Where to Find Scheduler Performance Data

Open Reports in the sidebar, choose the Scheduler tab, and pick a month. It shows how much of your availability was booked, what the scheduler offered, and which checkride types you scheduled most.

The Scheduler tab of Reports: the month's availability, time scheduled and utilization rate, the offers sent, accepted, declined and pending with the acceptance rate, and the most scheduled checkride types
The Scheduler tab of Reports: the month's availability, time scheduled and utilization rate, the offers sent, accepted, declined and pending with the acceptance rate, and the most scheduled checkride types

Key Metrics to Watch

Utilization Rate

Under Availability Utilization, Time Available is the hours of availability you had in the month and Time Scheduled the hours of checkrides in it. The Utilization Rate divides one by the other: how much of your working time is being filled. A low rate means much of your availability goes unbooked.

Offers and the Acceptance Rate

Under Offers, Total Sent counts the offers the scheduler made in the month, and Accepted, Declined and Pending what became of them. The Acceptance Rate is the share of answered offers that were accepted, leaving out those still pending. A high acceptance rate means the scheduler is generating offers that match applicant preferences; a low one suggests a mismatch between what you are offering and what applicants want. Many offers still pending can mean applicants aren't seeing them.

Most Scheduled Checkride Types

The checkride types you scheduled most in the month, with how many of each.

What Good Metrics Look Like

  • Utilization rate above 70% — Most of your availability is being booked.
  • Acceptance rate above 60% — More than half of the offers you send are accepted.
  • Few offers pending — Applicants are answering the offers they get.

What Concerning Metrics Look Like

  • Utilization rate below 40% — Too much of your availability is going unbooked. You may need more applicants on your waitlist or different availability times.
  • Acceptance rate below 30% — Applicants are frequently declining offers. The times, locations, or advance notice may not match their needs.
  • Many offers pending — Applicants may not be seeing their offers. Encourage them to turn on texts and check their dashboard regularly.

Adjusting Settings Based on Performance

If your metrics indicate room for improvement, consider these adjustments:

  • Low acceptance rate — Try adjusting your min/max days in advance settings. Applicants may be declining because offers are too soon or too far out. Also review whether your available times match when applicants prefer to fly.
  • Low utilization rate — You may need more applicants on your waitlist. Consider opening your waitlist to new applicants or inviting more applicants.
  • Many exhausted slots — Your waitlist may not have enough applicants for the slots you are offering. Consider reducing your availability to match demand or recruiting more applicants.
Check your scheduler performance metrics at least monthly. Small adjustments to your settings based on the data can significantly improve how well the scheduler fills your calendar over time.