Automatically find calendar gaps, track therapist utilisation, and monitor billable KPIs with a simple traffic light dashboard.
Works with:HalaxyClinikoNookalAny CSV
Calendar gaps are silent revenue killers. Every unfilled appointment slot represents lost income that can never be recovered. The Gap Tracker analyses your appointment schedule to identify these profit leaks and shows exactly where your clinic is haemorrhaging money.
Upload your appointment CSV export and instantly see: unfilled time slots between appointments, practitioner utilisation rates with traffic light indicators (green >80%, amber 60-80%, red <60%), gap frequency by day of week and time, and a prioritised list of the biggest revenue opportunities.
The tool reveals patterns you can't spot manually — like which practitioners consistently have gaps on specific days, which time slots are chronically underutilised, and how much revenue you're losing per week to poor scheduling. Most clinics discover they're losing 15-30% of potential revenue to scheduling gaps they didn't even know existed.
The traffic light utilisation dashboard makes it instantly clear which practitioners need attention. Green means they're performing well (>80% utilisation), amber means there's room for improvement (60-80%), and red signals urgent action needed (<60%). Use this data to optimise schedules, redistribute patient loads, and maximise billable hours across your entire team.
How it works
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Upload Schedule
CSV export from your appointment system
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Identify Gaps
Unfilled slots found automatically
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Traffic Light KPIs
Green, amber, red utilisation rates
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Heatmap & Export
Spot patterns, then export gap report
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Sign up to use Gap Tracker & KPIs
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Frequently Asked Questions
What appointment data do I need to upload?
A CSV export from your practice management system (Halaxy, Cliniko, Nookal, etc.) containing appointment data with columns for Date, Time, Practitioner, and Status (booked/available/cancelled). Duration is helpful but the tool can estimate if missing.
How does the utilisation calculation work?
Utilisation = (Booked Hours ÷ Available Hours) × 100. Available hours include both booked appointments and available time slots. Cancelled appointments and "DNA" (Did Not Attend) slots count as available time. >80% = Green, 60-80% = Amber, <60% = Red.
What counts as a "gap" worth tracking?
The tool identifies gaps of 30+ minutes between consecutive appointments for the same practitioner on the same day. These represent genuine opportunities to book additional appointments and increase revenue.