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Free Appointment Scheduler (Excel) — bookings, daily list & no-shows

A small clinic runs on a paper diary until a page is lost and two patients are booked into the same slot. This free scheduler keeps every booking in one place: log the date, time, patient and clinician, pick a status, and a live daily list, a per-clinician schedule and a missed-appointments list build themselves. It is a record-keeping aid, not a hospital system, and no patient data is held by LeadAfrik: the file is your clinic's own.

Download — Excel (.xlsx) ↓Opens in Excel or Google Sheets · no sign-up
Prefer Google Sheets? You don't need Microsoft Excel →
  1. Download the file above.
  2. Open Google Drive, then New → File upload and choose the file.
  3. Right-click it in Drive → Open with → Google Sheets. It becomes a fully editable Google Sheet — every formula and tab intact — and works on your phone too.

The .xlsx format opens free in Google Sheets, LibreOffice, or Excel for the web — no paid software required.

What's inside

  • One row per appointment: date, time, patient, phone, clinician, reason, status
  • Status dropdown: Booked, Seen, Missed or Cancelled
  • Today's list for any chosen day, in time order
  • Per-clinician daily schedule counted by status
  • Missed-appointments list flagged in red to call back
  • Formulas locked; only the yellow cells accept typing

The tabs

  • Start Here (guide)
  • Appointments
  • Today
  • Doctor Schedule
  • Missed
  • Summary

Yellow cells only. You type in the yellow cells; the rest are locked formulas. Gridlines are off and it prints clean on A4.

Basic vs Premium

The free version does the job. The premium does more of it.

The free basic workbook above is a complete, formula-driven template you can use forever. The premium upgrade adds the extras that turn record-keeping into a management tool.

Basic — Free

  • The core sheets and formulas, in KES
  • Works in Excel or Google Sheets, on your phone
  • Yours to keep, no sign-up

Premium — KES 500

  • A clinic dashboard: appointments by day of week and by clinician, and your no-show rate, drawn as bars
  • A printable A4 daily clinic list for the front desk
  • A no-show analysis showing which clinicians carry the most missed appointments
  • Swahili labels alongside English (Miadi, Mgonjwa, Daktari, Hali)
Get Premium — KES 500 · Excel (.xlsx) ↓Pay once via M-Pesa (Kenya) · yours to keep · opens in Excel or Google Sheets

On the Appointments tab, log each booking: the date, time, patient name and phone, the clinician from a dropdown, the reason, and a status (Booked, Seen, Missed or Cancelled). The Today tab reads it all back for any day you choose, in time order, so the front desk has a clean running list. Doctor Schedule counts how many appointments each clinician has that day, split by status, and Missed lists every appointment marked Missed so you can call those patients to reschedule.

Yellow cells are the only ones you type in; every other cell is a locked formula, so the counts cannot break. Because the book holds patient names and phone numbers, keep it on a device only your staff can reach, and in Google Sheets share it with named people, never a public link. Opens in Excel, WPS or Google Sheets, so you can keep it at the desk or on your phone.

Do it online instead

Make a patient receipt free with the receipt maker

Open the free tool →

Custom work

Need a template made just for you?

Can't find the exact workbook, or want one branded and built around how your business actually runs? We build custom Excel & Google Sheets — bespoke financial models, dashboards, sector trackers, data clean-up and automation. Need it in English or Kiswahili, or another language? Just ask. Tell us what you need and we'll quote.

Frequently asked questions

Is patient data safe in this file?

The file lives wherever you keep it and no data is sent to LeadAfrik. Because it holds patient names and phone numbers, keep it on a device only authorised staff can reach, and in Google Sheets share it with named people, not a public link. It is a record-keeping aid, not a hospital information system.

How does the daily list work?

Set a date on the Today tab and it pulls every appointment for that day from the Appointments log, sorted by time. Doctor Schedule and the printable Daily Clinic List (premium) use the same date, so the front desk always has a clean running order.

Will it work in Google Sheets?

Yes. Upload the .xlsx to Google Drive and open it with Google Sheets. The dropdowns, the daily list, the missed-appointments list and the dashboard all carry over, with no macros to enable.