Summer Vacation Scheduling: Block Time Off Without Losing Clients

Jun 12, 2025

2.5 min read

Summer is around the corner, and while your clients are booking beach getaways and weekend retreats, it's time for you to plan your break, too. But when you run a personal care or wellness business, taking time off isn’t always easy. You want to rest, but you also want your business to keep running smoothly.

This guide will help you manage your summer vacation scheduling the smart way. Whether you're a solo beauty professional or you run a busy yoga studio, we’ll walk you through how to block off vacation time, update your summer hours, and keep your clients in the loop, all without the stress.

Why summer availability planning matters

Taking time off isn't selfish—it's strategic. When you plan your summer break properly, you avoid last-minute cancellations that frustrate clients and cost you money. Setting business hours for summer well in advance shows professionalism and gives your clients time to adjust their schedules.

But if you’re thinking of waiting until mid-June to set your holiday hours, it might already be too late. Clients start booking their summer treatments early. By setting business hours for summer ahead of time, you avoid last-minute cancellations, prevent overbookings, and set clear expectations.

Here’s why now is the best time to plan:

Clients can schedule around your availability
You reduce the risk of missed appointments
Your team can coordinate their own time off

Your booking tool becomes essential during this planning phase. Instead of manually tracking who needs to reschedule, a proper appointment scheduling app handles the heavy lifting while you focus on communicating with your clients.

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How to block off vacation time the right way

Blocking time off isn’t just about choosing dates—it’s about making sure it’s reflected everywhere your clients book with you. Here's a step-by-step guide:

Step 1: Choose your dates strategically

Look at your booking patterns from previous years. Avoid blocking time during your typically busiest periods unless necessary. Many wellness businesses see increased activity in May and early June as clients prepare for summer events.

Step 2: Update your online systems first

Block off time in the calendar before announcing your plans. This prevents new bookings during your planned absence and gives you a clear picture of existing appointments that need attention.

Step 3: Create a communication plan

Draft your client communication at least 6 weeks before your break. Your message should include:

Exact dates you'll be closed
Last day to book before your break
Reopening date and availability
Alternative arrangements if needed

Best practices for managing time off for small business owners

You work hard all year—don’t feel guilty about taking a break. The key is managing it well:

Plan early: The sooner you decide, the smoother the process
Communicate clearly: Use client communication tools to keep everyone in the loop
Keep your team in sync: If you have staff, coordinate schedules together
Set temporary holiday hours: Reflect your summer schedule in your booking calendar

Common scheduling mistakes to avoid this summer

Even the best plans can go sideways if you overlook the details. Watch out for these:

Forgetting to update your booking link: Make sure it reflects your new hours
Not notifying regular clients: A quick message now saves a lot of back-and-forth later
Overlooking online booking availability: Don’t rely on memory—let your appointment calendar do the work
Cancelling last-minute: Good planning helps you avoid this altogether

Take the break you deserve—without missing a beat

Running a service business doesn’t mean you can’t enjoy the summer. With a few smart moves, you can take time off and still keep everything running smoothly. Use Reservio to:

Block time off directly in your calendar
Update your booking website in seconds
Coordinate staff availability

Need to stay in the loop while you're away?
With the mobile app, you’re always in control—whether you're at the beach, in the mountains, or just relaxing at home.

Enjoy your well-earned break. Reservio will handle the rest.