In the past few years, the need for scheduling software designed for small businesses has risen significantly, with good reason. These applications enable small business proprietors to center their efforts on managing and developing their enterprises. They do so by automating several appointment management activities, including dispatching alerts and updates, monitoring accessibility, reserving meetings, and syncing calendars across various systems.
Best appointment scheduling software for small businesses
Calendly
Calendly is suitable for individuals, teams, small to medium-sized businesses, and even large organizations, and offers a user-friendly interface, quick adoption, efficient and smooth customer engagement, satisfied end-users, and crucial security measures.
Furthermore, the software is compatible with widely-used internet browsers, includes a mobile application that operates independently, merges with client management systems, and links to the PayPal and Stripe payment gateways.
Key features
- Ability to adjust appointment availability preferences
- Team scheduling
- Routing forms
- Customized communication workflows
- Scheduling embeds for company websites
- Real-time reporting for up to six calendars per user
- Meeting polls for events with multiple attendees.
- Appointment reminder message automation
- Thank you messages
- Round-robin balancing, where responsibilities are automatically shared among specified team members
- Appoint link-sharing via email
- Meeting time and detail coordination with co-hosts
Thryv
Thryv prides itself on catering exclusively to small businesses, going beyond just scheduling appointments. Their range of offerings for small business owners includes CRM, customer communication, reputation management, payment processing, marketing, document sharing, and storage solutions. Thryv aims to provide an all-in-one small business management platform accessible through a single online dashboard.
Customers can book their appointments using the company’s scheduling software, which syncs with the business’s calendar software to avoid double-booking.
Key features
- Supports multiple calendar options, including Apple iCloud and iCal, Google Calendar and Microsoft 365 , Exchange, and Outlook
- Administered using a web interface or a dedicated mobile app
- Supports public and private events and bookings
- Offers automatic reminder and follow-up messages
- Offers customer payment processing and financing
- Accepts digital payment methods, such as Apple and Google Pay
Squarespace Scheduling
Squarespace, which is popular for its user-friendly approach to website design and e-commerce management for small and medium-sized businesses, provides a comprehensive appointment management solution called Squarespace Scheduling. The company’s appointment scheduling service is available to anyone, whether or not they have a Squarespace website, and can be used with any web hosting service. All Squarespace Scheduling plans include features such as calendar synchronization, customizable payment options, invoicing, and automated reminder emails.
Squarespace obtained Acuity Scheduling, a comparable service, in 2019. Both services have almost identical features, yet Squarespace Scheduling is intrinsically accessible for current Squarespace users and accounts.
Key features
- Compatible with various third-party programs, including Microsoft, Square, Google, GoToMeeting, Stripe and PayPal
- Includes appointment, class and meeting scheduling and rescheduling
- Calendar syncing included
- Allows users to make deposits, pay invoices and sign up for subscriptions
- Discount offering options
- Events promotion
- Automated appointment reminders and follow-ups
- Intake forms
- Customizable appointment confirmation messages
- Support for face-to-face meetings with customers using GoToMeeting, JoinMe and Zoom
- Mobile app version available
- SSL encryption for data in transit, using data centers
Square Appointments
Square is a vendor well-known to numerous SMBs and offers them the opportunity to begin accepting credit cards. Its point-of-sale system, along with the Square Appointments software, combines scheduling, payment processing, and point-of-sale features into a unified platform.
Key features
- Mobile app version available
- Free online customizable booking websites that a subscriber’s customers can use to discover and schedule service
- Automated email and text reminders
- Google Calendar sync
- Resource booking
- Website integration
- Support for multiple locations and time zones
- Includes Square Assistant, an automated messaging component that can reply to, cancel and reschedule client appointments around the clock
- Support for Afterpay, the buy-now-and-pay-later installment payment solution
- Integration with various third-party software packages, including QuickBooks and Wix
Setmore
Setmore promotes “free scheduling software” with the added benefit of providing 24/7 automated online scheduling for its clients’ customers. Additionally, Setmore offers a range of features for small and medium-sized businesses to streamline their appointment workflows. Interested parties can try Setmore for free, and the company guarantees a full refund within 30 days if unsatisfied.
Key features
- Mobile, Windows desktop, and macOS desktop app versions available
- Booking page for customer self-booking
- All-in-one calendar for appointment scheduling and management
- Automatic email reminders, text reminders and booking confirmations
- Built-in payment processing
- Integrations with various third-party platforms, including Facebook, Google Calendar, Instagram, Microsoft 365, PayPal, Shopify, Square, WordPress and Zoom
- Omnichannel support via phone, chat or email
SimplyBook.me & SimplyMeet.me
Offering a unique strategy, a company provides two scheduling solutions that are separate yet comparable: SimplyBook.me and SimplyMeet.me. The global entity SimplyBook.me LTD, which has been certified with an ISO 27001 accreditation, initially introduced its scheduling software for appointments in 2009. After acquiring the Harmonizely CalDAV scheduling tool in June 2021, the business renamed this technology as SimplyMeet.me and currently offers both options. If SimplyBook.me appears overly complex for a company’s requirements, SimplyMeet.me provides a streamlined interface with less functionalities.
