

How many are still waiting for an outcome?

Awaiting a reply, deciding or not yet checked. Do not count anyone already in the booked group.

Try your next-period scenario

Use the same period length. These are assumptions you choose, not an industry benchmark or a forecast.

New-patient appointments you could offer

Appointments available for this service in the next period, after existing commitments. Count first appointments, not follow-ups.

Enquiries to test

Start with your recent count, or test a different volume.

Booking rate to test (%)

For example, 40 means 40 of every 100 enquiries book. Choose your own assumption.

This tool does not send your figures to Kay & Co. or store them. There is no email gate. Keep names, contact details and clinical information in your own practice systems. Your browser may retain a page while you navigate, so use Clear figures on a shared device.

A useful decision, not another score

What you will get

A clear split between booked, still waiting and other outcomes.
A booking scenario that respects the appointment capacity you enter.
Practical questions to investigate before spending more.
A team action plan you can keep without giving us your email.

Fictional example

40 enquiries. 16 booked. 8 still waiting.

The booked-to-date rate is 40%. Calling the other 24 enquiries "lost" would overlook the 8 still waiting.

With 24 appointments available next month, 40 enquiries at an assumed 50% booking rate would mean about 20 bookings and 4 unfilled appointments.

The figures alone cannot explain why someone did not book. A clear fee, a suitable appointment or a reliable reply may matter more than extra website visits.

Kay & Co. | Enquiry & booking planner
kayco.net/tools/enquiry-planner/
Service / location: ____________________
Reporting dates: ____________________ Plan owner: ____________________

Your action plan

Booked

Still waiting

Other non-booked outcomes

Your next-period scenario

Potential bookings and available appointments
Bookings before the capacity limit
Available new-patient appointments
Bookings within that capacity
Unfilled appointments
Potential bookings above capacity

This is arithmetic, not a prediction. Each booking uses one first appointment. Cancellations, attendance, repeat appointments and revenue are not included. Real booking dates may fall outside this period. Decimals are planning averages, not part of an appointment.

What to do next

The download is a plain text file. Print / save PDF uses your browser's print options.

Make the numbers useful in a real practice

Give people time to decide

If you count this week's enquiries today, some people will still be deciding. Review the same group later. Comparing an older group with a brand-new one can make a good week look worse than it is.

Understand a non-booking

Someone may need a service you do not provide, a different price or a different time. A decision not to book can be appropriate. Look for fixable friction, such as an unanswered question, rather than pushing everyone towards an appointment.

Keep bookings and attendance separate

A booked first appointment is a useful operational measure. It is not attended care or revenue. Check cancellations, attendance and the mix of appointments separately before making staffing or spending decisions.

How the calculations work, including a manual version

Booked-to-date rate: booked people divided by unique enquiries, multiplied by 100. Waiting enquiries stay in the total. With no enquiries, a rate cannot be calculated.
Other non-booked outcomes: unique enquiries minus booked minus still waiting. This does not imply that the enquiry was suitable or that the practice made a mistake.
Scenario bookings: assumed enquiries multiplied by your assumed booking rate, divided by 100. The plan then limits this to your available first appointments.
Enquiries mathematically needed: available appointments divided by the booking rate expressed as a decimal, rounded up. For 24 appointments at 50%, that is 24 ÷ 0.5 = 48 enquiries. This is not a recommendation to buy 48 leads.

No industry average or external data is used. A change in booking rate may reflect service mix, season, fees, appointment availability or the time allowed for outcomes to become known. This tool cannot identify the cause.

Need help with the gap you found?

Use your plan with your own team or supplier. If a website or enquiry process is holding you back, we can help you decide what is worth fixing.

Talk through a practical next step Read: is your marketing bringing the right enquiries?Browse booking and enquiry guides