Caseload Funnel Calculator

Compare the new clients you start each week with what your target caseload takes, then see how many more inbound requests, how much better conversion, or how much longer client retention it would take to close the gap.

Solo practiceGroup practice

1Where should we send your results?

Optional. Add your email and we'll send you a copy of your results when you click Calculate.

Name Email

2Where you are and where you're going

Each client is assumed to come weekly, so active clients = weekly sessions.

Current weekly session countTarget weekly session countAverage number of sessions retainedHow many sessions the average client attends before they finish or drop out.Weeks to reach your target

3Your current intake

Use a typical recent week, or a recent month's total ÷ 4.33.

Inbound requests per weekCalls, forms and emails from people asking to start.New clients started per weekFirst appointments that actually happened.

4Marketing reach (optional)

To price out extra inbound requests. Leave cost at 0 if you don't buy ads.

Lead generation rateImpressions (profile views, ad clicks, site visits) that become inbound requests.Cost per impression

5Capacity

Number of cliniciansFull caseload per clinicianWeekly sessions at full caseload.Weeks for a new clinician to fillIf you need to hire to reach the target.

Your results

Where you're headed if nothing changes

New clients per week, by phase

Phase	Needed	You start	Gap

Ways to close the gap

Option A · More inbound requests

Option B · Better conversion

Option C · Better retention

Your numbers today

Current conversion rate: 0%
Weekly client turnover: 0%
Extra monthly marketing for Option A: $0

Mix and match

Inbound requests you'd need each week at different conversion rates, with retention unchanged.

Conversion rate	Phase 1 requests / wk	vs. current	Phase 2 requests / wk	Extra marketing / mo

Capacity check

Weekly session capacity today: 0
Clinicians needed at target: 0
Additional clinicians to hire: 0
Open slots at target: 0

See your results

Get a copy of your results

We'll email a summary of these numbers to the address you entered in step 1.

How this is calculated

Weekly assumption: Each active client attends once a week, so active clients = weekly sessions.
New clients needed: To hold any caseload, you need weekly sessions ÷ average sessions retained new clients every week. Each client only uses so many sessions, so they have to be replaced. While growing: (target − current) ÷ weeks to reach the target, plus the replacements needed for the average caseload during that time.
Where your caseload is heading: New clients per week × average sessions retained. At your current intake, this is the weekly session count your practice will settle at if nothing changes.
The gap: New clients needed − new clients you start each week.
Conversion rate: New clients started ÷ inbound requests. It covers everything from first contact to a first appointment that happens.
Option A: Requests needed = new clients needed ÷ your current conversion rate. Extra marketing = extra requests ÷ lead generation rate × cost per impression × 4.33 weeks.
Option B: Conversion needed = new clients needed ÷ your current inbound requests per week. If it would take more than 100%, conversion alone can't close the gap.
Option C: Sessions retained needed = average caseload during growth ÷ (new clients per week − growth needed per week), at your current intake. Holding the target afterward takes target ÷ new clients per week. If your weekly intake doesn't even cover the growth you want, retention alone can't close the gap.
Capacity: Clinicians × full caseload. Clinicians needed = target ÷ full caseload, rounded up.

These figures are planning estimates, not tax, legal, accounting or investment advice.