Academy · Guide

How to set up your salon's booking system properly

A complete guide to opening hours, service durations, the calendar and your cancellation policy. Step by step, with examples and a check at the end.

YourSalon editorial team · Academy for salon ownersPublished Updated 27 min read

When colouring has a different duration in the system from the time it really takes, or when the calendar does not know about your lunch break, small problems start to pile up: clients overlap, quarter-hour gaps that nobody fills appear between appointments, and you spend your evenings moving appointments around by phone. The booking system is not to blame. What matters is how it is set up.

This guide takes you through the setup step by step. You will learn how to set the duration of a service and how it differs from the interval at which the system offers start times. You will see how to enter opening hours with a break, how to match the salon's opening hours with staff schedules, when to use a block and when a buffer, and how to write a cancellation policy that does not put clients off.

The guide applies to any booking system. Where behaviour differs from one system to another, we tell you what to check. If you prefer to start hands-on, go straight to the 15-question check.

In short: 9 rules for a well-set-up calendar

  1. A service's duration is the time during which the staff member cannot take another client: preparation, the treatment and payment at the chair, plus clean-up unless a buffer covers it.
  2. Service duration and the slot interval are two different settings. The interval only decides when a booking may start.
  3. Enter a lunch break as a split working day (9–12 and 13–18), not as a manual block every day.
  4. Every staff member needs their own schedule. Clients should only see times when the salon is open and that person is working.
  5. Clean-up that takes the same time after every service can be handled by a single buffer; then leave it out of the service duration. One-off events are handled by blocks in the calendar.
  6. Enter public holidays, time off and exceptions at least as far ahead as clients can book.
  7. Every variant of a service (a cut with a wash, for example) needs its own duration and its own price.
  8. Clients must be able to cancel or reschedule without phoning, and they must see your cancellation policy before they send the booking.
  9. After every bigger change, make a test booking as a client, including rescheduling and cancelling.
Contents

1.Why a badly set-up calendar costs you time and bookings

A poor setup rarely shows up as one big mistake. It shows up as small things that repeat every day and take away your time and appointments you could have sold.

Gaps nobody fills

If colouring is set to 120 minutes in the system but you finish it in 105, every colour appointment leaves a quarter of an hour behind it when you are free but the calendar does not offer that time to clients. With one colour a day and 22 working days, that is roughly 5.5 hours a month that no client can book. The opposite mistake is worse: when a service is shorter in the system than it really takes, the next client waits and the delay rolls on through the whole afternoon.

Double bookings

Double bookings are a risk wherever appointments are written down in several places: a paper diary, the phone and Instagram messages. An online system prevents this only if you enter everything into it, including appointments agreed over the phone.

Bookings outside opening hours and over lunch

If the system does not know that you close at 16:00 on Mondays or that you have lunch between 12:00 and 13:00, it will offer those times to clients as well. Then you have to call, apologise and look for an alternative. Every call like that costs you time and some of the client's trust.

Clients who do not turn up

A client who does not come and does not get in touch does not pay, and their slot could have gone to someone else. Some no-shows have very ordinary causes: the client forgot, or did not know how to cancel easily and so did nothing. You can influence both through your setup: with a reminder and with cancellation via a link.

Manual communication

Every “are you free tomorrow?” message and every call to move an appointment is work done by the owner or reception instead of work with clients. A well-set-up system answers many of these questions by itself, because clients can see the times that are genuinely free.

Important · What do empty slots mean for revenue?

This guide is about setup. If you want to work out what an hour of work earns you and how much of your salon's capacity goes unused, read the salon profitability playbook with its calculator.

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2.Service duration: the foundation of the whole booking system

Service duration is the number from which the system calculates everything else: when the next booking can start, how many clients fit into a day and when a staff member finishes. If it is wrong, no other setting can make up for it.

