How do I set buffer time between appointments to avoid running late?
Determine your buffer needs
Buffer time covers overruns, cleanup, notes, bathroom breaks, or a quick breather. The right amount depends on your service: a 30-minute massage might need 10 minutes to change linens and reset; a 1-hour consulting call might need 5 minutes to write notes.
Track your appointments for a week to see where you typically run over. If you consistently finish 10 minutes late, that's your minimum buffer.
- 5 minutes: quick transitions, no cleanup.
- 10 minutes: light cleanup or note-taking.
- 15 minutes: full reset, travel between rooms, or complex setup.
- 20+ minutes: if you often run late or have unpredictable clients.
Use your scheduling tool
Most online booking systems let you set buffer time before and after appointments. For example, in Acuity, you can add "padding" to each appointment type. In Google Calendar, you can manually block time or use a scheduling app that does it for you.
If you book manually, write buffer time into your calendar just like an appointment. Label it "buffer" so you don't accidentally book over it.
Stick to it
Treat buffer time as part of the appointment. If a client tries to extend their session, politely explain that you have a tight schedule and need to stick to the agreed time. You can offer to book a longer session next time.
If you frequently need more buffer, consider lengthening your standard appointment times. For example, instead of 60-minute slots, use 75-minute slots to include a 15-minute buffer.
Common mistakes
- Scheduling back-to-back appointments with no buffer, assuming everything will run perfectly.
- Using buffer time for other tasks and then having no time to reset.
- Not adjusting buffer time for different services that have different overrun risks.
