Business Tools
Appointment Calculator
Calculate appointment scheduling and time slots. Estimate daily appointment capacity and booking optimization.
Use Appointment Calculator to get instant results without uploads or sign-ups. Everything runs securely in your browser for fast, reliable output.
Your results will appear here.
About this tool
Appointment-based businesses need optimal scheduling. Our Appointment Calculator determines how many appointments fit in your workday with proper buffer times.
Use for medical practices, salons, consulting services, or any appointment-based business. Accounts for appointment duration, buffer time, and breaks to maximize capacity.
Usage examples
Medical Practice
30-minute appointments with 10-min buffer
8 AM-5 PM (9h) = 13 appointments per day
Salon Services
90-minute services with 15-min turnover
9 AM-6 PM (9h) = 5 appointments per day
How to use
- Enter "Work Hours Start" and "End" times.
- Add "Appointment Duration" in minutes.
- Enter "Buffer Time" between appointments.
- Click "Calculate" to see daily capacity.
Benefits
- Calculate daily capacity
- Optimize appointment slots
- Plan buffer times
- Maximize bookings
- Prevent overbooking
- Improve scheduling efficiency
FAQs
How much buffer time should I schedule between appointments?
Standard buffer: 5-15 minutes. Doctors: 5-10 min (patient turnover), Salons: 10-15 min (cleanup), Consultations: 10 min (prep), Therapy: 10 min (notes). Buffer prevents delays cascading and allows bathroom breaks, documentation, and setup.
What is the ideal appointment length?
Match length to service complexity. Quick services: 15-30 min. Standard consultations: 30-60 min. Complex services: 60-120 min. Longer appointments = more revenue per slot but fewer slots. Find sweet spot between thoroughness and capacity.
How can I reduce no-shows?
Reduce no-shows by: sending reminder texts/emails 24h before, requiring deposits for first appointments, implementing cancellation fees, making rebooking easy, confirming day before, using online scheduling (reduces friction), and following up with no-shows to reschedule.
Should I overbook appointments?
Some industries overbook 10-20% to account for no-shows (airlines, dentists). Risk: multiple people show up causing delays. Better: maintain waitlist, charge no-show fees, and use reminders rather than overbooking. Overbooking damages trust and service quality.
What is the best appointment booking software?
Popular options: Calendly (simple, free tier), Acuity (feature-rich), Square Appointments (retail/services), Zocdoc (healthcare), Mindbody (wellness/fitness), 10to8 (multi-location). Choose based on: industry, features needed, price, payment integration, and calendar sync.
How do I handle late arrivals?
Policy options: (1) See them but shorten appointment, (2) Reschedule if >15 min late, (3) Charge no-show fee for excessive lateness. Post policy clearly. Some practices have "you're late, you wait" - serve next person on time. Balance customer service with respecting on-time clients.
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