The duration should include everything that stops the next client from starting:

  • the treatment itself: cutting, application, massage,
  • the consultation at the start, if you do one at every visit,
  • preparation: mixing colour, laying out tools, changing the couch cover,
  • cleaning and disinfection after the client, if they take more than a couple of minutes and you do not cover them with a buffer (see the chapter on buffers),
  • payment and booking the next appointment, if that happens with you rather than at reception,
  • photographing the result, if you do it regularly for Instagram or your portfolio.

The most reliable method is to measure. For a week, note for each service the time from the client's arrival to the moment you can take the next one. Enter the typical value into the system, not the fastest one.

The table shows what a price list organised by time can look like. The figures are illustrative; they are not a standard or an average. Your values will differ with your trade, technique and pace.

DurationExample serviceWhat it usually includes
15 mineyebrow shaping, fringe trima quick treatment without a wash
20 minbeard trimtreatment and a short finish
30 minmen's cutshort consultation, cut, payment
45 minmanicure without polishthe work and clearing the station
60 mingel nail infill, classic massagethe work and preparing the couch or desk
90 minroot colour with blow-drymixing, processing, wash, blow-dry
120 minhighlights, lash extensionsa long treatment including preparation

Common mistake · Duration based on the ideal run

If a colour takes 90 minutes only when the client arrives on time and nothing holds you up, set more. A short delay is then absorbed by the spare time built into the duration instead of pushing back the whole afternoon.

When the duration depends on the client

A women's cut on short hair takes a different time from one on waist-length hair. Instead of one average service, it is better to create variants (short, medium, long hair), each with its own duration. The chapter on service variants covers this in detail.

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3.Service duration is not the same as the slot interval

These two values are easy to mix up when you set up a calendar. Booking systems work with two different numbers:

  • Service duration says how long a booking keeps the staff member busy.
  • Slot interval (the step between start times) says at which times bookings may start.

Example: a service takes 30 minutes and the interval is 15 minutes. The client sees start times of 10:00, 10:15, 10:30, 10:45 and so on. When someone books 10:00, the staff member is busy from 10:00 to 10:30. A 10:15 start will no longer be offered with the same person, because the two bookings would overlap. The next free start is 10:30.

Service duration and slot interval

The service takes 30 minutes and the interval is 15 minutes. A booking at 10:00 keeps the staff member busy until 10:30, so a 10:15 start is no longer offered. The next free start is 10:30.

So the interval does not change how much time a service takes. It only decides how densely start times are offered, and with that, how well services of different lengths fit together across the day.

Formula · When the next booking can start

Earliest next start = start + service duration (+ buffer, if you use one)

The next booking with the same staff member can start at this time at the earliest. If this time does not fall on the interval grid, the booking starts at the next offered start time.

Common mistake · Using the interval as a shortcut

Treating the interval as the length of a “window” and expecting a 45-minute service to fit into a 30-minute step. The service still takes 45 minutes; only the start times are every half hour. After a service that starts at 10:00, the next free start is 11:00, so every such service leaves 15 minutes behind it that nobody books.

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4.How to choose the slot interval

No interval is right for everyone. It is a trade-off between how well services of different lengths fit into the day and how easy the list of times is for the client to read.

IntervalWhen it makes senseWhat to watch out for
5 minvery short services, precise sequencingclients see a long list of times, which looks cluttered
10 minservices of 20, 40 or 50 minutesless common, check that your system supports it
15 mina mix of 15, 30, 45, 60 and 90-minute servicessuits a mix of durations from 15 to 90 minutes
20 minservices of 20, 40 and 60 minutes30 and 45-minute services leave gaps
30 minservices of 30, 60 and 90 minutestwo 45-minute services in a row leave a 15-minute gap
60 minlong services: massage, tattoosshort services block a whole hour for no reason

The practical rule: choose the largest interval that divides the durations of your most common services without a remainder, counting the buffer if you use one. If you offer 30, 45 and 60-minute services without a buffer, that is 15 minutes. If you only offer 60 and 90-minute services, 30 minutes is enough.

Try this · Work it out

List your five most common services and their durations, including any buffer. Find the largest number that divides all of them without a remainder. With that interval, the interval itself will not create gaps, as long as your opening time and the end of your break also fall on the grid.

