How to schedule grooming appointments efficiently

Master your calendar and keep your grooming tables productive all day.

Why scheduling matters in pet grooming

Unlike a haircut that takes 30 minutes regardless of client, pet grooming varies wildly. A Chihuahua nail trim is 15 minutes. A matted Goldendoodle dematting session is 3 hours. Without smart scheduling, you either overbook and stress out, or underbook and lose money.

Set breed-based appointment durations

Step 1: Categorize by size

Create service variations for each size:

• Small breeds (under 10kg): Yorkies, Maltese, Chihuahuas - 45-60 min

• Medium breeds (10-25kg): Cocker Spaniels, Beagles - 75-90 min

• Large breeds (25-40kg): Golden Retrievers, Labs - 90-120 min

• Extra large breeds (40kg+): Great Danes, Newfoundlands - 2-3 hours

Step 2: Account for coat type

Double-coated breeds (Huskies, Samoyeds) need extra time for deshedding. Add 15-30 minutes to standard times.

Step 3: Factor in condition

First-time or matted pets often need extra time. Consider offering a "First Groom Assessment" service at a higher rate.

Buffer time between appointments

Why buffers matter

• Clean and sanitize your table and tools

• Take photos for before/after portfolios

• Document notes about the pet

• Brief break to reset for the next dog

Recommended buffers

• Between small dogs: 10 minutes

• Between medium dogs: 15 minutes

• Between large dogs: 20 minutes

• After challenging grooms: 30 minutes

Managing multiple groomers

Separate calendars

Each groomer should have their own calendar. This allows:

• Individual availability settings

• Personal client preferences

• Fair distribution of high-value bookings

Assign specialties

Let groomers specialize:

• Sarah handles anxious dogs

• Mike specializes in hand-stripping terriers

• Emma does all the Doodle breed cuts

Clients can then book with the groomer best suited to their pet.

Handle walk-ins strategically

Set aside walk-in slots

Reserve 1-2 slots per day for same-day bookings:

• Morning walk-in slot (10am)

• Afternoon walk-in slot (2pm)

Waitlist for busy days

When fully booked, offer to add clients to a same-day waitlist. If someone cancels, you can fill the spot immediately.

Reduce no-shows and late cancellations

Automated reminders

Send reminders at:

• 48 hours before: Email and SMS

• 2 hours before: SMS only

Deposit requirements

Require deposits for:

• First-time pets (new clients are higher risk)

• Large breed grooms (bigger revenue loss)

• Weekend and holiday appointments (peak demand)

Cancellation policy

Be clear and fair:

• 24+ hours: Full refund or reschedule

• Under 24 hours: Lose deposit, can reschedule

• No-show: Lose deposit, must pre-pay next booking

Pro tips for grooming schedule optimization

• Block lunch breaks: Don't let clients book through your lunch

• Batch similar appointments: Do all small dogs in the morning, large in the afternoon

• Leave Fridays flexible: They fill up fast; hold some slots for loyal clients

• Track your actual times: If Doodle grooms always run 30 min over, update your durations