Find which appointments always run long
Weekly, see which services overrun their slot and by how much, with a suggested fix for your booking templates.
Operations · Salons and beauty · On a schedule · Updated
Works with
- Slack
- Calendly
- Cal.com
- Airtable
- Microsoft 365
Slack
Calendly
Cal.com
Airtable
Microsoft 365How do you find which appointments always run long?
To find which appointments always run long, set up a weekly Loop. Maito reads last week's bookings with check-in and checkout times, compares actual with booked length by service, finds the worst day, and suggests lengths that would prevent late starts.
How it's done today
The owner feels the day running late but has no numbers on which services cause it.
What Maito does
- Pull planned and actual times from the booking export
- Group overruns by service and stylist
- Estimate the knock-on delay to later clients
- Suggest new appointment lengths
Example
Loop run: Monday 8:00 AM · Weekly overrun review
Overrun review, Oct 12 to 17. Color appointments ran over 11 of 14 times, by 38 minutes on average. Everything else finished within 5 minutes of plan. • Balayage: booked 150 min, actual average 192 (6 of 6 ran over) • Root touch-up: booked 75 min, actual 79 • Worst day: Thursday, Bea's chair. Three balayages pushed four later clients 25 to 40 minutes late. Suggestion: set balayage to 195 minutes and allow one per chair before 2 PM. That would have avoided about 6 late starts last week. Catch: 4 of the overruns were toner add-ons booked as a separate item, so the booked length looked shorter than the real service. Source: the booking system export, check-in and checkout times.
@Maito agreed on balayage, leave root touch-ups alone.
Noted. I haven't changed anything in the booking system, so the 195 minutes applies once you update the template. 5 balayages are already booked next week at 150 minutes, including two back to back on Thursday Oct 22. Want that list?
Maito (8:00 AM):
Overrun review, Oct 12 to 17.
Color appointments ran over 11 of 14 times, by 38 minutes on average. Everything else finished within 5 minutes of plan.
• Balayage: booked 150 min, actual average 192 (6 of 6 ran over)
• Root touch-up: booked 75 min, actual 79
• Worst day: Thursday, Bea's chair. Three balayages pushed four later clients 25 to 40 minutes late.
Suggestion: set balayage to 195 minutes and allow one per chair before 2 PM. That would have avoided about 6 late starts last week.
Catch: 4 of the overruns were toner add-ons booked as a separate item, so the booked length looked shorter than the real service.
Source: the booking system export, check-in and checkout times.
Mara (8:12 AM):
agreed on balayage, leave root touch-ups alone.
Maito (8:12 AM):
Noted. I haven't changed anything in the booking system, so the 195 minutes applies once you update the template. 5 balayages are already booked next week at 150 minutes, including two back to back on Thursday Oct 22. Want that list?
How to set it up
- Ask your agent
“Every Monday at 8, look at last week's appointments in the booking system. Tell me in #salon-ops which services ran over their booked time and what length they should be.”
- Connect booking system
- Calendly
- Cal.com
- Connect spreadsheet
- Airtable
- Microsoft 365
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It can only measure what check-in and checkout times record. Missing timestamps weaken the numbers.
Questions
From your booking system, Calendly or Cal.com, or a spreadsheet in Airtable.
No. It suggests new lengths and you decide.
It flags them, since the booked length can look shorter than the real service.