Important · Check what your system actually does

Some booking systems let you set the interval; others offer times on a fixed grid, often every 15 minutes. After changing the setting, open your booking page as a client and check whether the offered times really changed.

If the grid is fixed, adjust the durations instead of the interval: round each service's duration, including the buffer, to a multiple of the grid. For example, 20 minutes of work plus 10 minutes of cleaning gives 30 minutes, and a 40-minute service should be set to 45.

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5.How to set your salon's opening hours correctly

The system will not offer an appointment outside the working hours you enter. That is why your breaks belong in them too.

A typical example is the lunch break. If you enter Monday as 9:00–18:00 and simply “keep lunch free”, the system does not know about the break and offers the hour between 12:00 and 13:00 to clients. The right way is to split the working day into two periods:

  • 09:00–12:00
  • 13:00–18:00

A working day split by a lunch break

Working hours 9–12 and 13–18. Nothing is offered between 12 and 13. A 90-minute service can start at 10:30 at the latest in the morning.

The system then only offers start times where the whole service fits into one period. A 90-minute service can start at 10:30 at the latest in the morning, so that it finishes at 12:00. In the afternoon it can start at 13:00 at the earliest.

Common mistake · Lunch as a daily block

Handling lunch by blocking an hour in the calendar by hand every day. It works until the day you forget. A regular break belongs in the working hours; blocks are for one-off things.

A break as an employer's duty

If you employ staff, a break is an obligation. The rules differ from country to country. In the EU, the Working Time Directive (2003/88/EC, Article 4) entitles a worker to a rest break when the working day is longer than six hours, with the details set by collective agreements or national law. In Czechia, for example, § 88 of the Labour Code requires a break for a meal and rest of at least 30 minutes after no more than 6 hours of continuous work (for employees under 18, after no more than 4.5 hours). Check the rule that applies to your salon. One thing holds everywhere: a break that is not entered in the schedule will be given away to clients.

Different hours on different days

If your hours differ from day to day, enter each day separately, including the days you are closed. If you open only every other Saturday, put Saturday into the regular week and set the Saturdays when you are closed as closed days, for the whole period clients can book ahead (see the chapter on public holidays and exceptions).

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6.Salon opening hours vs staff working hours

As soon as you have more than one staff member, there are two schedules: the salon's opening hours and the working hours of a particular person. Clients should only see the time when both apply, in other words where the two overlap.

Example A. The salon is open 10–18 and the stylist works 12–17. Clients can book with her only 12–17.

Example B. The salon is open 10–18, but the stylist's schedule still says 8–20, for example after a change of shifts. Clients should be able to book with her only 10–18, because the salon is closed outside its opening hours.

Salon opening hours and staff schedule

Clients can only book where the opening hours and the schedule overlap. Example A: salon 10–18, staff member 12–17, bookable 12–17. Example B: salon 10–18, staff member 8–20, bookable 10–18.
SalonStaff memberWhat the client should see
10–1812–1712–17
10–1808–2010–18
10–1809–1310–13
closed10–16nothing

Important · Not every system calculates the overlap

Some systems treat the salon's opening hours only as a default. Once a staff member has their own schedule, they use it as it stands. It is easy to check: give one staff member a schedule longer than the opening hours and try to book a time outside them as a client. If you can, keep staff schedules inside the opening hours.

Put into a person's schedule only the time when they actually serve clients. Getting the salon ready, taking in deliveries or admin do not belong there; if needed, block that time (see the next chapter). How to keep schedules clear is shown in staff management.

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7.Breaks and blocked time

Besides regular working hours, you need to be able to take specific time out of the calendar. Not every situation of this kind is handled the same way, though.

SituationHow to handle itWhy
Regular lunchsplit working hoursit repeats every day
Short pause after each clientbufferit belongs to every booking
Private appointment, such as the doctorone-off blockit affects one day
Trainingblock of the whole day or part of ityou know the date in advance
Deep clean, sanitationblockone-off or occasional
Admin, ordering stockblock at a quiet timeso that clients do not fill it

Block vs buffer

A block is a specific stretch in the calendar: “on Thursday from 14:00 to 15:30 I am not available”. A buffer is a margin the system adds automatically to every booking. Cleaning up after each client is handled by a buffer, or you count it in the service duration. Training on Thursday is a block.

