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9 Easy Website Changes to Enhance Your UX

By Gunjan Saini | Knowledge Base, Maintenance | No Comments

For a solid online appointment system, you need a website with a good user experience, or UX. The more easily a customer can navigate your website, the more likely they are to book an appointment. On the other hand, UX difficulties can frustrate customers and drive them away.

The good news is, you don’t need to tear down your website entirely to improve your UX. Small changes in the right places can make all the difference. These nine website adjustments are bound to improve your site’s UX:

1. Clearly Display Your Call to Action

If the goal of your website is to guide customers toward booking an appointment online, make it easy for them. Finding where to make an appointment shouldn’t be a treasure hunt; it should be front and center.

Place your appointment CTA in an obvious place, if it isn’t already. A large button with bold lettering will attract attention and make it abundantly clear where customers need to go to book appointments.

2. Adapt to Mobile

Not all of your potential clients will visit your website on a computer. More and more consumers rely on their mobile devices to do research, make purchases, and book appointments. If your website isn’t optimized for a mobile experience, you’ll be missing out on a lot of traffic.

There’s no need to create a whole app for this. Optimizing your website for mobile should only require a couple of tweaks. The layout will need to be slightly different for smaller screens, but the design and content can likely remain the same. Most content management systems will make sure your site is easy to navigate no matter the device.

3. Optimize Loading Speed

Run a test to check how long it takes for pages of your website to load. In particular, see how your online appointment system’s buffering time stacks up against your competitors’.

Long loading times discourage customers from sticking around and booking. They’ll either look for options elsewhere or opt to walk in instead.

A simple way to optimize your load speed is to compress any images you use. This is one of the leading causes of slow response time and one of the easiest to fix. More in-depth solutions, such as backend optimizations, can further improve your site’s performance.

4. Smooth Out — and Punch Up — Your Writing

Websites with beautiful designs and images immediately catch attention. But to persuade potential clients to book an appointment, you will need — as any preschooler can tell you — to “use your words.”

Headings and bodies of text should be easy to read, both in design and content. Text that is difficult or tedious to wade through will render your website almost useless.

You know the strengths of your business better than anyone, so express them in clear, engaging language. By laying out the benefits of an appointment with you in a concise and attention-grabbing way, you will guide customers to their first booking.

5. Tighten Up Your URL

On a scale from 1 (booknow.com) to 10 (supercalifragilisticexpialidocious.com), how long is your website’s URL? While bookmarks and autofill settings certainly help out with long links, short and sweet is usually the way to go. Customers can discover your website much more easily and can commit your site to memory when the URL is a manageable size.

There are many companies that buy and sell domain names you can use for your business. If your .com choice is already taken, consider a .biz as an alternative.

You can also use a service that shortens existing URLs when including them in online promotions. Whatever you can do to make your URL more manageable and memorable for customers is a must.

6. Keep It Simple

Customers attempting to navigate your website shouldn’t be forced to jump through hoops. Information and resources should be easy to access and locate. A complicated website will lead to a poor user experience.

That’s particularly the case when your goal is encouraging clients to schedule appointments. If setting up an appointment takes too many steps to complete, customers will bail out. Keep things simple, and you’ll encourage customers to return in the future.

7. Include Communication Tools

Want to click with your customers? Adding communication features to your website can really reel them in when they visit your site. The right tools can quickly guide visitors to exactly what they need. When you reduce the time it takes site visitors to find what they’re looking for, you increase user satisfaction.

For example, a chatbot can be programmed to respond to customers’ basic questions. These rapid responses will set the user up for success as soon as they access your site. If you get a lot of website traffic, you can even consider hiring live customer service agents to handle questions and concerns.

8. Add a Form

Forms are a simple yet effective tool for generating leads. Not only can you gather new customers this way, you can get feedback that reveals improvements you can make to your business.

Site visitors can use a form on your homepage to do something simple, like request email updates with promotions or coupons. You, in turn, can attach a survey to the form asking customers about their user experience. Act on their feedback to improve your UX and your general business operations based on their responses.

9. Incorporate Analytics

All kinds of website-related activity will yield useful data. Clickthrough rates, landing page hits, and conversions are all metrics that have value to your business. They also tell a story about your website’s user experience.

Set up an analytics tool that can start tracking key data for you. As you gather data, it will guide you to changes you need to make to your site. Whether the data points to some of the steps above or something entirely different, data-driven decisions are some of the most effective.

Customers are the lifeblood of your business, and these days, they increasingly come to you through your website. Ensuring your site offers a good UX is key to encouraging that first appointment and prompting repeat visits. So conduct a website audit and identify ways you can improve your user experience today.

How to Handle Appointments Safely During COVID-19

By Jon Bradshaw | Appointment, Business Tips | No Comments

Even as states and businesses open up once more, COVID-19 remains a major concern. To prevent another wave from decimating your company or driving customers away, you need to implement some basic safety precautions.

