Meeting Show Rate

Meeting show rate tells you how often a prospect attends a meeting that was expected to happen. Before comparing percentages, agree on which meetings count. A canceled slot, a meeting moved to next week and a completed demo should not quietly become the same outcome.

Choose a denominator before calculating

For a practical attendance report, use this convention: show rate = held meetings ÷ (held meetings + no-shows) × 100. Count meeting occurrences whose scheduled start falls inside your reporting window, using one reporting time zone. “Held” means the prospect attended, not merely that a calendar invitation exists.

This is a defined reporting choice, not a universal industry formula. Keep cancellations and reschedules recorded alongside it. If your team instead includes all originally booked slots in its denominator, label that measure separately and never compare it directly with this one.

• Held: include once in the numerator and denominator.
• No-show: include in the denominator after the host checks what happened.
• Canceled before the scheduled start: exclude from this attendance denominator; report the cancellation separately.
• Rescheduled before the scheduled start: keep the old slot marked as moved. Evaluate the replacement occurrence in the window containing its new start time.
• Future or unresolved: do not guess an attendance result. A past meeting with no reliable outcome is unresolved, not automatically a no-show.

Write a separate rule for late cancellations. Do not improve a report by relabeling a missed meeting as canceled afterward. Preserve the original result even if the prospect later books another time. For group meetings, choose an invitee-level measure or a clearly defined meeting-level rule rather than mixing both.

Try this six-meeting example

The following records are fictional. All six original slots fell in the same completed reporting week.

1. A — held. The prospect attended. Include in both counts.
2. B — held. Two colleagues joined the same demo. Still one meeting occurrence.
3. C — no-show. The host confirmed the prospect did not attend. Include only in the denominator.
4. D — canceled in advance. Keep one cancellation beside the report; exclude from this denominator.
5. E — moved in advance to next week. Keep one rescheduled slot; evaluate the replacement next week.
6. F — outcome missing. Ask the host to resolve it. Do not silently classify it.

Among known attendance outcomes, the calculation is 2 ÷ (2 + 1) × 100 = 66.7%. Label that result provisional: one past meeting still has no outcome. The report also shows one advance cancellation and one advance reschedule. If F was held, the rate becomes 75%; if it was a no-show, it becomes 50%. The missing record matters more than a polished percentage.

If both the held-meeting count and the no-show count are zero, report “not calculable,” not 0%.

Copy this review worksheet

• Scope: meeting type ___; owner/team ___; start-date window ___; reporting time zone ___.
• Occurrence: meeting reference ___; scheduled start ___; replacement reference, if moved ___.
• Result: held / no-show / canceled in advance / rescheduled in advance / unresolved.
• Evidence: host confirmation or attendance record ___; checked by ___; checked on ___.
• Summary: held ___; no-shows ___; cancellations ___; reschedules ___; unresolved ___.

Map these labels to the system you already use. HubSpot, for example, lets a host assign Scheduled, Completed, Rescheduled, No show or Canceled meeting outcomes. Its meeting-outcome instructions explain the saved field; the choice of reporting denominator is still yours.

Use the result to find the next question

A falling rate is a reason to inspect records, not proof that prospects are unqualified or reps need more reminders. First check missing outcomes, time zones, meeting links and changes in the type of meeting being booked. Compare like-for-like groups, show the counts beside the percentage and keep the same rules across periods.

Attendance also is not qualification or revenue. Keep the original call outcome and agreed next step separate from whether a later meeting happened.

Source checked October 5, 2026. The worksheet and fictional example describe a suggested reporting convention, not a Trellus benchmark.