Example · Training on Wednesday afternoon

A beautician has training on Wednesday from 14:00 to 17:00. She blocks that stretch as soon as she knows the date. If she works until 17:00, clients that day see free times only until 14:00, and nobody needs to be rebooked.

Block in advance. A block entered the day before does not help if someone has already booked that time.

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8.Buffer between clients

A buffer is time the system adds after a booking (or before it) so that the staff member has room to clean, disinfect, prepare or take a short breather. The client does not see it as part of the service, but the system counts it as busy time.

Formula · How a buffer works

Busy time = service duration + buffer

A 45-minute service with a 10-minute buffer keeps the staff member busy for 55 minutes. A booking at 10:00 ends at 10:45 and the next client can come at 10:55 at the earliest. With a 15-minute interval, the next offered start is 11:00.

When a buffer makes sense:

  • after services where linen needs changing, tools need disinfecting or the room needs airing (massage, beauty treatments, tattoos),
  • for services that often run over,
  • when you need a moment between clients to update the client record.

When you do not need one:

  • when cleaning is already included in the service duration, because you would be counting it twice,
  • for short services that follow each other quickly, where a buffer would only reduce the number of clients per day.

Common mistake · Cleaning counted twice

Once in the service duration and again in the buffer. Choose one place. If cleaning time differs by service, it belongs in that service's duration. A single buffer suits salons where cleaning takes the same time after every service.

Important · Check what your system can do with buffers

Some systems support only one buffer for the whole salon; others allow a setting for each service, or separate buffers before and after. If your system only handles one shared buffer and your services differ, build the difference into the service duration.

You will find more detailed rules in the article on setting breaks and booking rules.

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9.Public holidays, time off and special opening hours

Exceptions to the normal week easily lead to bookings you later have to cancel. Distinguish four situations:

SituationWhat to setWhen
Public holiday when you are closedclosed day for the whole salonideally at the start of the year
Time off for one staff membertime off in their scheduleas soon as you approve it
Shorter day (such as Christmas Eve)different hours for that specific dateseveral weeks ahead
Illnessone-off block and contacting clientsas soon as you know

Checklist · At the start of every year

  • Enter the public holidays when you are closed.
  • Add known time off and training days.
  • Go through the days with shorter or longer opening hours: Christmas, Easter, the days before public holidays.
  • Check how far ahead clients can book. If it is three months, exceptions must be entered at least three months ahead.

Illness

Nothing can be set up in advance for illness. What matters is acting quickly: block the days in the calendar so that no new bookings come in, and contact the clients who already have appointments. It helps if the system can move a booking so that the client receives a notification with the new time.

Important · Different hours for one day

Not every system can set different hours for a single date. If yours cannot, handle a shorter day by blocking part of it for each staff member.

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10.One staff member, several, and “anyone available”

Once more than one person works in the salon, you need to decide whether clients choose a specific staff member or only the service and the time.

  • A specific staff member. The client chooses who they go to. This suits salons where clients have a favourite stylist, or where staff differ in level or price.
  • Anyone available. The client chooses only the time, and the system assigns a free staff member who performs that service. The client sees the largest number of free times.
  • Capacity. For some services, what matters is not the person but the number of places, such as two pedicure chairs. The question then is how many bookings may overlap at the same time.

You can combine the first two: offer a choice of staff member and, alongside it, an “anyone available” option for clients who do not mind.

Common mistake · A service assigned to someone who does not do it

If a service is also assigned to someone who does not perform it, the system will offer it in that person's time when a client chooses “anyone available”. Assign each service only to the people who actually perform it.

Try this · Try it

Open your booking page and choose your most demanding service. Are only the staff who can do it shown? And with “anyone”, are only times offered when someone who does it is free?

