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How Availability Is Calculated in SuiteCal

When a client opens your booking page, SuiteCal automatically shows only the time slots that truly work for you. This article explains how those available slots are calculated so you can trust what clients see.

Updated over 2 months ago

The Short Version

A time slot is available only if all of the following are true:

  • You are scheduled to work that day

  • The service fits fully within your working hours

  • Buffer time is respected before and after the service

  • The slot does not overlap with any existing booking

  • The booking follows your lead time and advance booking rules

If even one condition fails, the slot is hidden.

Step 1: Your Working Hours Come First

SuiteCal starts with your business hours.

For each day:

  • If the day is marked as off, no slots are shown

  • If the day is active, SuiteCal uses your start and end times exactly as set

Slots are never created outside your working hours.

Step 2: The Selected Service Matters

Availability is calculated per service, not globally.

SuiteCal looks at:

  • The service duration

  • Buffer time before the service

  • Buffer time after the service

If a service cannot fully fit inside your working hours (including buffers), that time is not shown.

Example:
If your day ends at 6:00 PM and the service plus buffers would end at 6:10 PM, that slot is removed.

Step 3: Buffers and Gaps Are Always Respected

SuiteCal protects your prep and cleanup time.

It accounts for:

  • Buffer before the service

  • Buffer after the service

  • Any global gap you’ve set between appointments

These buffers are treated as blocked time, even though clients don’t see them.

This prevents back-to-back bookings that feel rushed.

Step 4: Existing Bookings Block Time Automatically

SuiteCal scans all existing bookings and removes any slot that would overlap.

This includes:

  • The actual appointment time

  • Buffer time around appointments

  • Gap rules between bookings

Cancelled bookings are ignored. Active bookings always block time.

This guarantees no double bookings.

Step 5: Booking Rules Limit What Clients Can See

SuiteCal also applies your booking rules:

  • Lead time
    Clients can’t book too close to the current time

  • Advance booking window
    Clients can’t book too far into the future

If a slot is outside these limits, it won’t appear even if you’re technically available.

Timezone Safety (No Surprises)

All availability is calculated using your business timezone.

Clients see times converted correctly to their own timezone, but availability logic always respects your local working hours.

This prevents early-morning or late-night bookings caused by timezone differences.

Why a Slot Might Not Appear

If a client asks why a time isn’t showing, it’s usually because:

  • The service duration doesn’t fit that day

  • Buffers push the service past working hours

  • There’s an overlapping booking

  • The slot is too soon or too far in the future

  • The day is marked as off

Nothing is randomly hidden.

What You Control

You can fully control availability by adjusting:

  • Business hours

  • Service duration

  • Buffer times

  • Booking rules (lead time and advance window)

SuiteCal recalculates availability instantly after any change.

The Key Thing to Remember

If a client can see a time slot, SuiteCal guarantees it’s safe to book.

No overlaps. No guessing. No manual checks.

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