How to create an online booking system for your business

Tips For Local Business Booking Websites.

Having an efficient calendar booking system for online scheduling is essential for any business. This is especially true for small businesses so that customers can book your services on their own. Every resource is precious and you are counting on every customer having a good experience for future sales. Giving customers a way to book online appointments with a booking app is a necessity.
Online booking apps are a great way to save time and money. They help your business avoid double bookings, reduce customer frustration, and reduce no shows. Here we explain considerations for creating an online booking system that works for your business.

Jobs An Online Booking System Must Do

Your booking system must help with tracking customers, managing staff schedules, and streamlining the customer experience. With your reputation being tied to customer experience, you can’t afford the negative consequence of missed communication during appointment scheduling.

Choosing the Right Booking Software

The right booking software can make or break your customer experience. With the advent of technology, customers’ expectations for online booking calendars have increased drastically. Customers expect to be able to quickly access and make appointments, on their own terms, with an intuitive and user friendly booking system.

Here are some of the most common customer expectations when it comes to online booking calendars:


Customers and staff members want a calendar that is easy to use and has the information they need available in one place. This means they can check for availability, select appointment times and dates, book appointments, manage payments and more in one place.

Payment Processing

Customers also expect to be able to manage online payments seamlessly through the booking system. This could include paying upfront for services or scheduling recurring payments for subscriptions.

Customization Options

When customers book an appointment or service, they expect to be able to personalize their experience. They may need to be able to provid additional information such as contact details, the reason for booking and other special requests.

Compelling User Experience

Having a compelling user experience is essential for any online business. Customers want a well-designed interface that is visually pleasing with intuitive navigation. Features such as appointment reminders or live chat support can greatly help with booking completion.

What Features Does Your Online Booking System Need?

Your booking system for your business can be a make or break touchpoint for your customer experience. One that meets your business needs is important.
Different niches may need different types of appointments for their operations. Do you need to assign contacts? Do you need to schedule more collaborative appointments? Asking questions like these will help you choose the best online booking system for your business.

Many companies we have worked with are frustrated when the solution they purchase are not truly compatible with their other apps. We have helped our customers fix problems that happen when their apps don’t talk. Thes problems show up as: frequent double booking, lost leads, poor conversion rates, and incomplete data.

Having A Unified Platform Helps With Appointment Data Analysis

Having a unified platform to manage calendar bookings and customer data can be beneficial for any business, but especially for new businesses.
A unified platform enables you to easily keep track of customer information, appointments, payments, and more. It allows you to analyze appointment data to make well-informed decisions about your business operations.
Here are the advantages of having unified scheduling software.

Easier Time Tracking

With a unified booking platform, it is easy to keep track of time spent on each appointment or task from start to finish. Time tracking can help you make sure you are getting properly compensated. This allows you to better manage staff workloads and ensure that there is enough capacity for all customers without overworking employees.

Track Customer Interactions

Having all customer data in one place makes it easier for you to monitor customer interactions. You can see when people book an appointment and when the appointment has been completed. This helps with understanding customer preferences and catering services to their needs.

Analyze Your Performance

Having a unified platform for managing calendar bookings gives you access to deeper business performance insights.
You can review data such as:

  • How many customers have booked an appointment?
  • What days are the most popular
  • How many people cancel their appointments or no-show?

This data will help your team make better informed decisions about your pricing structure and other aspects of your business operations.

Set up Your Scheduling Tool

Once you have chosen a suitable tool, it’s time to set it up. During this step you will need to link it to your current payment processor. For your calendar to work with other applications it will need to be synced with your email service provider’s calendars. After that team members can be added.

Make sure you are able to answer questions about user needs to set up your calendar properly. Questions such as these will provide most helpful.

  • What are the technical requirements for sales and marketing metrics?
  • Does your company assign contacts to a representative?
  • Does your company need a unified calendar?
  • Is there an expectation for the calendar to assign leads?

Make sure you assign time slots and availability to avoid confusion or frustration. There is nothing more embarrassing than having to call up a customer to reschedule due to a booking error. Once a mistake has been made it opens the door to further scrutiny of your offerings and potential bad customer experiences.

Be Clear About Information Collection

You will need to decide what information you would like clients to provide when they book an appointment (such as their name and contact details). Do you have a booking fee that needs to be collected before they can book?

Map Your Customer Flow For Consistency.

It is helpful to map out your customer service flow to make sure you don’t miss something during setup. It is helpful to have an employee training standard to ensure consistent customer service and flow. We help our customers with this process to ensure this very crucial part of their lead generation is set up properly.

Automate Your Processes

The key to having an efficient calendar booking system is automation. Automation saves you time by doing processes such as email reminders, custom invoices, and other management tasks for you.

Automation allows customers to easily book online without having to go through a lengthy process. Using an automated system can reduce data duplication and centralize storage and retrieval for all appropriate employees to access.

Finally, automation helps ensure accuracy so that no double bookings occur or appointments are missed due to incorrect timing entries. Automation can provide timely instructions so as to not overwhelm new customers as well as send appreciation to long time customers.

Finalize the Setup

Once your online booking system is automated correctly, test everything out of course! Make sure everything is working properly before allowing people access to book appointments through your system. There’s nothing worse than trying a new system only for it not to work properly!

In conclusion, creating an efficient online calendar booking system can help save time and money. It is essential to provide potential customers with a great customer experience from start to finish!