SoulGait / calculators
Consultation capacity calculator
Estimate practitioner session capacity, paid hours and gross booking value from schedules, utilisation and session length.
The working tool
Build a scenario.
A full calendar and a full-time practitioner are different things. This calculator turns weekly availability into expected paid session capacity using an explicit utilisation assumption. It is useful for astrologers, readers, coaches and multi-practitioner services planning bookings or growth.
Know the inputs
What the calculator measures.
The result estimates how many sessions could be completed if demand fills the stated share of available hours. It does not predict enquiries, conversion, show rates or cash collection. Gross booking value is the count of modeled sessions multiplied by the customer fee.
Read the inputs before changing them.
Begin with actual hours available after preparation, notes and breaks. Session length alone overstates capacity if every appointment requires follow-up.
| Input | Meaning and practical check |
|---|---|
| Available advisors | Practitioners taking bookings in the period. Exclude inactive profiles and people without confirmed schedules. |
| Hours per advisor / week | Client-facing hours offered on the calendar, not total work hours including administration. |
| Paid utilisation (%) | Share of those available hours spent on paid consultations. A 40% assumption leaves 60% unbooked or otherwise unused. |
| Minutes per session | Billable duration of a standard completed appointment. Include buffers outside this value if they block the next slot. |
| Client fee per session | Customer-facing amount for one standard completed appointment in the selected currency. |
Transparent method
Formula and worked examples.
The calculator turns practitioner hours, service duration and utilization assumptions into an illustrative slot count. It does not predict demand or no-show behaviour.
A worked example
Eight advisors offering 20 hours a week create about 693 available hours in an average month. At 40% paid utilisation, about 277 hours are booked. With 30-minute sessions, that is about 554 sessions. At $40 per session, gross booking value is approximately $22,170 before payouts, no-shows and fees.
Compare three versions of the same decision
Compare capacity under a solo schedule, a fuller calendar and a multi-practitioner roster. Replace the sample utilisation with observed attendance and rescheduling rates.
| Scenario | Assumptions | Modeled output |
|---|---|---|
| Low occupancy | 8 advisors · 20 hours/week · 20% booked · 30 min · $40 | 277 sessions · about $11,085 |
| Illustrative case | 8 advisors · 20 hours/week · 40% booked · 30 min · $40 | 554 sessions · about $22,170 |
| Higher occupancy | 8 advisors · 20 hours/week · 60% booked · 30 min · $40 | 831 sessions · about $33,254 |
Put it to work
How to use the estimate.
Use the result to set realistic booking availability and response coverage. A calendar that accepts more work than the team can deliver damages trust.
Build the real schedule
Add only appointment slots that can be reliably fulfilled by language, speciality and time zone.
Measure booked time
Divide completed paid consultation minutes by client-facing available minutes for a comparable cohort.
Plan service quality
Allow buffers, follow-up and no-show recovery before treating the entire capacity as sellable inventory.
Where the number can mislead
The 4.33-week conversion represents an average month. Holidays, travel, mixed session lengths, turnaround time and uneven demand change actual capacity. If practitioners offer different schedules or fees, model cohorts separately and combine their results.
Straight answers
Frequently asked questions.
Why use 4.33 weeks per month?
A year has about 52 weeks across 12 months, so 52 ÷ 12 is approximately 4.33. A specific calendar month may differ.
Does utilisation include cancelled appointments?
Only if they remain paid completed time under your actual policy. Otherwise reduce your measured paid utilisation.
Can I model several consultation lengths?
Run separate scenarios for each service type, then add their capacity with realistic calendar constraints.
Is gross booking value profit?
No. Subtract practitioner share, acquisition, scheduling tools, payment fees, support and refunds to estimate contribution.
How can this help staffing decisions?
Compare demand by time slot with reliable available capacity. Add practitioners where there is a proven shortage rather than expanding supply everywhere.