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How to plan a buffer between appointments

Avoiding back-to-back appointments can help you stay on schedule, reduce stress, and ensure a smoother workflow. With Rosa Calendar, you can plan buffer time between appointments in different ways.

By using one of the 3 methods shown below, you can ensure a smoother workflow while maintaining flexibility in your schedule.

1. Include the buffer in the appointment duration

One simple way to create buffer time is to increase the duration for an appointment motive. For example:

  • If your consultation usually takes 20 minutes, you can set the motive duration to 30 minutes.
  • This automatically leaves 10 minutes of buffer time before the next appointment.

🔗 For more info check this article: How to adjust a motive?

⚠️ Keep in mind: Patients will only see the start time of their appointment in confirmation emails. However, if they add the appointment to their personal calendar using the invite.ics file, they will see the full duration you have set for that motive.

2. Plan separate time slots with some time in between

You can also plan separate time slots (same duration as your motive) and plan them x minutes apart. For example:

  • Create a time slot from 10:00 - 10:20 (when your motive's duration is 20 minutes).
  • Plan your next time slot from 10:30 - 10:50. 
  • This ensures that you have a 10 minutes buffer between each appointment. 

🔗 For more info check out this article: How to create time slots?

⚠️ Keep in mind: Flexibility is significantly reduced because you must define a separate time slot for each appointment linked to a motive(s) with a specific duration. This method only works if you work with appointments of the same duration.

3. Plan several leaves within a larger time slot

If you prefer to control when breaks occur, you can:

  • Schedule a larger time slot (e.g., 2 hours for morning consultations).
  • Within that block, create multiple small leaves for short breaks.
  • This method keeps your availability clear while preventing back-to-back bookings.

🔗 For more info check out this article: How to schedule leaves?

⚠️ Important note: Avoid this method if you use the Grouped Appointments feature, as the created leaves will override the grouping function.

 

ℹ️ Do you need more help? Ask your question in our Facebook Tips & Tricks group.