Setting up appointments with ease: picking the best client scheduling applications

Read time: 6 minutes

Setting up appointments with ease: picking the best client scheduling applications

Scheduling meetings with clients, usually, means a lengthy process of manually setting up appointments. That’s why businesses of all sizes are now turning to client scheduling applications, which make the whole task easier and faster. These apps provide organizations with an automated way to easily set up meetings with clients online, often in minutes.

Today, we’ll show you how to pick the right one.

Different types of client scheduling applications and how they work

Client scheduling applications come in different forms and serve different purposes. Some are software suites that offer multiple features, while others may be basic web apps with a few limited functions. Here’s an overview of the major types of client scheduling applications:

  • Online booking tools: These systems allow customers to quickly book appointments directly from your website. All they have to do is pick a time and date that works for them, and you’ll receive a notification.
  • Customer relationship management (CRM) systems: CRMs are designed to help businesses manage their customer relationships in one place. As part of their features, they usually offer appointment scheduling solutions as well.
  • Client management systems: These are specialized tools that enable businesses to manage customer data, create invoices, and analyze client activity. They also often provide users with a way to set up appointments with clients.
  • Mobile scheduling apps: Mobile apps offer customers the convenience of booking appointments on-the-go from their smartphones or tablets.

However, usually it’s best if you choose a client scheduling solution that’s tailored to your specific needs.

How to decide which application is best for your business

#1 Define your business goals

The first step in choosing the right application for your business is to define your business goals. What are you hoping to achieve with this application? Do you want to increase sales, improve customer service, or streamline your operations? Once you have a clear idea of your goals, you can begin to narrow down your options.

#2 Research your options

There are a wide variety of applications available on the market, so it’s important to do your research before making a decision. Read reviews, compare features, and talk to other businesses in your industry to see which applications they are using and why.

#3 Consider your budget

Another important factor to consider when choosing an application is your budget. How much are you willing to spend on this application? There are many high-quality applications available at a variety of price points, so it’s important to find one that fits within your budget.

“When deciding which application is best for your business, budgeting is crucial to keep in mind – it’s the fuel that powers your decision-making engine!”, says Steve Rose, Vice President at MoneyTransfers.

#4 Evaluate the features

Once you’ve narrowed down your options, it’s time to start evaluating the features of each application. What features are most important to you and your business? Make sure that the application you choose has all of the features you need in order to achieve your business goals.

#5 Consider ease of use

Another important factor to consider is ease of use. You want to make sure that the application is easy for you and your employees to use on a daily basis. The last thing you want is an application that is so complicated that no one knows how to use it! Another important consideration is to ensure that the application integrates with your existing productivity and security technology tools to eliminate any manual work needed to move data from one platform to the next.

#6 Test it out

Once you’ve found an application that meets all of your criteria, it’s time to test it out! Sign up for a free trial or demo account and see how easy it is to use the application and whether or not it meets all of your needs.

#7 Get feedback from employees

If possible, get feedback from employees who will be using the application on a daily basis. They can give you insights into whether or not the application is user-friendly and helpful for their work tasks.

“Gathering input from the team is like gathering a variety of ingredients to bake a cake. Each team member brings their own unique perspective and experience, just like different ingredients bring different flavors and textures to a cake. By collecting all of these perspectives, we can create a well-rounded and informed decision on the best client scheduling application, just like how combining all the ingredients creates a delicious and satisfying cake”, says Derek Bruce, Operations Director at Skills Training Group.

#8 Compare costs

Once you’ve tested out the application and gotten feedback from employees, it’s time to compare costs. How much does the application cost per month? Is there a discount for annual plans? Are there any hidden fees? Make sure you understand all of the costs associated with the application before making a final decision.

#9 Make a decision!

After considering all of these factors, it’s time to make a decision! Choose the application that best meets your needs and budget and get started using it in your business!

How to use the application once it’s set up

#1 Set up your availability

Even the best scheduling application will be useless if you don’t use it correctly. The first step is to set up your availability. Make sure that you enter the days and hours that you are available for appointments so customers know when they can book an appointment with you. It can be tricky at first, especially if you don’t have regular hours, but with a little bit of practice you should be able to get the hang of it quickly.

#2 Add services and service providers

If applicable, you can also add different services that your business offers and the various service providers who offer them. This will make it easier for customers to book the right appointment with the right provider.

#3 Set up notifications

Once the application is set up, you should also set up notifications. This will help ensure that you don’t miss any appointments or reminders by sending out automatic emails and text messages to customers when their appointments are coming up.

#4 Manage customer data

Data of customers is an important factor to consider when using a client scheduling application. Make sure that you have a secure and reliable way of storing customer data in order to protect it from hackers and other malicious actors. As an added bonus, this can also help streamline your customer service and make it easier for customers to book appointments.

#5 Monitor analytics

Analyzing data from the client scheduling application can help you spot trends and identify areas where you can improve. Some applications offer built-in analytics tools, while others require third-party services. Either way, monitoring trends in usage and customer feedback can help you make better decisions about how to use the application.

#6 Invite customers to schedule appointments

Once you’ve got everything set up, it’s time to let customers know that they can book appointments with your business. You can invite them through email, social media posts and other digital channels. After all, no matter how great the application is, it won’t do any good if customers don’t know about it!

#7 Check how to optimize

Finally, it’s important to keep an eye on how your application is performing. Do customers find it easy to book appointments? Are they experiencing any issues with the application? Regularly checking in on performance and customer feedback can help you find ways to optimize your client scheduling application and ensure that it continues to meet your needs.

Over to you

Would you recommend the client scheduling application you chose for your business? What factors did you consider when deciding which one to use? Share your experience with us in the comments below!


Get started with your own online booking system in minutes