Maintaining social distancing guidelines not only ensures the success of an appointment during these uncertain times, but it also helps customers feel more comfortable booking a slot with your business.

You need paying customers to stay afloat, after all. Use this guide as a way to continue operations safely.

Keep Guidelines Posted

After so many months of the pandemic, you’d think that everyone would already know the drill. No matter how many times we’ve heard the guidelines, however, it never hurts to have a reminder.

For your business, it’s better to be safe than sorry. Posting coronavirus safety guidelines at your business serves two purposes: It offers needed safety information and indicates to employees and customers that the practices will be enforced.

When businesses make safety expectations clear at the entrance, customers have no excuse not to follow them. Post this information prominently, and maintaining social distancing becomes that much easier.

Require Face Coverings

The CDC considers face masks a vital tool in the fight against the coronavirus. What’s more, people who wear masks or face coverings are much more likely to follow social distancing guidelines than those who don’t. Mandated masks help prevent the spread of COVID-19 and remind everyone — pandemic fatigue notwithstanding — that precautions are still in place.

You will undoubtedly have customers who oppose a mask rule. Train your employees on the proper responses to prevent confrontations from escalating. Provide disposable masks at the door for customers who show up without a face covering, so they won’t have an excuse for not wearing one.

Rethink Your Waiting Room

Appointment-based businesses have designated spaces to accommodate walk-ins and allow customers to wait for their scheduled appointments. They strive to make these areas comfortable and welcoming to make the wait as painless as possible.

With social distancing measures in place, you’ll have to mix things up a bit. Start with your seating arrangements. Keep chairs six feet apart, per CDC recommendations; if seating is conjoined, you’ll need to tape off every other seat.

For the time being, you should also reconsider some of the amenities you offer in your waiting room. Magazines and coffee bars can be passing points for illness, so consider substituting a TV and individually packaged refreshments.

Space Out Appointments

It’s better to space out fewer customer appointments over the course of day than not to have any customers at all. Forgoing some business for improved safety is a sacrifice you’ll have to make to continue to endure during COVID-19.

With fewer appointments bunched together, you won’t have to worry about a crowd forming. That’s important because your socially distanced waiting area won’t be able to accommodate as many customers as it used to. When you keep everyone six feet apart, there’s less room to fill before safety precautions go out the window.

Even with spaced-out bookings, though, you should be able to keep yourself plenty busy. When customers feel safe and comfortable at your business, they won’t hesitate to book repeat appointments or recommend you to their safety-conscious friends.

Order Some Plexiglass

Plexiglass barriers are one of the most common solutions you’ll see businesses implementing during the pandemic. These barriers act as cough and sneeze guards, protecting employees and customers from accidentally infecting each other through airborne droplets.

Often used to separate cubicles or retail counters, plexiglass has seen a huge spike in usage over the last few months. Hair salons, for example, can use plexiglass sheets to separate customers seated next to each other at stylist stations. While customers still have to be masked up with their stylist, this added safety precaution can reduce virus spread in a droplet-heavy environment.

Apply Social Distancing Stickers

Floor stickers are another frequently seen adjustment that businesses are making. Each sticker is placed six feet apart to show customers where they should stand when waiting in lines. Stickers are inexpensive and easy to remove once COVID-19 has finally been laid to rest.

When dealing with customers who have appointments, you’ll need to check them all in as they arrive. Arrival times often overlap, especially when you also accept walk-ins. Having these stickers in place will help customers keep their distance in line to protect each other.

Ease Your No-Show Policy

Companies that rely on appointment bookings often have a no-show or late policy that customers must adhere to. This prevents customers who reserve appointment slots from disappearing, which wastes company time and prevents other customers from taking that slot.

This makes perfect sense in normal times, but during COVID-19, a layer of lenience might be called for. If a customer has any indication that they might be sick, encourage them to stay home without no-show consequences. Offer to reschedule appointments with no charge even if your policy states otherwise.

Sick customers will appreciate your flexibility and reward you with their business when they’re well again. Healthy customers will appreciate your commitment to helping them stay that way by keeping sufferers out of your waiting room.

Automate as Much as Possible

The less touching involved in an appointment, the better. You can reduce physical interaction by automating as much as possible. Processes that normally would be done by hand can be eliminated to reduce virus spread through contact and help maintain social distancing.

One of the best examples is payment methods. Allowing customers to pay online takes away the need to pay in person at your business. Card and cash transactions can spread germs just like any other contact, even if all other social distancing measures are in place.

While everyone’s health and safety is of extreme importance, your business is important, too. Social distancing offers the best of both worlds. By taking these steps, you will help keep your customers safe and your business running.

