For mobile grooming businesses, the exact arrival time for an appointment may vary due to factors such as traffic, route changes, or delays at previous appointments.
The Arrival Window feature allows you to provide clients with a time range for when the groomer is expected to arrive. This helps set clear expectations for your customers.
⚠️ Note
Arrival Window is only available for Mobile Grooming businesses
The main Arrival Window setting is available in the mobile app
What Is an Arrival Window?
The Arrival Window defines the time range during which a staff member is expected to arrive for an appointment.
The system automatically generates the arrival window based on the time range you set before and after the appointment start time.
Example
Appointment start time: 11:00 AM
Arrival window setting: 30 minutes before / 30 minutes after
Arrival window shown to the client:
10:30 AM – 11:30 AM
Types of Arrival Window Settings
There are two arrival window settings that control different behaviors.
1. Online Booking Arrival Window
Controls how arrival windows appear in:
Online booking slot display
Online booking related auto messages
📍 Location:
Desktop → Online Booking → Settings → Availability
2. Mobile App Arrival Window
Controls arrival windows used in auto messages for appointments scheduled manually in the system.
📍 Location:
Mobile App → Settings → Mobile Grooming Settings → Arrival Window
How to Set Up Arrival Window (Mobile App)
Open the Mobile App
Go to Settings
Tap Mobile Grooming Settings
Select Arrival Window
Toggle Arrival Window ON
Set the time range:
Before the appointment
After the appointment
You can select from 0 minutes up to 3 hours for both before and after.
Tap Save to apply the changes.
Sync Arrival Window with Online Booking
If Online Booking is enabled and you have arrival windows configured there, you may see a confirmation message asking:
“Would you like to apply this arrival window configuration to the online booking settings as well?”
We recommend selecting Yes so that your arrival window settings remain consistent across the system.
Including Arrival Window in Auto Messages
To show the arrival window in your automated messages:
Go to Settings → Auto Message
Edit messages such as:
Appointment Booked
Appointment Reminder
Insert the Start Time variable
This adds the variable:
{appointmentTime}If Arrival Window is enabled, this variable will automatically display the arrival window range instead of the exact appointment start time.
Example
Appointment scheduled for 10:00 AM
Arrival window setting: 30 minutes before / 1 hour after
The message will display:
9:30 AM – 11:00 AM
instead of 10:00 AM.
Online Booking Arrival Window
You can also configure arrival windows specifically for online booking.
📍 Location: Desktop → Online Booking → Settings → Availability
If you select Arrival Window as the slot display preference and set the time range, the system may ask if you'd like to apply the same configuration to the mobile app settings.
Selecting Yes keeps both settings aligned.
Arrival Window in Online Booking Messages
Arrival windows will automatically appear in online booking related messages, such as:
Booking request submitted
Booking request accepted
Make sure your message template includes the variable:
{appointmentTime}When arrival windows are enabled, this variable will display the arrival time range instead of a fixed time.
How Arrival Window Works (Hidden Rules)
The system automatically adjusts the arrival window so that it does not exceed staff working hours or the appointment time boundaries.
The arrival window is calculated using:
Appointment start time
Arrival window settings (before and after)
Staff working hours
Hidden Rules
1. Window Start Time (A)
The start of the arrival window:
Cannot be earlier than the staff's working hour start
Cannot be later than the appointment start time
2. Window End Time (B)
The end of the arrival window:
Cannot be later than the staff's working hour end
Cannot be earlier than the appointment start time
In Summary
The arrival window will always stay within both:
The staff's working hours
The appointment time
Examples
Example 1
Arrival window setting:
15 minutes before / 15 minutes after
Appointment start time: 8:15 AM
Staff working hours: 8:45 AM – 5:00 PM
Result:
8:15 AM – 8:30 AM
The window start time cannot be earlier than the staff's working hours.
The window end time cannot be earlier than appointment start time.
Example 2
Arrival window setting:
15 minutes before / 15 minutes after
Appointment start time: 9:00 AM
Staff working hours: 9:00 AM – 5:00 PM
Result:
9:00 AM – 9:15 AM
The start time cannot be earlier than the staff's working hours.
Example 3
Arrival window setting:
20 minutes before / 15 minutes after
Appointment start time: 5:30 PM
Staff working hours: 8:45 AM – 5:00 PM
Result:
5:10 PM – 5:30 PM
The window end time cannot be earlier than appointment start time. (in this case, appointment start time is later than the staff's working hours, it follow the appointment time rule).