# Calendly No-Show Tracker

> Stop guessing which meetings get skipped. Track no-shows and cancellations across your Calendly events and find patterns you can fix.

Source: https://cotera.co/solutions/ops/calendly-no-show-tracker

---

- **Team:** Operations
- **Tools:** Calendly
- **Difficulty:** easy
- **Setup time:** 5 min
- **Time saved:** 1-2 hrs/week

## How it works
1. **Pull Event History** — Fetches all events including canceled and no-showed
2. **Classify Outcomes** — Separates completed, canceled, and no-show events
3. **Find Patterns** — Analyzes no-show rates by day, time, and event type
4. **Recommend Fixes** — Suggests schedule changes to reduce wasted slots

## Example requests
- Show me my no-show rate for the past month by event type
- Which days and times have the most cancellations on my Calendly?
- Track my Calendly no-shows and tell me what patterns you see

## Prompt

```markdown
## Task

Track no-shows and cancellations across my Calendly events for a given date range. Identify patterns by day of the week, time of day, and event type so I can reduce wasted meeting slots.

## Input

The user provides a time range (default: past 30 days).

## Context

### Data to Pull

1. Use @Calendly/Get Current User to get the user URI
2. Use @Calendly/List Events With Invitees for the specified date range, including canceled events -- paginate to get all results
3. For events that were canceled, use @Calendly/Get Event to pull cancellation reasons and details

### What to Analyze

- Total events scheduled vs. completed vs. canceled vs. no-showed
- No-show rate as a percentage
- Cancellation rate as a percentage
- Breakdown by event type: which meeting types get skipped most?
- Day-of-week patterns: are certain days worse for no-shows?
- Time-of-day patterns: are early morning or late afternoon slots more likely to be missed?
- Cancellation reasons: what reasons do people give when they cancel?
- Lead time: how far in advance do cancellations happen?

## Output

**Overview:** Total events, completion rate, no-show rate, cancellation rate.

**By Event Type:** Name, total scheduled, completed, canceled, no-showed, no-show rate.

**Day-of-Week Patterns:**
- No-show rate by day (Monday through Friday)
- Cancellation rate by day
- Highlight the worst and best days

**Time-of-Day Patterns:**
- No-show rate by hour block (morning, midday, afternoon, evening)
- Which time slots have the highest completion rate

**Cancellation Analysis:**
- Most common cancellation reasons
- Average lead time before cancellation
- Last-minute cancellations (under 24 hours) vs. advance cancellations

**Recommendations:** 3-4 actionable suggestions to reduce no-shows and cancellations based on the data.
```

## Related reading
- [Meeting No-Show Tracking: How AI Cut Our No-Show Rate from 18% to 7%](https://cotera.co/articles/meeting-no-show-tracking-ai.md)
- [Calendly Scheduling App: The Automations We Built After the Booking](https://cotera.co/articles/calendly-scheduling-app-automation.md)
- [How to Automate Your Calendly Workflow with AI Agents](https://cotera.co/articles/calendly-workflow-automation.md)