How can I manage the timing of client bookings to avoid last-minute appointments and control bookings too far in advance?

Who is this article for?

You do not want a client to book a session that starts in 20 minutes, or a year from now? For each appointment type, Colib lets you set a booking window: the minimum notice (in hours) and the maximum advance (in days) accepted for online bookings.

This article explains where to set this window, how it is applied, and the related settings that also limit last-minute changes.

Before you start: the booking window is set on each appointment type, in Settings > Appointments (www.colib.io/settings?show=appointments). You need access to the practice settings to edit appointment types.

1Open the appointment type

1. Go to www.colib.io/settings?show=appointments. You can also click the Settings icon (gear) in the top bar, then Appointments in the Admin menu on the left.
2. Find the appointment type in its category and click the pencil icon on its row. If the appointment type does not exist yet, create it: the creation window has the same Direct booking section.

2Set the minimum notice and the maximum advance

1. In the window that opens, click the Direct booking section.
2. Check that Available for client booking and waitlist is turned on: otherwise clients cannot book this type online at all.
3. On the line Only accept reservations made between … hour(s) and … day(s) before the start of the appointment:
   • in the first box, enter the minimum notice in hours (for example 24: no booking for a slot that starts in less than 24 hours);
   • in the second box, enter the maximum advance in days (for example 30: no booking more than 30 days ahead).
4. Scroll down and click Save.

Repeat for each appointment type: each one can have its own window. For example, a short follow-up can be booked up to 2 hours before, while an initial assessment needs 48 hours of notice.

3How the window is applied

• Minimum notice — it is counted in hours from the moment the client looks at your booking page. With 24 hours, at 3 PM on Monday the first slots offered start at 3 PM on Tuesday.
• Maximum advance — it is counted in days: with 30 days, clients can book up to the end of the 30th day after today. Later dates show no availability.
• Where it applies — on your online booking page, when a client changes their appointment online, and for the openings offered to clients on your waitlist.
• Where it does not apply — you and your team can still create an appointment at any time from your scheduler.
• Default values — a new appointment type starts with 16 hours of minimum notice and 60 days of maximum advance. Both values must be at least 1.

Good to know

• Last-minute cancellations and changes — the booking window only controls new bookings. To stop clients from cancelling or rescheduling at the last minute, set Do not allow cancelling or rescheduling under … hours before the appointment in Settings > Scheduler (www.colib.io/settings?show=scheduler). See how to cancel an appointment.
• Buffers — in the same Direct booking section, Time buffer before the appointment and Time buffer after the appointment keep free time around each booked appointment on your booking page.
• Other ways to limit bookings — availability groups decide on which days and at which times each type can be booked, and the time between available slots sets how often slots are offered.
• Charging late cancellations — see how to charge no-shows and late cancellations.

Still have a question?

Write to us at support@colib.io, we will be happy to help.