How to set booking windows, buffers, and calendar blocks

Start with a recurring schedule

Use your regular weekly routine as a starting point. If a professional works Tuesday through Saturday, enter their availability on those days. Include recurring start times, end times, and breaks. A business’s opening hours can differ from a professional’s schedule. At a location that opens at nine, team members might take their first appointments at different times.

Agree with the team on who will update availability when a shift changes. Make permanent changes in the recurring schedule so they apply on future dates without requiring the same adjustment each time.

Leave time between appointments

There is more to schedule than the appointment itself. The team may have to disinfect the workstation, gather supplies, or prepare a room. Set a buffer based on what happens in your space. If back-to-back bookings create delays by midafternoon, see whether to adjust the service time or the time set aside for preparation.

Block exceptions on the dates they occur

Use blocks for commitments outside the regular routine, such as a training session, an appointment, or time off. In Hest, check the date, professional, and time range before saving a block. If the change affects an existing booking, open the calendar, speak with the customer, and arrange a new time if needed.

Decide how far in advance customers can book. A defined booking window helps when staffing can still change. Extend it if you already know who is available in the coming weeks and want to take bookings further ahead.

Check the calendar from the customer’s perspective

After changing your settings, open the public page and look for available times before and after a break or block. Try with more than one professional. Each time you confirm staffing, review the following week so the published slots reflect the appointments your team can actually take.