Out of Office, Still in Control: Preparing Your Business for Time Away
Running a business doesn’t mean you have to be available 24/7, 365 days a year, even if it might feel that way.
Whether you’re planning a long weekend, a full vacation, or just some much-needed downtime, stepping away from your schedule is healthy and necessary. The tricky part? Making sure your business doesn’t grind to a halt while you’re off the clock.
Fortunately, with the right prep (and a little help from automation), you can hit pause without losing momentum—or clients.
Here are 5 tips to set your schedule, systems, and client expectations before you go out of office.
1. Block off your availability early
First things first: get your time off on the calendar as soon as possible. If you use online scheduling software like Acuity Scheduling, this takes just a few clicks.
You can:
Block off time when you’re unavailable: Enter a date and a time range, or block multiple out-of-office days with start and end dates. When clients book online, the times you’ve blocked won’t appear on your scheduler.
Adjust your availability for seasonal changes: If your schedule shifts during certain times of year—like summer months, school breaks, or holiday seasons—you can create custom availability to reflect your temporary hours.
Sync your personal calendar: Attending a friend’s wedding, a family beach day, or a long-overdue nap in a hammock? Calendar syncing prevents double-booking when you’ve got other commitments.
Planning ahead helps protect your time off and ensures clients only see the times you actually want to offer.
2. Set expectations with clear client communication
Let your clients know what to expect before they’re surprised by your absence. Keep things transparent and professional by updating all the places they might look for you with your out-of-office dates:
Your website or online booking page
Your automated emails (confirmations, reminders, replies)
Your social media bios or pinned posts
Use a clear message like “Our team is out of office July 4. Book ahead to secure your spot!” or “Please note I’ll be unavailable from September 12–19, but look forward to seeing you when I return.” Even a simple “Bookings closed: March 10-14” gives clients the clarity they need without discouraging them from booking.
If you work with long-term clients or multi-session services, it’s worth sending a brief, personalized heads-up to check in on any scheduling needs before you go.
3. Need to reschedule existing clients? Do it with care
If you already have appointments booked during your planned time off, don’t panic. Clients are usually understanding, as long as you communicate early and make rescheduling easy.
Here’s how to handle it gracefully:
Reach out directly to let them know you’ll be unavailable and offer a few alternative times.
If you use Acuity, rescheduling is simple—you can do it on their behalf or let them choose a new time themselves using your scheduling link.
Keep your message professional but kind, and if needed, offer a small perk (like a complimentary add-on or personalized discount) to preserve the relationship.
Out-of-office message example:
“Hi Sam! I just realized I’ll need to adjust our appointment on October 17 as I’ll be out of office. Would you be open to moving it to the following week? I’ve opened extra availability to make it easy to find a new time that works for you.”
4. Set a professional out-of-office message
Even with great prep, someone might still try to reach you while you’re out. A professional out-of-office message helps manage expectations and maintains your client relationships.
Here’s what to include:
Your return date or availability window
Whether you’ll be checking messages during your time away
A link to your scheduling page so clients can book ahead
Out-of-office message example:
"Thanks for reaching out! I’m currently out of office and will return on February 20. I’ll be checking messages occasionally and will respond as soon as I’m able. In the meantime, feel free to schedule your next session here: [booking link].”
5. Let your scheduling software do the work
While you’re out of office, the best scheduling software is still working hard to keep your calendar on track and your revenue climbing.
Here’s what Acuity Scheduling can manage while you’re away:
Send automated confirmations and reminders for future appointments
Accept payments and deposits (no manual follow-up required)
Collect intake forms so you come back to well-prepared bookings
Let clients reschedule themselves without needing to contact you directly
This means fewer emails piling up while you’re offline and fewer headaches when you return. And if you really need to check in on things while you’re away, the Acuity mobile app is perfect for managing your appointments on the go.
“We work from the beach, so the app has been a huge help to be mobile.”
Trust that it’s okay to take time off
It’s easy to worry about being unavailable, but time off isn’t a liability. It’s part of building a sustainable business. Your clients will understand. In fact, they’ll likely admire your boundaries and be more than happy to work around them, as long as they’re in the loop and have a smooth way to book once you’re back.
Want to hit the ground running when you return? Consider creating a special coupon code to share with your audience, whether it’s a thank-you for their patience or a fun “welcome back” promo to reignite interest (think: “BACKINTHECHAIR” or “SUMMERRESET”). It’s an easy way to drive bookings while you’re still feeling refreshed.
With thoughtful planning and the right tools, you can take a break without dropping the ball.
Acuity Scheduling: The only out-of-office coverage you need
From blocking off your calendar to automating appointment logistics, Acuity lets you step away without worrying your business will miss a beat. Set your out-of-office availability, communicate with clients on autopilot, and keep your booking process running while you recharge.
“Time is money, and if you’re saving that time with scheduling, that’s more time you can put into other things that you want to do. Other work if you’re a workaholic. Or, if you actually want to take time off, Acuity gives you the option to live. It gives you options.”
Start your free trial of Acuity today and let your schedule take care of itself (for once).
