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How Do I Set Up Advanced Booking Settings in Clio Scheduler?

Clio Scheduler is available to customers with Clio Suite. If you'd like more information on this feature but are not currently a Suite customer, please Schedule a Demo.

Objective:

  • How do I configure available start times for Scheduler appointments?
  • How do I prevent last-minute Scheduler appointment bookings?
  • How do I set buffers between Scheduler appointments?
  • How do I set up restrictions when clients book appointments?

Environment:

  • Clio Grow 

Additional Information:

  • For more information on basic appointment booking settings, click here.
  • For more information on Clio Scheduler, click here.

Procedure:

Start time increments

This advanced setting lets you configure how often you’d like appointment start times to be available each hour.

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E.g. if you want Scheduler to display start times on the hour & half-hour, you would select a 30 minute increment; if you only want appointments on the hour, you would select a 60 minute increment.

 

  1. Go to Appointment Types tab on the Settings page
  2. Click on the “...” button for the individual appointment type you want to configure, and select Edit
  3. Click on the Advanced booking settings section
  4. Under Start time increments, select the frequency that corresponds with how often you’d like appointment start times to be available each hour.

Minimum advance booking

This advanced setting lets you configure the minimum number of hours required between the time of booking and the scheduled start time of the appointment.

min_advanced_booking.png

E.g. if you require a minimum of 4 hours between the time of booking and the scheduled appointment start time, you would set this to 4hrs. If you wanted to prevent same day bookings, you could set this to 12 hours (if your recurring availability window is set from 9am-5pm).

  1. Go to Appointment Types tab on the Settings page
  2. Click on the “...” button for the individual appointment type you want to configure, and select Edit
  3. Click on the Advanced booking settings section
  4. Under Minimum advance booking, set the minimum number of hours required between the time of booking and the scheduled start time of an appointment.

Appointment buffers

This advanced setting lets you configure buffer time before and/or after a scheduled appointment to prevent back-to-back appointments.

  • You can configure specific appointment buffers per appointment type 
  • You can configure distinct appointment buffers both before and/or after an appointment
  • You can choose the buffer duration from a dropdown menu (i.e. no custom buffer durations)

buffer_before_after.png

Buffers inform available time slots for appointments

Appointment buffers inform available time slots displayed by Scheduler in two instances:

  • at the moment of booking a given appointment 
    • e.g. if a 30 min appointment type has 15 min before and after buffers, Scheduler will only display available 30 min time slots that respect the full 60 min of available time required by that appointment type.
  • Buffers from previously booked appointments will also inform available time slots for future appointments (i.e. buffer time for separate appointments will not overlap)
    • e.g. if a booked 30 min appointment has 15 min before/after buffers, Scheduler will only display available time slots that also respect the before/after buffers associated with that scheduled appointment.

Buffers are not displayed on your Clio Manage calendar

  • Although buffer time is created when a new appointment is booked, it will not be displayed on your Clio Manage calendar (or any synced 3rd party calendars).
  • Buffer calendar events will not be created retroactively for past calendar events booked from a given Scheduler appointment type for which buffers are subsequently enabled. 
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