9 Tips for Promoting Appointment Policy Compliance

By Gunjan Saini | Appointment | No Comments

Want to Get More Done? Organize Your Thoughts

An appointment-only policy is supposed to benefit everyone. Customers who make appointments are seen sooner, while employees get a smoother workflow.

But what happens when customers won’t follow the policy? Even occasional non-compliance can spoil the system for everyone.

Turning away business isn’t the answer. But there are a few things you can do to encourage every customer to follow your appointment policy:

1. Put your policy front and center.

Before getting upset with customers who aren’t following your appointment policy, make sure people are aware of it. If your appointment policy is unclear or unposted, you can’t expect everyone to follow it.

Add your appointment policy to your website, social media, and the front door of your business. Print it in large, bold lettering that will be difficult to miss.

In case customers have questions about your policy, make sure they know who and how to ask. Include your phone number so customers can reach out to you directly.

2. Understand why violations occur.

So many problems can be solved simply by listening. Remember to take the time to communicate with your customers. Exercising empathy can help you connect with them and cultivate trust.

Through communication, you can discern why certain customers aren’t adhering to your appointment policy. Knowing is half the battle. The rest, of course, is explaining how the policy benefits everyone.

3. Explain the benefits.

One reason customers might not accept your appointment-only policy is because they don’t realize its importance. If you can convey the benefits in a way that resonates with them, they’re more likely to follow it.

An appointment-only policy means customers will experience shorter wait times. They won’t have to show up at your business early hoping for a spot; they just have to arrive in time to check in.

Plus, this policy lifts a burden off your employees. With walk-ins, workloads can be up and down. Trying to squeeze in last-minute requests can be stressful for your staff and cause problems for other customers.

4. Make it easy.

When making an appointment is a challenge, it’s no wonder customers would prefer to just drop in. If you find yourself struggling to get customers to make appointments, this may be your issue.

Making it easier to book appointments can be as easy as updating your website. Make your booking link large and easy to locate. A user-friendly interface with few steps will simplify the process. You can also allow customers to book appointments through a variety of channels, such as through social media sites or over the phone.

5. Walk them through the process.

When a customer walks through your doors without an appointment, you don’t want to turn them away. Rejecting customers doesn’t benefit anyone.

Instead, explain to them that customers with appointments get first priority. You can then walk them through the process of making their own appointment.

Walking them through the process might take some time, but it’s worth it. They’ll appreciate your willingness to help, and they won’t have an excuse for showing up without an appointment next time.

6. Add a waitlist.

Sometimes, customers want an appointment at a time you can’t honor. Instead of rejecting them outright or booting another customer from their slot, add them to a waitlist.

Waitlists provide the best of both worlds: Your customers may get the time they want, if another appointment falls through. And while it may not be at the customer’s ideal time, you’re able to book more work.

Waitlisting is also a way to reward customers who book early and through the proper channels. Next time, waitlisted customers will think ahead.

7. Incorporate walk-in hours.

There are some customers who simply are unable to commit to an appointment. Either their schedule is too hectic, or they don’t know in advance when they’ll need your services,

To avoid alienating these customers, add some walk-in hours. Consider restricting walk-ins to only the afternoon or morning to avoid throwing a wrench in your appointments.

The answer to customers ignoring your appointment policy shouldn’t be to throw in the towel. But accepting walk-ins on a limited basis could help you accommodate customers in tough situations.

8. Implement no-show consequences.

To effectively enforce an appointment-only policy, you need to be prepared to address cancellations and no-shows. If customers don’t keep their end of the commitment, the whole process can fall apart.

Make sure your no-show policy is strict enough to get customers to keep their appointments, but not too harsh as to turn them away. Something simple such as pre-payment or a deposit can encourage customers to fulfill their commitment because of the financial implications.

9. Make it worth their while.

Got some repeat offenders? Implementing incentives for booking appointments not only adds to your customer experience, but can also tempt new customers to give your business a try.

Consider offering a discount to customers who book in advance, as opposed to walking in. Even a small treat at the office, such as a free coffee or snack, could encourage customers to follow the rules.

Don’t let a couple of rebels discourage you from continuing your appointment policy. Get everyone on board, even if it means having some hard conversations.

When to Say “No” to an Appointment Request

By Gunjan Saini | Appointment | No Comments

Businesses are built on loyal customer relationships. But what if even the most loyal customer is asking for too much?

You might feel that way with some customers’ appointment requests. Maybe they insist on a slot that’s unavailable, or perhaps they want to skip a critical part of the process. And while you don’t want to deny them, it’s sometimes necessary.

Saying “no” is about establishing and maintaining boundaries. Declining appointment requests protects your time and gives customers clarity about what you can and can’t do. At the end of the day, you don’t need to feel guilty saying “no” to a customer if their request would harm your business.