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11.Multiple locations

With every additional location, the setup multiplies. Each location may have:

  • different opening hours and different closed days,
  • different staff, or the same staff on different days,
  • a different range of services and different prices.

The main risk is that a client books the right service at the wrong location. Choosing the location should therefore be the first step of the booking, and the location's name and address should appear in the confirmation and in the reminder.

Example · A stylist at two locations

A stylist works at the City Centre location on Mondays and Wednesdays and at the North location on Tuesdays and Thursdays. His schedule must be entered separately for each location; otherwise the system would offer him at both places at once.

Checklist · Checks for multiple locations

  • Does each location have its own opening hours and its own closed days?
  • Is it clear for each staff member when they are at which location?
  • Does each location offer only the services you actually provide there?
  • Does the client see the location's name and address in the confirmation?

How to plan shifts for several people across several locations is covered in the article on booking for multiple staff and locations. For an overview of the features, see the multiple locations page.

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12.Service variants

A variant is a version of the same service that differs in duration and price. A typical hairdressing example (the prices are illustrative only):

VariantDurationPrice
Cut30 min€18
Cut + wash45 min€22
Cut + wash + blow-dry60 min€28

Each variant needs its own duration and its own price. If all variants have the same duration, you either block more time than needed and lose room for other clients, or you cannot keep up.

Variants help clients too. They do not have to call to ask how much a cut with a blow-dry costs, and you do not have to sort out on arrival that they booked something other than what they wanted.

Common mistake · A surcharge only in the description

Writing “with blow-dry +€6” in the service description instead of creating a separate variant. The client learns the price, but the duration in the calendar stays the same and the blow-dry does not fit into it.

Try this · Try it

After setting up variants, try booking the longest variant at the end of the day. The system must not offer a start time after which the service would end after closing time.

The booking system for hair salons page shows how variants and service durations look in a system built for hairdressers.

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13.Rescheduling a booking

Moving an appointment is routine. A client gets in touch to say they cannot make it, or you need to move the appointment yourself. What matters is that the rescheduled booking keeps its real duration.

Why this matters: a client has booked a colour with blow-dry for 90 minutes and moves it to another day. If the system used the service's basic duration when rescheduling, say 60 minutes, the new booking would block only one hour. Someone else could then book the remaining half hour.

A correct reschedule therefore:

  • keeps the duration and the variant the client originally chose,
  • checks that the new time is free for the whole duration,
  • respects working hours, breaks, blocks and buffers,
  • sends the client a notification with the new time.

In YourSalon, a rescheduled booking keeps its original duration, whether the client moves it via the link in the email or you drag it to a new time in the calendar.

Rescheduling by the client online

When clients can move an appointment themselves, they do not need to call and you do not need to look for a replacement time. Set a cut-off for when this is possible (for example 24 hours in advance) so that the freed slot can still be filled. More in the article on self-service rescheduling.

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14.Cancellation policy and no-shows

No-shows cannot be eliminated completely. They can be reduced, though, by removing their ordinary causes: the client forgot, or did not know how to cancel.

A sensible approach has four layers. Start with the first and add the next ones only if the previous ones are not enough:

  1. Reminder. An email, text message or notification a day or a few hours before the appointment.
  2. Easy cancellation. The confirmation and the reminder include a link the client can use to cancel without phoning.
  3. Online rescheduling. A client who cannot come picks another time straight away instead of simply not turning up.
  4. A deposit or prepayment, but only where it makes sense: long and expensive services, new clients, repeated no-shows.

None of these layers has good data from salons themselves. The best-researched area is reminders in healthcare: a Cochrane review of eight randomised trials (2013) found that text-message reminders increase attendance compared with no reminder; the authors rate the evidence as low to moderate quality. The review covers text messages; it says nothing about email reminders. A salon is not a clinic, so only a comparison of your own numbers before and after you introduce reminders will show the real effect.

How to write a cancellation policy

A cancellation policy should be short, easy to understand and visible before the booking is sent, not only in the confirmation. A good policy answers three questions:

  • Until when can the client cancel or reschedule free of charge?
  • What happens after a late cancellation or a no-show?
  • How do they cancel? With a link, not with “give us a call”.

