Our most popular service by far is the Brazilian wax — which means we always want to make sure we have as many open Brazilian-sized appointment slots on our calendar as possible. That’s what maximizing the schedule is all about.
Why This Matters:
When clients book online, they often create awkward gaps in the schedule — like a 5-minute gap, then a 10-minute gap, then a 15-minute gap. On their own, none of these gaps are long enough for a Brazilian. But if we shift a few things, we can often combine those small gaps into a window large enough for a Brazilian service.
How to Do It:
Know the timing for each esthetician.
Brazilian services vary by esthetician: some need 20 minutes, others need 25 or 30.
Always check the Receptionist Esthetician Timing Sheet before making adjustments so you know how big of a window to create.
Look for opportunities to move appointments just a few minutes up or down to create the window size needed.
For example, if there’s a 10-minute gap before a service and another 15-minute gap after, that could become a 25-minute open window by adjusting the middle appointment.
Only move clients if doing so will open up a window big enough for a Brazilian.
Do not move clients just to create a 10-minute or 15-minute opening that won’t be usable.
This process is only for Brazilian wax windows, not for brows or other services.
If you need to text clients to ask if they’re open to moving their appointment, you must follow these guidelines:
Never offer just an earlier time.
Always offer either (1) just a later time or (2) both an earlier and a later time.
Offering only earlier times leads to problems — clients show up late and say they moved their appointment for you, which we don’t want.
Only text clients for Brazilian window adjustments.
Don’t move clients just to open up space for non-Brazilian services.
All communication must be noted in the appointment notes.
Format: 5/28 texted client to ask about moving to 2:45 or 4:20 — SF
Use the current date, what you asked, and your initials.
If the client shows any hesitation, do not move their appointment.
This includes:
“Let me check and get back to you…”
“I think I can… but I might have to shift something.”
“Maybe, but I’m not sure yet.”
Your response should always be:
“No worries at all — we’ll just keep you at your original time.”
End of story.
We are extremely clear that this is optional for clients, and we never want them to feel pressured or like they were doing us a favor