With that said, you must be careful about when you say “no” to appointments. In these situations, it’s perfectly reasonable to reject a customer’s appointment request:

1. When there isn’t space

If you don’t have room in your schedule, you simply can’t accept a new appointment. And with the COVID-19 pandemic, many businesses are required to by law their operating capacity. Making exceptions puts your employees and customers’ health at risk.

The good news is, this issue can be addressed with self-service scheduling software. Customers can see all your available appointments and choose one that works for both of you.

Beware, though, that some will call anyway asking for a spot. If you let one person bypass the scheduling system, others may follow suit. Don’t let that become part of your reputation.

Remember, you can always put a customer on a waiting list in case there’s a cancellation. Otherwise, say “no” to appointments when there’s no space. Most customers will respect your decision if you explain the circumstances.

2. When a drop-in would be better

Not every customer needs a full-blown appointment. If someone has a quick question, don’t bother scheduling a time slot. In this case, a drop-in works best.

Drop-ins can be difficult to manage if that’s not the way your business runs. But if you can accept the occasional walk-in, you can save appointment space for those who really need it.

Your solution might involve directing people to drop in on a case by case basis. Another option is to post guidelines on your website. Perhaps you use an interstitial page to share your drop-in guidelines with customers before they book. Empower customers to make choices that benefit everyone.

3. When they want to schedule too far out

A customer may want an appointment slot that is too far in advance. Perhaps they want to save a slot during a particularly busy time, or maybe they assume you’re booked far into the future.

It’s good for customers to be proactive. Unfortunately, a lot can happen in a few months, and you may be planning a major transition.

Avoid booking appointments when you don’t know what to expect. It’s better to simply turn down an early-bird appointment request than to call back months later to cancel on a customer.

4. When they want to schedule too close

Say a customer wants an appointment within an hour. You might have an open slot, but can you prepare in time?

Organizations like law firms and doctor offices need time to review case notes. They may simply not be able to provide a professional level of service with such short notice.

If that’s the boat your business is in, don’t be afraid to say so. Protecting your company’s reputation requires you to turn down requests that would result in sub-par work. Cutting it too close doesn’t result in a good outcome for anyone.

Instead of denying these customers outright, give them an alternative. If they won’t accept a later appointment, you might suggest a DIY solution or refer them to a partner.

5. When their request isn’t fair to other customers

If you have a customer that feels they should get their way at any cost, be polite but firm. It’s not just a matter of protecting your schedule; it’s also about treating your other customers well.

Think about how you’d feel if someone else scooped an appointment from you at the last minute. You’d probably think twice about scheduling another one at that business.

What about loyalty programs? They’re a way to reward customers. The special treatment in this case is unmerited and out of the ordinary. You may not satisfy this one customer, but your “no” does make a difference even if no one else acknowledges it.

Saying “no” to customers seems like the opposite of what a business should do. But sometimes it is necessary to do so with appointments. The “no” you say to one customer is actually a “yes” to another one.

8 Easy Ways to Make Customers Comfortable While They Wait for Their Appointment

By Gunjan Saini | Appointment, Business Tips | No Comments

There’s a lot that goes into fulfilling an appointment. In many ways, one person’s appointment depends on the execution of many previous appointments. And during busy times, every company falls on occasion.

When that happens, customers end up having to wait longer than expected. That can be frustrating for those who showed up early as well as those on a tight schedule. If it happens too frequently, customers may start showing up late or not arriving at all.

You may not always be able to shrink your customers’ waiting time, but you can enhance their waiting room experience. A good customer experience is what keeps people coming back, and the waiting experience is a big part of that.

It doesn’t have to be complicated or extravagant. Take a look at these simple ways to ease customers’ waiting anxieties:

1. Send reminders about waits.

Reminders should already be a meaningful part of your company’s scheduling practices. And if you monitor your appointments carefully, you can alert people when you start to fall behind.

A reminder about wait times helps customers mentally prepare. That way, they won’t be disappointed when they have to wait once they arrive. They may even opt to reschedule their appointment if they are in a time crunch.

The key is to be as accurate as possible with the reminders. Don’t underestimate the time they’ll have to wait. Instead, give yourself some room to exceed their expectations. Keeping a customer comfortable in the waiting room begins with making them comfortable with the idea of waiting.

2. Check your seating layout.

Aside from having comfortable seating in your waiting room, the way it’s arranged can also affect customers. No one wants to be cramped together while waiting, especially during the pandemic or if there are a lot of people in the room.

By moving some chairs and tables around, you can redesign your waiting area to be more comfortable. Simply declutter the area, space out your chairs, and make electrical outlets accessible.

Be sure to reorient your room in a way that breaks up the traffic. Doing so will probably involve some trial and error. Pay attention to where people tend to walk, and keep those areas clear. Make sure exits and entrances are clearly marked.

