Peak Hour Overflow Calculator

Estimate missed calls and texts during class changeovers when front desk is overwhelmed.

Your Inputs

Quick Start Presets
Range: 1 - 500
Range: 4 - 30
Range: 2 - 10
Range: 0 - 10

Results

Daily Missed per Location10 contacts
Daily Missed (All Locations)100 contacts
Weekly Missed Contacts700 contacts
Monthly Missed Contacts3,010 contacts

Key Insights

  • During peak changeover windows, you're potentially missing 700 contacts per week across your network.
  • Class changeovers create a perfect storm: staff is busy with check-ins while phones ring and texts arrive.
  • Consider overflow routing or automated responses during these predictable high-volume windows.

Related Tools

Coverage Gap

Calculate total unstaffed hours across your location network and identify coverage gaps.

How to Use This Tool

During class changeovers, your front desk is overwhelmed—members checking in, previous class departing, and phones ringing simultaneously. This calculator helps you estimate how many leads and member contacts you're missing during these predictable high-volume windows.

**Getting started:** 1. Enter your location count 2. Specify classes per day at each location 3. Identify how many "peak windows" occur daily (usually 4-6) 4. Estimate contacts missed per window based on your observation

Understanding the Inputs

Classes per Day

Average number of classes scheduled daily at each location.

Best practice: Count all class types—reformer, mat, specialty classes, etc.

Peak Changeover Windows

Number of 15-minute high-traffic periods when staff is overwhelmed.

Best practice: Common peaks: early morning, mid-morning, lunch, after-work, evening. Count the ones where phones typically go unanswered.

Missed Contacts per Window

Estimated calls, texts, or inquiries that go unanswered during each peak window.

Best practice: If unsure, start with 2—then validate by checking your call logs for missed calls during peak times.

Assumptions

  • Peak windows average 15 minutes each
  • Staff cannot effectively handle live inquiries during changeover periods
  • Pattern is consistent across days and locations

Sensitivity Notes

  • Missing 2 contacts per window seems small, but compounds across locations and days
  • Class schedule density directly impacts peak window frequency
  • Consider seasonal variation—January peaks may differ from summer

Recommended Scenarios

High-Volume Location

Studios with 15+ daily classes may have 6-8 peak windows

Weekend Analysis

Weekends often have different class patterns—run separately

Before/After Comparison

Measure current state, then re-calculate after implementing overflow solutions

Frequently Asked Questions

Related Resources

Peak Hour Overflow Protocol

Documented process for handling communication overflow during class changeovers