How to set business hours in BookHero: the complete guide to schedules, time off and exceptions

The schedule is the invisible piece that makes the rest of the calendar work. When well configured, the system automatically prevents bookings during hours when you're unavailable - clients never arrive at a closed shop confused. When misconfigured, you get requests in the middle of lunch, on training days, on time off. Each error is a disappointed client and a booking you have to manually cancel.

Good news: configuring well takes 10 minutes initially and rarely needs maintenance. The system is simple - base schedule that always repeats, plus exceptions for specific cases. Here's everything you need to know.

The two concepts: base schedule vs exception

Mental rule: if it happens every week, it's base schedule. If it's one-off or occasional, it's an exception. Don't try to fit one-off cases into the base schedule - it'll generate constant maintenance.

Configure the base schedule

Practical example: typical barbershop setup

Time off and exceptions (one-off absences)

In Staff > Schedules > Time off, you add any one-off absence. Common types:

• National holiday (full day): complete time off that day.
• Training or conference (morning or afternoon only): partial time off.
• Personal commitment (medical appointment, family event): time off 2pm-4pm, for example.
• Long vacations (1-3 weeks): continuous block, simpler than adding day by day.
• Shop change, internal training, maintenance: full day or afternoon as time off.

When you set time off:

• System automatically blocks that interval for NEW bookings.
• Existing bookings in that interval are NOT cancelled - you just get notice for review.
• You decide whether to contact clients to reschedule (recommended on unexpected time off).

Team: each staff has their own schedule

If you have a team, each professional has their independent schedule. Maria can work Tuesday to Saturday 9am-6pm; John can work Wednesday to Sunday 12pm-10pm. The system cross-references everything automatically:

• Public page shows all hours when at least one capable professional is available.
• Client choosing a specific professional sees only hours when that one is available.
• Client choosing without preference sees the full collective window.
• Auto-assignment (random/round robin/least loaded) only assigns to staff active in that slot.

Base schedule vs calendar reality

The base schedule says when you're available to receive bookings. It doesn't mean every slot will have a client. Other important concepts:

Client sees AVAILABILITY on public page (schedule minus occupancy minus time off). You, on the internal calendar, see everything - free and occupied hours.

Changing base schedule: care with existing bookings

Changing base schedule only affects future bookings from the moment of change. Already-made bookings stay where they were, even if they fall outside the new schedule.

1. 1

   Before changing, see affected bookings

   On the calendar, identify bookings that will fall outside the new schedule. Note these for later management.

2. 2

   Make the change

   In Staff > Schedules > Base schedule, update. System confirms it applies to future slots.

3. 3

   Receive notice of conflicting bookings

   If there are already-made bookings within hours now outside the schedule, BookHero alerts. But doesn't auto-cancel.

4. 4

   Decide case by case

   For each affected booking, you decide: keep (you work exceptionally), reschedule (contact client), or cancel (last resort).

Typical mistakes to avoid

• Setting unrealistic schedule (e.g., 9am-10pm with no break) - system accepts, you'll burn out.
• Forgetting lunch break - clients book at 1pm and you skip lunch.
• Not updating for national holidays - clients book, you cancel, bad experience.
• Configuring schedule in wrong timezone - relevant if you serve international clients.
• Changing base schedule frequently - regular clients get lost.

Annual schedule checklist

Best practice: review the schedule 2x per year (early January and early September). Add known holidays, adjust for seasonality.

• January: list national holidays of the year and add as time off.
• January: plan summer vacations and add as time off block (even if uncertain, reserve time).
• September: review if schedule still makes sense or if you should adjust (e.g., increase peak hours).
• Before each upcoming holiday: confirm it's blocked.

Special cases

Frequently asked questions