3. Let in some natural light.

Harsh or dim lighting can make a waiting room unbearable. Natural lighting can significantly reduce the fatigue that builds up from waiting.

If you’re able to, open the blinds and let in some light. On nice days, open the windows and use the screen door. If windows are scarce in your office, experiment with lights that imitate natural light.

4. Make Wi-Fi easy to access.

People tend to spend time on their digital devices when they have to wait. You are bound to get asked about the Wi-Fi connection.

Reduce the need for customers to ask by doing the following:

Name your Wi-Fi after your company.
Make the password visible for customers.
Include a guest Wi-Fi option.
Train the receptionist on Wi-Fi troubleshooting.

Surfing on cellular data while they wait may cost your customers money. Don’t underestimate how much that can get under their skin.

5. Provide refreshments.

Food and drinks can be a good way to ease a customer’s wait. You don’t need to break the bank, but do set out some light refreshments.

Water and coffee are standard. Go above and beyond by setting out juice, lemonade, or soft drinks. Set out a container of tea bags and an electric kettle.

Snacks are also a smart way to keep customers entertained. Fruit, nuts, and chips are great picks for an office environment. To satisfy your customers’ sweet tooth, you could set out donuts and other pastries.

Always make sure the display is tidy. Remove any food that’s gone bad promptly. Restock the display regularly.

6. Add art to the room.

While they wait, nobody wants to choose between staring at a blank wall or at other customers. Hang some art on the walls. Not only is it aesthetically pleasing, but it can actually cut down on the stress of waiting.

If you have a little money to spend, consider featuring art from local artists. Make sure whatever you choose represents your brand well. Switch up your art periodically to keep things interesting for your most loyal customers.

7. Set out reading materials.

Magazines are a staple of waiting rooms. But if you want to step it up, include books as well. To keep kids entertained, pepper in some comics and coloring books. Make sure all periodicals are recent so customers aren’t stuck reading through old news.

Go broad in your selection so that every client can find something they’re interested in reading. Before they know it, their wait will be over.

8. Take care of the kids.

Restless kids can be a burden to parents in a waiting room. Worse, they can disrupt the experience of other customers as well.

If you commonly have kids in your waiting room, create a play area. Colorful toys are a surefire way to keep children’s attention. If you’re lucky enough to have a playground outside the office, let them get some fresh air while their parents watch them from the window.

Patience is a virtue, but you shouldn’t test your customers’ limits. If you need to ask them to wait, do your part to help them out.

Top Appointment Apps For Scheduling Your Business

By John Rampton | Appointment, Scheduling | No Comments

Are appointment apps and calendar software a necessity? They are if you want to schedule and track appointments, accept online bookings from clients, and send appointment reminders automatically. The top appointment apps and calendar software programs are also useful in blocking off internal meeting times, organizing your schedule, and even accept deposits or prepayments. As a result you can save time while increasing revenue.

Here is our guide for what makes up an appointment app, why you should use an appointment app, and what to look for when you decide to add this tool to your business. We’ve also selected the top ten appointment app solutions for this year and into the future.

What is an Appointment App?

An appointment app is a convenient way for your clients or customers to schedule appointments. The application may also be referred to as online scheduling software or mobile booking software.

Many of today’s appointment apps go beyond just a basic scheduling portal. They now offer comprehensive business, calendar, and time management capabilities that add efficiencies for your clients, team, and business as a whole.

Benefits of Using an Appointment App

There are many compelling reasons to add an appointment app to your business:

Around-the-Clock Scheduling

Rather than only be able to take appointments during business hours because you rely on staff to create the schedule, you can use an automated scheduling system that can make appointments at any hour and any hour. Customers may not always be able to reach you during business hours. Or, they may prefer to make an appointment without having to call and then be placed on hold.

With 24/7 scheduling through an appointment app, your customers and prospects can schedule their appointment when it’s convenient for them. Doing so can help you attract and retain more customers.

An Enhanced Experience

The traditional appointments process can take a lot of time, with multiple back and forth communications about the best day and time. Even then, the appointment may not be set and require more time to reschedule. It can start to feel like a real hassle for your customer.

With an appointment app, your customers have access to a simple scheduling process where they can see the available time slots and reserve a time that fits their needs. They can also get reminders or use the system again to easily reschedule the appointment.

Increased Search Visibility

As a service business, attracting local customers may be your top priority. It’s important to have a strong online presence and appear in front of prospects on their search queries. Appointment apps can help you do that by integrating with search engines through Google Search and Maps so you appear when those customers look for your service..

More Business Insights

Appointment apps often include data analytics tools so you can learn more about your audience, such as your most popular service or the busiest days and times each week for your business. You can then take this data and make better business decisions about when to schedule employees, types of promotions, and more. A physical appointment book will never be able to reveal such business insights.