Example · Sample wording

“You can cancel or reschedule free of charge up to 24 hours before your appointment using the link in your confirmation email. If you miss your appointment without letting us know, we will ask for a deposit when you next book.”

Important · The legal side

Cancellation fees and deposits are agreements with a consumer. Their amount, the way the client agrees to them and refunds are governed by consumer law in your country. This guide is not legal advice. If you want to charge cancellation fees, have the wording checked.

Further reading: how to write a fair cancellation policy, how to reduce no-shows and deposits and prepayment. The no-show calculator works out what missed appointments cost you.

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15.Where clients should book

A booking system only works if clients can find it. What works best is one booking link that you put everywhere people look for you:

ChannelWhere to put the linkWhat to keep in mind
Websitea “Book” button in the header and next to the price listvisible without scrolling, on mobile too
Instagramlink in bio, link sticker in storiesthe same link everywhere, not two different ones
Google Business Profilebooking link or website linkcheck that it leads to booking, not to the home page
QR codereception, business cards, the station mirrorclients book their next appointment while paying
Direct linktext message, WhatsApp, emailfor regulars who want quick access

In YourSalon, every salon has its own booking link and a QR code you can download for printing. The booking system for salons page shows how it all works.

Common mistake · Two routes to one calendar

Using a different system on your website from the one on Instagram, or leaving “send us a message” on Instagram. Appointments then get arranged in two places, and a double booking is only a matter of time.

Further reading: your Google Business Profile, booking through Instagram and booking with a QR code.

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16.How to check that your booking system works correctly

The only way to find out whether your setup works is to go through it as a client. Run this test after the first setup and then after every bigger change: a new service, a new staff member, different working hours.

The client's booking journey

The client chooses a service, a staff member, a day and a time, and then receives a confirmation. A test booking should go through all five steps.
  1. Choose a service as a client, in a private browser window.
  2. Check the duration and price. Do they match the price list?
  3. Choose a staff member or “anyone available”. Are only the people who do the service offered?
  4. Go through the offered times. Are any of them over lunch, outside opening hours or in a blocked stretch? Does the whole service fit in before closing time?
  5. Make a test booking with a name and email address you have access to.
  6. Check that the time has disappeared. Open the booking page again: the booked time must no longer be offered.
  7. Reschedule the booking via the link in the confirmation. Did it keep its duration? Did the notification arrive?
  8. Cancel the booking. Was the time freed up? Were you notified?
  9. Test an exceptional day: a public holiday, time off or a shorter day. Is anything offered that should not be?
  10. Go through everything on a phone. A client coming from Instagram opens the booking on their phone. They must be able to finish without zooming in or hunting for buttons.

Try this · Tip

Name the test booking something like “TEST – do not process” so that nobody looking at the calendar takes it seriously, and cancel it after the test.

Other typical mistakes are summarised in the article on common booking setup mistakes.

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17.Final check: is your calendar set up correctly?

Answer 15 questions. The check runs only in your browser; your answers are not sent anywhere and nothing is saved. The result shows what you have set up well and what to work on first.

Is your booking calendar set up correctly?

For each question, choose the answer that best matches your setup. If a question does not apply to your salon (for example, you work alone), choose “Does not apply”.

Your answers stay in your browser and are never sent or saved.

  1. 1. Does every service in the system have a duration based on the real time it takes, including preparation?
  2. 2. Does the interval of offered times match the durations of your services?

    For example, 15 minutes for services of 30, 45 and 60 minutes.

  3. 3. If you take a lunch break, is the working day split into several periods?
  4. 4. Does every staff member have their own schedule?
  5. 5. Do staff schedules fit inside the salon's opening hours, or do you know that your system calculates the overlap?
  6. 6. Do you block training, private appointments and admin in the calendar in advance?
  7. 7. Is time for cleaning and preparation between clients counted exactly once, either in the service duration or as a buffer?
  8. 8. Are public holidays, time off and closed days entered in advance?
  9. 9. Are services assigned only to the staff who actually perform them?
  10. 10. Do service variants have their own duration and price?