Key features
- Appointment-booking software for services-based companies
- Client-facing and administrative application versions
- Appointment reminders via text
- Email payment processing
- Integrates with various other platforms, including Constant Contact, Facebook, Google Business, Instagram, Microsoft Teams, PayPal, Stripe and Zoom
- Custom features such as support for coupons, intake forms, memberships and classes
- TLS 1.2 encryption with data backups stored on secure servers using encrypted data transfer
- HIPAA compliance via Business Associate Agreements and the adoption of corresponding required security workflows
- Server hosting within data centers that meet R82 and R81 APSAD security standards and comply with ISO 27001 requirements
Benefits of appointment scheduling software for small businesses
Simplifying the process of scheduling appointments: Utilizing appointment scheduling software can simplify the appointment booking process for small enterprises, enabling customers to book online, rather than having to visit or call the business in person. Consequently, it can save time and lessen the workload for business proprietors and employees.
By utilizing appointment scheduling software, customers can book appointments at their own convenience, from any location at any time. This can result in higher customer satisfaction and loyalty.
Appointment scheduling software aids in minimizing no-shows by sending automatic reminders to clients prior to their appointments, thereby increasing the probability of scheduled appointments being attended and promoting the efficiency of the business.
Certain scheduling software enables the acceptance of online payments, which presents a convenient solution for both the customer and the business. This feature contributes to time-saving efforts and eliminates the need to handle checks or cash.
Businesses can use certain software for scheduling appointments and managing their staff’s schedules. This approach can guarantee that there are enough staff members present to fulfill the demand for appointments.
How Appointment scheduling software improves the customer experience
The use of appointment scheduling software can enhance the customer experience by providing a more hassle-free and accessible method for booking appointments. Examples of ways in which this software can contribute to an improved customer experience comprise:
Appointment scheduling software provides the convenience of customers being able to make bookings from anywhere and at any time, without having to contact or physically visit the business during operating hours.
Appointment scheduling software has the capability to send reminders to customers via email or SMS prior to their appointments. This feature can minimize the occurrence of missed appointments and ensure that customers attend their scheduled appointments.
Certain appointment scheduling software provides customers with the ability to pay for appointments online, offering a more convenient solution than paying in person or over the phone.
Appointment scheduling software usually empowers customers to browse through available appointment slots and select the one that suits them the most, thus enhancing their satisfaction by enabling them to pick a convenient time.
By using appointment scheduling software, customers can benefit from a streamlined and effective process of booking appointments, ultimately enhancing their experience.
In general, the utilization of appointment scheduling software can enhance the customer’s experience through its capacity to simplify and provide convenience while booking and attending appointments. This could result in a heightened degree of customer contentment and dedication.
What to Look for In Appointment Booking Software
As you are aware, there are people who are not at ease with using email addresses. This applies particularly to those in the informal sector and retired professionals who are not familiar with the internet. For this group, requiring them to book appointments using solely an email address will result in unnecessary difficulty.
The use of a mobile number as a means of identifying customers is now commonly accepted in the digital age where mobile devices reign supreme. This convenient approach allows customers to book appointments more efficiently, eliminating the need for unnecessary communication and simplifying the entire process for all parties.
Several significant factors should be taken into account when selecting appointment scheduling software suitable for small businesses.
The software must be capable of integrating with your company’s current calendar platform, such as Google/GSuite/Outlook/Office 365 Calendars.
Additionally, it ought to possess an intuitive interface that enables small business owners or their clientele to effortlessly book, modify, or terminate appointments.
Additionally, it ought to provide adaptable scheduling alternatives.
One crucial feature is providing clients with the option to schedule appointments through their email or phone number, eliminating the need for unnecessary messaging. This feature should also offer flexibility.
Having a pre-installed email and text message notification feature is essential in making sure that appointments are remembered and not overlooked.
In the end, it must be reasonably priced.
Ease of Use
A crucial factor in appointment scheduling software is its user interface, which should be easy to operate for improved user experience. The ideal software should allow you and your clients to easily schedule, postpone or cancel appointments. It should feature an intuitive and effortless interface for smooth navigation. Additionally, consider acquiring customizable software that satisfies your business requirements. Ensure you go for software that can be easily personalized to meet your business needs.
Appointments Scheduling Flexibility
Clients should have the option to schedule appointments themselves, either online or in person, without the need for exchanging multiple messages or emails. An ideal system would provide ease of use, enabling both business owners and clients to smoothly schedule, reschedule, or cancel appointments.
The scheduling software should be capable of accommodating all appointment combinations, whether they be one-on-one or group meetings, team sessions, or held online or in person.
It is crucial to have appointment reminders to guarantee that your appointments run smoothly. Search for a platform that provides reminders through email and text messaging to avoid missing any appointments for you or your clients.
In order to minimize no-shows and ensure top-notch appointments, there must be a payment collection option at the time of booking.
Customization and Automation
The software used for booking should assist you in sharing your scheduling links with clients wherever they come across your business. This includes embedding booking links on your website or adding them to emails, text messages, WhatsApp, or your social media profiles.
As part of the appointment booking process, there should be a provision for a personalized intake form that permits you to obtain the specific information you require from your clients.
The system ought to possess the feature of displaying your desired availability instead of displaying all your availability. It should also offer the choice of setting a lead time to ensure that you have sufficient time to prepare for your appointments.
The software needs to have the capability of automatically detecting time zones and supporting video conferencing for international clients. Additionally, it should offer the choice to set a fixed time zone for face-to-face meetings, enabling invitees to view availability in your local time zone.