Time and Cost Savings

Removing a legacy appointment system that uses paper processes and consumes significant amounts of time can be a real savings for a small business. An appointment app eliminates paper costs and reduces manual processes, saving both time and money. Those savings can be applied to other parts of your business, allowing you to focus more on service as well as use the extra money to grow your enterprise.

Less Risk of Human Error

Humans make mistakes. For example, when scheduling an appointment, one of your employees might have transposed the numbers in a phone number or they added the customer to the wrong time slot. Multiple people could be using the same appointment book and double-booked in a time slot. Those human errors create dissatisfied customers.

An appointment app reduces those human errors by automating the scheduling process. The customer puts their information in while the app sends reminders and only schedules open time slots. Fewer human errors mean happier customers.

What to Look For in an Appointment App

Those benefits all lead to greater business success. The only problem is that there are hundreds, if not thousands, of appointment apps and calendar software to choose from. Here are some factors to consider when you researching the ideal appointment app for your business:

Ease of Use

It’s important to have an appointment app that your customers can immediately feel comfortable using. It’s got to be simple and convenient, including a clear process for scheduling an appointment with the fewest amounts of clicks and screens to navigate.

Booking and Attendance Features

The appointment app solution should include features designed to ensure that customers compete the booking process and actually show up for their appointment. Look for features like rescheduling, appointment confirmations and reminders, and waitlists.

Marketing Tools

The appointment app should also be able to help you get the most out of your marketing efforts. Features that can help you do this include a shareable booking link, search engine booking tools, and social media booking buttons.

Staff Capabilities

Along with customer service and marketing, you also want an appointment app that can help oversee your team. It helps to have an appointment app that can support multiple users so other team members can see or change anything in the app as well as plan the employee schedule for the week or month.

Payments

Although it is not a must, being able to integrate payment processing with your appointment app adds a new level to your customer experience and further reduces the labor required for your service business. It is especially beneficial for those businesses that take deposits at the time of booking, often used for late fees, cancellations, and/or “no-shows.”

Overview of Best Appointment Apps

Although our list of appointment apps may not include all these factors in every solution, you can’t go wrong with the following 10 solutions for 2020 and beyond. Here are the top ten appointment apps we selected and why each one stands out as an ideal tool for your business.

Appointment: Appointment app with longest track record of success
Calendar: Appointment app with powerful technology like machine learning for intuitive assistance
10to8: Appointment app with integrated payment processing
VueMinder: Appointment app made for Windows users
Setmore: Appointment app with a live call answering service
Grapple: Appointment app for scheduling meetings
Calendarwiz: Appointment app for sharing schedules with groups, teams, and clients
Evie: Appointment app that automates your entire meeting schedule and calendar management process
Square Appointments: Appointment app that embeds social channels in your scheduling process
Bookeo: Appointment app with text notifications

Now, dive in deeper to each of our top appointment apps for 2020 and beyond.

The Best Appointment Apps for 2020 and Beyond

1. Appointment

Considering that Appointment.com has been providing online appointment scheduling since 1999, you’d be hard-pressed to find a company with more experience in this area. What makes Appointment.com continue to stand out among other leading online appointment scheduling software is that the company continually evolves to meet their modern user’s needs.

Appointment.com comes packed with features like allowing customers to book an appointment with you 24/7 — even if you don’t have a website. Customers can also cancel or reschedule an appointment on their own. If you have several locations, employees, or services that’s not a problem either since Appointment.com handles these multiple options for you.

Additional features include the customers ability to pay through PayPal, allowing them to create gift certificates, and send out reminders via email or SMS. It also syncs with leading cloud-based calendaring solutions like Outlook, Google, and iCal.

If none of these features are right for your business, Appointment.com’s powerful API allows you to customize it to fit your specific needs.

Following a 30 day free trial Appointment.com offers plans starting at $29/month.

2. Calendar

If you want to meet with a client or your team, scheduling events can be a time-consuming process. Calendar can be a major time-saving assist for you.

With Calendar you simply share your existing cloud-based calendar, such as Google Calendar or Outlook, via email or an embedded link on your website. Those persons trying to schedule with you can then see your availability and pick a date and time when you are both free. After they’ve chosen a time, the event is automatically added to everyone’s calendar.

Even better, Calendar harnesses the power of machine learning. This means that it can analyze your previous meeting data to make smart suggestions on where, when, and what type of meetings to schedule.

You can currently sign-up for Calendar for free.

3. 10to8

If you’re tired of no-shows, then you may want to look into 10to8.

This online appointment software sends automated confirmation emails and SMS to clients. It also sends them reminders and gives them the ability change or cancel the appointment. Because it syncs with Google Calendar and Outlook all new appointments or changes are automatically updated in your calendar. If there are any questions or concerns, there’s a helpful two-way calendar-integrated chat so that you and your clients can address them in real-time.