    For example: cut, cut with wash, cut with blow-dry.

  11. 11. Can clients reschedule or cancel a booking online, without phoning?
  12. 12. Do you have a clear cancellation policy that clients see before sending a booking?
  13. 13. Do clients receive an appointment reminder?
  14. 14. Is your booking link on your website, on Instagram and in your Google profile?
  15. 15. Have you made a test booking as a client in the last three months (or since your last bigger change), including rescheduling and cancelling?

0 of 15 answered

Your result will appear once you have answered every question.

Checklist before you go live

Checklist · Before you send the booking link to clients

  • Every service has a duration based on the real time, including preparation.
  • The interval of offered times matches the durations of your services.
  • A working day with a break is split into several periods.
  • Every staff member has their own schedule inside the opening hours.
  • Cleaning is counted exactly once: in the service duration or as a buffer. Blocks handle one-off things.
  • Public holidays, time off and exceptions are entered at least as far ahead as clients can book.
  • Services are assigned only to the staff who perform them.
  • Each location has its own hours, staff and services.
  • Variants have their own duration and price.
  • Rescheduling keeps the booking's duration.
  • Clients can cancel and reschedule online.
  • Your cancellation policy is visible before booking.
  • Clients receive a reminder.
  • The booking link is on your website, on Instagram, in your Google profile and on a QR code.
  • You have gone through a test booking on a phone, including rescheduling and cancelling.

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Frequently asked questions

What is the best slot interval?

There is no universal best. Choose the largest interval that divides the durations of your most common services, including the buffer, without a remainder. With a mix of 30, 45 and 60-minute services that is 15 minutes; with 60 and 90-minute services, 30 minutes.

Should cleaning be included in the service duration?

Yes, if you do it after every client and it takes more than a couple of minutes. Include it either in the service duration or as a buffer, but not in both.

How do I set up a lunch break so that clients cannot book it?

Split the working day into two periods, for example 9:00–12:00 and 13:00–18:00. The system will then not offer any start time after which the service would run into the break.

What if a staff member works longer than the salon is open?

Check whether your system calculates the overlap of the opening hours and the staff schedule. If it does not, enter only the time when the salon is open into the staff member's schedule, and leave out any preparation or cleaning outside opening hours.

Does a salon need cancellation fees?

No. Before you introduce fees, try reminders and cancellation via a link, and compare your no-show numbers before and after. Consider a fee or a deposit only for long and expensive services or for repeated no-shows, always with clear rules and in line with consumer law.

How often should I check the setup?

After every bigger change (a new service, staff member or working hours), and otherwise once a quarter with a test booking as a client. At the start of the year, enter public holidays and known time off.

Sources and method

How we made this guide

This guide was prepared by the YourSalon editorial team. It is based on how booking systems calculate free slots (service duration, interval, working hours, buffer, blocks) and on everyday situations in running a salon. Times and prices in the tables are illustrative examples, not averages or recommended values. The text contains no statistical claims, except for the study on reminders, which we cite with its source and with the limitation that it comes from healthcare. Legal references are examples and do not replace legal advice. Where behaviour differs between booking systems, we say what to check. We mention YourSalon features only where we have verified them in the current version of the product.

  1. Directive 2003/88/EC concerning certain aspects of the organisation of working time, Article 4 (EUR-Lex)The EU minimum rule on rest breaks, referred to in the chapter on opening hours.
  2. MPSV: Přestávka v práci a bezpečnostní přestávka (§ 88 a 89 zákoníku práce), Průvodce pracovněprávní problematikouOfficial Czech guidance (in Czech) on breaks for meals and rest; the source of the Czech example in the chapter on opening hours.
  3. Gurol-Urganci I. et al.: Mobile phone messaging reminders for attendance at healthcare appointments. Cochrane Database of Systematic Reviews, 2013, CD007458The effect of text-message reminders on attendance. The data come from healthcare, not from salons.