Everything You Need to Know About Online Scheduling Apps

Are you wasting your time chasing down clients over email or the phone?

What if you don’t have money for a receptionist, so you’re stuck leaving your clients and running to the phone every time it rings?

If you’re a serviced-based business, like a hair salon or yoga studio, and you’re looking to:

• Save time
• Get more new clients
• Book more recurring appointments
• Keep up client communication

Simply put: Online scheduling apps save you time and make you more money.

What’s not to love?

What is a scheduling app?

Online scheduling apps, sometimes referred to as an online scheduling tool or scheduling software, is an online platform that streamlines the appointment booking process for service providers and their clients.

It allows you to manage all your appointments in one place, including scheduling and rescheduling, and (for some apps) transactions and charges related to those appointments.

Using an online scheduling tool is kind of like having a virtual front desk receptionist.

Some scheduling software — like Vagaro!— even syncs with your personal calendars, putting all of your scheduling needs in one place.

#1 software & app for beauty, wellness and fitness

START FREE TRIAL

Who are online scheduling apps for?

Any service provider — from dog walkers to spa owners to yoga instructors to tattoo artists — can benefit from online scheduling software to manage their appointments. Some examples: 

• Yoga instructors
• Hair stylists
• Tattoo artists 
• Personal trainers
• Nail artists
• Estheticians
• Cosmetologists and makeup artists
• Massage therapists

If your business relies on booking appointments with clients, you could benefit from the automation that online scheduling software provides.

How does online scheduling work?

Let’s start by going over your typical appointment booking process without a scheduling app.

1. A client finds your services online (hopefully) and scans the contact page to make sure you’re open. 
2. They call you, hoping you’re not with a client and have time to answer. 
3. If they’re lucky, you’re able to answer the phone. 
4. You’ll then play a particularly rousing game of dueling-calendars, trying to find a time that works for both of you. 
5. You’ll put the appointment into your calendar, hoping that you don’t make a mistake (we’ve all made them). 

Look at the clock.

That’s time you won’t get back.

And going through this for all 20 appointments you have to fill in a day? Yikes.

Online scheduling apps work by making this whole interaction seamless — and faster.

They can then book on their computers or phone without calling you.

The app shows them your available appointments, which get updated in real time, 24/7, without you having to lift a finger.

Once booked, clients and providers can edit, cancel, or reschedule appointments from any phone, without the back-and-forth.

The result is faster booking times but also a reduction of appointment no-shows.

What are the benefits of an online scheduling app?

Online scheduling apps make booking hassle-free.

As a service provider that gets paid by the hour, your time is a precious resource.

With automatic online scheduling, you have more time to actually help your clients during appointments. 

A 3-minute phone call to book an appointment doesn’t sound like much, but barbers can book on average 100 appointments a week.

Having to pick up the phone or get into an email chain is a barrier that will make many clients simply move onto the next provider — one who offers seamless booking that takes no time at all. 

Online scheduling apps allow clients to book from wherever they are on whatever device is most convenient for them, so they’re more likely to book instead of giving up in frustration and taking their business elsewhere.

You save time on booking appointments.

Remember that 3-minute call I mentioned earlier?

That’s the best case scenario, one that depends on the client picking up the phone, having their calendar available, and that you two can easily find a time that works for both of you.

If you have to make these calls for 20 appointments in a day, that’s at least an hour spent on scheduling — or another appointment where you could be making money.

Keep in mind that you’re not billing for the time you spend scheduling, so anything you can do to cut down on time spent on the phone helps your bottom line.

Online scheduling apps reduce no-shows and cancelations.

No-shows are one of the most frustrating elements of running a service business — you end up wasting an hour that could have brought in money.

Most scheduling apps should offer one critical feature to reduce cancelations: automatic text reminders.

You can accept payments online.

You want scheduling to be as easy as possible — but something else should be just as seamless: getting paid! Scheduling apps allow you to set up online payments for your services.

Having clients pay up front drastically reduces cancellations, and ensures that whether a client shows up or not, you’re still making money for their appointment time.

Vagaro even offers a contactless, self-checkout option for clients.

It allows your clients to pay for their appointment right from their own phone — eliminating that awkward tipping phase and getting your clients on their way quicker.

Online scheduling apps make booking more accessible.

Not only can clients book through your website on their phone, tablet, or computer, but easy integrations with other platforms mean clients can book on your social media accounts, too.

That way, clients can book you wherever they find you without having to track you down.

You can generate data that helps you get more clients and make more money.

Another added bonus of using online scheduling software is all the comprehensive data that apps track.

Did the 10% off deal fill up your Wednesday?

Is the student discount bringing in younger clientele?

These data metrics can show you how well your marketing efforts and deals are performing.

With this information, you can make deliberate marketing decisions based on your previous efforts, so you can repeat the success or stop anything that isn’t delivering.

The Takeaway

Online scheduling software can sometimes seem complicated and intimidating, but it shouldn’t be.

If you’re a service-based business owner looking to save time, then you definitely should consider using online scheduling software.

Remember, Time = Money!