10to8 also accepts online payments through PayPal, Stripe, SagePay without additional charges. You can also coordinate between multiple staff, calendars, rooms and locations seamlessly.

10to8 offers a free plan if you book fewer than 100 customers per month. If you book more than that, monthly plans start at $9.6.

4. VueMinder

VueMinder is a calendar program specifically designed for Windows users. Unlike some of the other apps and software you can view your schedule directly on the Windows desktop background. However, it does sync with Google Calendar and Apple Calendar. This means you don’t have to completely switch to Outlook.

That’s just scratching the surface. With VueMinder you can schedule daily, weekly, monthly, or annual events and appointments. You can also define tasks and break large tasks into smaller sub-tasks. Other useful features include the ability to store contact information, color-code your calendar, and create customized popup reminders. VueMinder will also send reminders through SMS and email.

While you can download a free version, access to more of the robust features require you to purchase the software starting $49.95.

5. Setmore

Setmore is the only online appointment scheduling calendar software that provides a built-in live call answering service. To ensure that appointments are kept it will then send out alerts and reminders. If an appointment must be rescheduled you can easily do so by using the software’s drag and drop feature where you just move the appointment to a new time slot.

What makes Setmore unique is that it integrates with Facebook, Instagram, Slack, WordPress, and Weebly. This gives your clients more opportunities to share your calendar with clients and team members. Thanks to Setmore’s mobile app, you can book, manage, and sync your calendar while on the go.

For those of you have have under 20 staff logins and calendars, Setmore is free. For larger businesses, plans start $25/month.

6. Grapple

One of the newer meeting schedulers on the market is Grapple Meetings. Through the app you can select various meeting times and then create a poll. Once you do a page is created where clients and team members can select the availability that works best for them.

Participants can then view what selection other individuals made. That may not sound important, but it makes scheduling and rescheduling for groups much more easier and efficient.

You can sign up for Grapple for free. Doing so gives you access to both it’s collaborative software and in-built meeting scheduler.

7. CalendarWiz

CalendarWiz is a customizable calendar that can be shared with groups, teams, or clients. Just simply create a single or recurring event and share it with invitees through email, your website or social channels like Facebook, Twitter, and LinkedIn. You can brand your calendar by changing the calendar colors to match your brand and adding your logo.

After an event has been created and shared, you can send an invite with a request to RSVP — you can also track who has accepted or declined the invite. Everyone will then receive automatic reminders and announcements to reduce no-shows.

CalendarWiz also lets you color code events, prevent double-booking with the self-service feature, and let your community suggest calendar events.

Following a 30 day free trial, plans start at $9/month.

8. Evie

Evie is an AI scheduling assistant that automates your entire meeting schedule and calendar management. How? Just Cc Evie whenever you mail attendees. Then ask Evie to help schedule a meeting or a call or to send out an invitation. That’s it. Evie handles the rest by finding an optimal time for everyone to meet based on everyone’s calendar.

Evie can then send out calendar invites and request meeting follow-ups automatically. More advanced features include the ability to include location information in emails, reschedule or cancel meetings, set meeting duration times based on your preferences.

If you schedule five meetings or less per month Evie is free. If you schedule more than five, you’ll have to choose a plan starting at $20/month.

9. Square Appointments

With the free Square Appointments your customers can book an appointment with you 24/7 via a free online booking website. However, Square Appointments can also be embedded on your social channels like Facebook and Instagram. Because it syncs with your calendar, your availability will always be accurate and up-to-date.

You can also prevent no-shows by sending clients appointment reminders through email or SMS. You even have the option to charge a no-show fee. And, if the client must cancel or reschedule the client can do so on their own — meaning no more back-and-forth emails.

With Square, you can also accept payments remotely.

10. Bookeo

Bookeo can accept client bookings from your website and Facebook page anywhere, anytime. It then sends out automatic confirmation emails and email and text reminders. You can also receive email or text notifications when an appointment is cancelled or rescheduled.

Furthermore, Bookeo allows you to customize your calendar. You have the option to set business hours, appointment lengths, and color-code your various services.

Bookeo also lets you accept online payments and can be integrated with your existing marketing tools like Google Analytics and MailChimp.

You can try Bookeo for free for 30 days. After that, plans start at $14.95 per user/month.

6 Tips for Scheduling a Stellar Event

By Jon Bradshaw | Scheduling | No Comments

The right event can change everything. Maybe it’s the conference that gives you a million dollar idea. Or the workshop that makes all your work goals fit together.

With that said, 18 million events are scheduled in the U.S. every year. How can you make sure yours is one to remember?

Getting the small things right makes a big difference. Be sure to:

Get the instructions right.

No one likes it when there are typos on the event invitation. Could you imagine showing up for an event and being told it’s actually another day?

