One of the trickiest parts of running your own independent relief business? Managing your schedule. If you’re anything like I was at the beginning, you might feel like you’re piecing together shifts at random, scribbling dates on sticky notes, or double-booking yourself without meaning to. I’ve been there.
Now, my relief schedule stays fully booked months in advance. I always know when I’m working, when I’m off, and how much I’m earning. Having a clear plan keeps my business steady and helps me work hard without burning out.
In this post, I’ll walk you through exactly how I plan my calendar so I stay busy, paid, and sane. You don’t have to copy my system exactly, but I hope you find a few ideas here to make your relief life smoother too.
1️⃣ Know Your Limits and Goals
Before you even think about filling your calendar, figure out two things:
1) What do you need to charge?
Set your hourly or daily rate. If you haven’t done this yet, pause and get clear on it now. Relief Rover’s calculator is a great place to start.
2) How much do you need to earn each month?
Add up your living expenses, loans, savings goals, and anything else that needs to be covered.
Once you know your rate and your target number, it’s easy to calculate how many days you need to work.
I know exactly what I need to bring in each month to support my family and lifestyle. That number tells me how many days I should book. I like working an average of four days a week, with Sundays, every other Saturday, and all Thursdays off, plus at least two weeks of vacation a year. Knowing my baseline makes it simple to say yes or no to shifts.
2️⃣ Open Up a Calendar That Works
When I started, I used a giant paper calendar taped to my wall. It worked for a while, but I couldn’t exactly drag it to every clinic. Now I use two tools: my Ultimate Relief Vet Planner for weekly and daily details and a master calendar in Google Sheets for the big picture.
I keep a separate google sheet for each year (right now I have 2025, 2026, and 2027 all set up) with each month on its own tab. This helps me spot gaps and avoid double-booking, no matter where I am. Pick whatever system you’ll actually stick with — a solid calendar is worth its weight in gold.
Some people like Google Calendar or other apps for this. Personally, I only enter confirmed shifts there so they sync with my family’s calendar. For planning, I stick to Sheets because dragging around tentative shifts in an app can get messy.
3️⃣ Block Off Your Time First
This might feel backwards, but trust me: schedule your own time first.
When demand is high, it’s tempting to say yes to every shift and squeeze your personal life around work. Don’t do that. You’re a business owner, but you’re also a person. Block off your vacation days, regular off days, appointments, and anything else important to you before you start booking shifts.
I use color codes: green means I want to work, yellow means I might be available if the month allows, and red means the day is off limits. Once I know how many green days I have, I check that those days will hit my income goal.
4️⃣ Open Your Schedule to Clinics (About 12 Weeks Out)
I usually start booking shifts about three months in advance. Sometimes I’ll pencil in shifts further ahead for clinics I trust, but those dates stay flexible until we get closer.
When I’m about 10 to 12 weeks out from a new month, I email my regular clinics to ask what they need. I share which days I have available, but here’s my big tip: never hand your entire open calendar to one clinic. If they’re desperate, they might book you solid for weeks, which isn’t always good for you. A little variety keeps your month balanced and helps prevent burnout.
If you’re still finding your first clinics, check out my blog about the “4 S System” for advertising your relief services. It’s a great starting point to get your name out there.
5️⃣ Confirm Dates (About 6- 8 Weeks Out)
Once you and a clinic agree on dates, lock it in. I send a simple contract and a confirmation sheet through DocuSign so there’s a clear paper trail. This protects both sides and avoids confusion about what was promised. As soon as everything is signed, I mark it in my Google Sheet so I know we’re set.
6️⃣ Send a Friendly Reminder (1–2 Weeks Out)
Not every clinic needs a reminder, but for places I haven’t been in a while, I like to check in about a week before. A quick email or text keeps everyone on the same page and prevents any last-minute surprises.
7️⃣ Communicate Clearly and Kindly
Always double-check the details. Confirm daily hours, pay rate, lunch breaks, and any special instructions for the day. Be clear about your start and end times and how you’ll be paid. This is where that signed contract really pays off- no surprises means fewer headaches.
Set boundaries early and kindly. It builds trust and keeps misunderstandings to a minimum.
8️⃣ Keep It Organized
I track my shifts in Google Sheets, jot notes in my planner, and keep contracts and invoices in tidy folders. I also check my bookings every couple weeks to make sure I’m on track for my income goals and not creeping toward burnout.
Mistakes to Avoid
Even with a solid plan, it’s easy to slip into old habits. Keep an eye out for these common traps:
✔️ Overbooking yourself. Too many shifts will burn you out faster than you think.
✔️ Giving one clinic too much control. Mix up your month to stay fresh and flexible.
✔️ Skipping contracts. Always get shifts in writing to protect yourself and your income.
✔️ Ignoring red flags. If a clinic drains your energy or doesn’t respect your time, walk away.
✔️ Forgetting your own time. Your time off matters just as much as your booked days.
You’ve Got This
Managing your relief vet schedule takes practice, but once you build a system that works for you, it really can run like clockwork. I’d love to hear how you handle your bookings too — share your tips or lessons in the comments so other relief vets can learn from you.
If you’re ready to get more organized, my Ultimate Relief Vet Planner can help you map out your weeks, track income, and keep your contracts in order. And if you’d like extra support to build a relief business that works for you (instead of wearing you out), take a peek at my 1:1 coaching services. Together, we can build a plan that keeps you booked, balanced, and burnout-free for good.
You deserve a relief career you love. Let’s make it happen.