Built for Australian private practice

Client capacity calculator

How many ongoing clients can your week support? Include the time around each consultation and the interval between follow-ups to model your recurring caseload.

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Your practice, your numbers

Start with this illustrative example, then replace the numbers with your own. Results update as you type.

Include consultations and their admin. Exclude breaks, marketing and other work.

Use the appointment length you are planning around.

Include preparation, notes and follow-up work.

A whole number of weeks. This is a scheduling assumption, not a care recommendation.

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Illustrative example result

Modelled ongoing client capacity
120
Consultation slots per week
30
Consultation admin hours per week
7.5

A scheduling ceiling, not a safe caseload recommendation. Assumes evenly spaced recurring appointments with the same duration. New clients, complex care, cancellations and extra follow-up can reduce actual capacity.

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How client capacity is calculated

Weekly consultation slots = available hours × 60 ÷ (consultation minutes + admin minutes), rounded down. Recurring client capacity = weekly slots × weeks between appointments. Admin hours = weekly slots × admin minutes ÷ 60.

Worked example

With 30 available hours, a 45-minute consultation and 15 minutes of admin, you have 30 slots per week. A four-week follow-up interval supports a modelled rotation of 120 ongoing clients, including 7.5 hours of consultation admin per week.

Questions practitioners ask

How does appointment frequency affect capacity?

More frequent visits mean fewer ongoing clients fit the same weekly slots. With 30 slots a week, a two-week rotation represents 60 clients; a four-week rotation represents 120. Both assume evenly spaced appointments.

Does this work for a solo Australian practice?

Yes. Nutritionists, dietitians and naturopaths can enter their own consultation and admin times. Use hours available for client work after other responsibilities. The model does not assume a particular profession’s care schedule.

Is this a recommended or safe caseload?

No. It is a mathematical scheduling ceiling. It does not assess clinical complexity, support needs, care quality or practitioner wellbeing. Leave capacity for new clients, longer sessions and unexpected follow-up, and use professional judgement.