When you write out your invitations, make sure to do so plenty of days in advance. This gives you time to proofread your invitation draft.

When you’re ready to review your work, begin by checking the basics: event location, address, time, and any instructions about parking. Then, proofread for spelling and grammar. Finally, have a second pair of eyes look it over to ensure everything is correct. That way, you can send it out with confidence.

Use the right tools.

If your event will have a lot of attendees, you’ll wind up with a lot of scheduling requests in your inbox. Those can take hours to sort through. Protect your company’s productivity by letting attendees RSVP themselves using scheduling software.

Think, too, about your event’s sessions. If you’ll be doing one-on-one consultations, ask attendees to book a specific time with you. That way, you don’t have dozens of attendees all trying to do their one-on-one with you at the same time.

Know your attendees.

Different types of events attract different types of people. It’s important to think through who’s going to be at yours. What level of knowledge will they have about the topics to be discussed? What pre-work might they need to do in order to get up to speed.

To understand your target audience, think about what type of business you are:

- Caterers & event planners
  You can plan food tasting and event planning events with potential clients. Give them the white-glove experience. Get tablecloths, put together swag bags, and appoint an experience manager.
- Nonprofit organizations
  Nonprofit events require a host of people for events: volunteers, paid employees, and external stakeholders. Scheduling software can help you spend less time on grunt work, and more time raising money for causes you love.
- Salons & spas
  Salons and spas have all sorts of different clients, but they do have one thing in common: a focus on beauty and wellness. Put together sessions centered on self-care. Use scheduling software to seek input about what would make your event maximally relaxing.

Shipping & retail
Shipping and retail stores are used to handling complex logistics. Be sure you invite product representatives, set up the space well for them, and give attending customers plenty of attention.
Send out invitations early.

How can attendees plan for your event unless the invitation is sent out early? A good rule of thumb is to give people at least three weeks notice to plan for your event. If you are planning a nationwide event, like a corporate conference, give at least a year notice.

To determine how much notice you need to give, put yourself in the attendees’ shoes. If they need to travel, then booking and planning everything will take more time. Conference, hotel, travel, food, and entertainment arrangements add up.

Smaller events, such as meetups, require less preplanning. Often, attendees just have to RSVP and show up. Small-scale events like meetups should still look professional, even if you don’t have to give attendees more than a few weeks’ notice.

Make it easy for others to meet with you.

If you’re the point of contact for an event, it’s important that you’re available. Imagine the horror if you accidentally double book yourself with two vendors. The solution is to display your availability on your calendar.

Here’s how you can do it:

Check your company’s availability
Leave your calendar availability open only during your work hours. This prevents you from planning a meeting during your personal time.

Make some hours off-limits.
You have a lot to do other than meeting with event staff. With your schedule in hand, pay close attention to when you’re busy, and block off hours when you want to focus on other tasks.

Set expectations

Whenever you meet with someone, you need to share:

An agenda
Meeting expectations
Who else might need to be in the meetings
The number to call or videoconferencing site to visit (if applicable)
Start and finish events on time

When the big day finally arrives, you need to keep a strict eye on the clock. You don’t like it when other people disrespect your time; don’t do the same to them.

Even if everyone hasn’t arrived at the designated start time, go ahead. If 90% of people are already there, it isn’t worth upsetting them for the 10% of latecomers. End either five minutes early or right on time. Don’t push the event beyond the time allotted, even if you aren’t quite finished.

Events are a lot of work to plan and put on. A little forethought can go a long way. Get the details right, and give your attendees an experience to remember.

Appointment Recognized as Top Scheduling App For Small Business by ReadWrite

By Jon Bradshaw | Appointment | No Comments

More small business owners, startup founders, and enterprise executives recognize that scheduling and appointments are a critical element necessary for providing an exceptional customer experience. They seek proven tech solutions that can help them deliver on these expectations without killing an often limited available budget for software investment.

Recognizing this need, ReadWrite, a top tech review and news site, recently tested and reviewed numerous appointment scheduling platforms and apps. In a recently published article, ReadWrite named Appointment to the top of its list of the 10 best appointment scheduling software for small businesses.

Among the accolades listed, Appointment was praised for its robust platform and comprehensive set of features ideal for service-based businesses with high volumes of appointments.

Other standout features noted in the article included the ability for Appointment to handle multiple departments, locations, and categories. SSL encryption, fine-grained access controls, reporting capability, and customization further set Appointment apart from other appointment scheduling apps.

ReadWrite also highlighted integration with PayPal, powerful API capabilities, gift certifications and discount cards, reminders and waitlists, and calendar syncing with Outlook, Google, and iCal.

Appointment was in good company with many other notable appointment software solutions listed, including Square Appointments, Appointy, and Calendar.

Read the entire article here.