Set Bay Buffer Time

Bay buffer time is the mandatory gap the scheduler places between two consecutive jobs in the same bay. When a job ends in a bay, the next job assigned to that bay cannot start until the buffer period has elapsed.

The default bay buffer is 15 minutes.

This buffer exists for practical operations reasons: a vehicle needs to be driven out, a new vehicle driven in, the bay swept or wiped down, the lift checked, and any tools from the previous job cleared. Without this gap, back-to-back bookings create a chronic bottleneck — the next job cannot physically start when the schedule says it should, and the entire day drifts.

The buffer applies globally across all bays. It is not configurable per individual bay in this release.

Who can set bay buffer time: Location Manager, Org Admin, Account Owner.

Set the bay buffer time

What the buffer does and does not do

What it does:

• Prevents the scheduler from placing Job B on Bay 3 to start the moment Job A on Bay 3 finishes.
• When an advisor tries to place a job in a bay, BayWise checks that the gap between the end of the prior job and the proposed start of the new job is at least the buffer duration. If not, the slot is shown as unavailable.
• When the AI scheduler suggests an assignment, it incorporates the buffer into its calculations automatically.

What it does not do:

• It does not add a visible “block” to the calendar grid. The buffer is an invisible scheduling rule, not a grey zone like a break time. The calendar simply has no job in that window.
• It does not affect jobs on different bays. If Job A is on Bay 2 and Job B is on Bay 4, there is no buffer between them — the buffer only applies when both jobs use the same bay.
• It does not affect technician scheduling. A technician could, in principle, start a new job on a different bay immediately after the previous job. The buffer is a bay-level constraint only.

Choosing the right buffer for your workshop type

Different workshop types have different bay preparation needs. Use these guidelines as a starting point:

Why body and paint needs a longer buffer: After a paint application or full respray, there is a physical process of moving the vehicle to a drying bay, cleaning overspray, inspecting the finish, and preparing the bay for the next vehicle. A 15-minute buffer is frequently too short. Many body shops find 25–30 minutes is the realistic minimum.

Why quick service can run tighter: A tyre bay or lube bay is designed for rapid turnover. The vehicle drives in, work is performed on a hoist or floor, the vehicle drives out. Bay preparation is minimal — clear the old tyres, wipe the hoist arms, and the bay is ready.

Mixed-service workshops: If your workshop handles both quick service and heavy mechanical work in the same bays, the buffer must be set for the highest-demand job type. A single global buffer cannot be optimised for both simultaneously. In this case, use 15–20 minutes and accept that quick service bays will have a slightly longer idle gap than needed.

What a buffer of zero means

Setting the buffer to 0 minutes means the scheduler allows Job B to start the exact moment Job A ends on the same bay — back-to-back with no gap.

This is not recommended for any workshop that uses physical bays with vehicles. However, it may be appropriate in a purely virtual or remote scheduling scenario where bays represent time slots rather than physical spaces.

If you set the buffer to zero and subsequently find that jobs are consistently starting late, the first thing to check is whether zero buffer is contributing to the problem. Increase it to 10 minutes and observe whether late starts reduce in frequency.

Multi-location considerations

Bay buffer time is configured per location. If you operate multiple locations with different service types — for example, a quick service location and a full-service body shop — you can set different buffers for each.

Switch to the relevant location using the Location Switcher in the top bar before making changes.

Common questions

Can I set a different buffer for each bay individually? Not in this release. The buffer is a single global value that applies to all bays in the location equally. Per-bay buffer configuration is not available.

Does the buffer affect how the AI scheduler assigns jobs? Yes. The AI scheduler treats the buffer as a hard constraint, the same as manual scheduling. It will not suggest a bay assignment that violates the buffer.

I increased the buffer but some jobs on today’s calendar look like they are too close together. Why? The buffer applies to future scheduling only. Jobs that were already placed on the calendar before you changed the buffer are not adjusted. You would need to manually move those jobs if you want them to comply with the new buffer value.

Can I set the buffer in hours rather than minutes? The field accepts minutes only. For a 30-minute buffer, enter 30. For an hour, enter 60.

We have one bay used only for vehicle storage while we wait for parts — should that bay have a buffer? If a bay is only used for holding vehicles rather than active work, the buffer matters less because you are unlikely to be assigning timed jobs to it back-to-back. However, since the buffer is global, it will still apply if you do assign jobs to that bay. You could consider setting the bay as a non-schedulable bay in your bay settings to remove it from the scheduling pool entirely while it functions as a holding bay.

What is a realistic buffer for a premium dealership service centre? Dealership service centres typically run 15–20 minutes. The bay preparation standards at a dealership are higher — bays are cleaned, seat and wheel covers are replaced, and a brief quality check is done before the next vehicle arrives. Some premium brands’ standards documentation specifies a minimum 20-minute bay changeover time.

Related pages

• Configure Operating Hours
• Configure Break Times
• Add and Manage Bays
• Use AI Scheduling
• Use the Calendar Grid