Table of contents
An online booking website with scheduling software is a must-have for any service-based business. Whether you run a salon, a medi spa or a fitness studio, your business likely depends on client appointments, so giving clients a simple, hassle-free way to schedule with you is essential.
But not all online booking systems are created equal. As you shop around for scheduling software, it’s important to look for a platform that offers the right functionalities for your specific business needs.
What should you look for in an online booking system?
The best online booking system will let you customise your appointments website, integrate easily with your social media profiles and other tools, send out automated reminders, be easy for both you and your clients to use on all devices and make staff management a breeze. Plus, it should have retail capabilities and the room to grow as your business does.
When assessing a current or future online booking software provider, here are the nine key features to look for:
- Website customisation
- Business tools and social media integration
- Automated reminders
- Mobile-optimised and user-friendly interface
- Payments processing
- Staff scheduling
- eCommerce capabilities
1. Website customisation
The online booking platform you choose should allow you to customise the appearance of your appointment website so that it reflects your business’ brand – without any coding involved. You should be able to select the colours, layout, font style and themes that optimise your site’s appearance and create a strong first impression for your customers that shows what you have to offer.
Whether you’re looking to create a booking landing page for clients coming from social media and email referrals or you need a booking system added to an existing site, Square Appointments provides the tools you need to easily create a booking website, no matter your business type or size. Besides easy website customisations, Square Appointments offers helpful features such as third-party calendar syncing, booking widgets that are compatible across hosting platforms, SEO tools, and analytics on website and business performance.
2. Integration with other business tools
As you’re selecting an online booking system, it’s a good idea to make sure the platform has the ability to integrate with all the other tools you need to run your business. If you have an existing website that you need to add a booking integration to, be sure that the online booking tool is compatible and user-friendly. If your goal is to eliminate the number of systems and tools you need to run your business, make sure the online booking system you choose can run seamlessly with your calendar, point of sale, client management tools or staff management functions.
Square Appointments seamlessly integrates with third-party apps like Xero, Mailchimp, Wix and JotForm, along with all Square tools you need to operate your business smoothly – like a point of sale, client management software, team management tools, online store, and marketing features like automated email campaigns and gift cards.
3. Automated appointment reminders
Appointment reminders can be the difference between clients showing up for their appointments on time and late or no-show appointments. But manually sending appointment reminders is time-consuming and error-prone, so it’s essential that your scheduling software sends automated appointment reminders to clients so you don’t have to.
With Square Appointments, you can set up automated, custom appointment reminders for customers via text or email, and you can add a cancellation or no-show fee as part of your policy to safeguard your business and your staff’s time.
4. User-friendly booking functionalities
Since the goal of your online booking website is to make it as easy as possible for clients to make appointments with you, consider the following as you choose the best online booking system that will best suit your business:
- Customers may need to book multiple appointments with different members of your staff in a single visit, so look for an online booking platform that offers this functionality.
- Some clients prefer to book recurring appointments and store their payment information to expedite the scheduling and checkout processes, so be sure your scheduling software supports this feature.
- Health, beauty and wellness businesses often need to store client information on treatments or preferences, so ensure the platform you choose offers the ability to attach client notes and files to their profiles.
Explore all of the user-friendly booking features that Square Appointments offers.
5. Payment capabilities
Booking itself is only half of the equation; once a client has booked, you’ll need to offer them a variety of ways to pay for their service. And the more payment methods you can offer, the better, as an increasing number of younger consumers prefer to pay with mobile wallets or buy-now, pay-later options for larger expenses.
You can take secure payments in many forms through the Square Appointments Point of Sale, including:
- Credit and debit cards
- Digital wallets, like Tap to Pay on iPhone or Tap to Pay on Android
- Next-business-day, same-day or instant transfers
- Buy now, pay later with Afterpay (online and in person)
- Key-in payments (from a phone or computer)
- Offline payments (if you lose internet connection)
- Physical or digital gift cards
Clients can keep a card on file for easy booking, and you can enable an automatic deposit for services or a standard cancellation fee.
6. Staff management options
Managing staff scheduling can be tricky, but booking tools that help handle the scheduling and operations for your entire team can make a big difference. Look for a booking tool that makes it easy for clients to schedule with their preferred staff member (or multiple staff members during the same visit), automatically splits tips or assigns commission among your staff members, and allows you to set different wage rates for staff with varying responsibilities or seniority.
You can even go a step further with Square Shifts: allow your staff to log in to individual employee accounts to view and manage their calendars themselves, or track your employees’ commissions and efficiently export those sales into a third-party payroll provider.
7. eCommerce and retail capabilities
Personal care and beauty businesses across the globe are launching new revenue streams to attract customers and boost profits. Whether that means selling retail products in-store or offering subscription packages or seasonal product drops online, having eCommerce and retail capabilities that integrate with your online booking tool can help drive new profits for your business.
Square scheduling software integrates with both Square Appointments Point of Sale and Square Online, so you can sell products and services in store and on your website. You can create a free, shoppable website with Square Online’s easy-to-use platform that allows customers to shop online or order online and pick up in store, and all inventory is automatically tracked in real time from both in-store and online sales.
8. Social media integrations and mobile compatibility
First, most customers are going to discover or land on your website from their phone, so it’s critical that your online booking system is mobile-friendly and easy to use from a phone or tablet. Not all booking platforms are designed with the mobile experience in mind, so make sure you choose one that is, like Square Appointments.
Second, most clients will visit your Instagram or Facebook profiles before making an appointment with you, so make it easy for them to book with you by adding a ‘book now’ button. Square Appointments integrates with your social media profiles to help you reach customers and let you receive bookings through Instagram and Facebook.
9. Ability to scale with your business
Finally, and perhaps most importantly, pick an online booking system that’s going to fuel your business growth, not hinder it. As your business grows and expands, you don’t want to be caught piecing together multiple technologies and systems to operate your business, which can ultimately create inefficiencies and a poor client experience.
Think ahead and consider the tools you may need as you grow. Maybe you’ll want to focus more closely on marketing or have plans to expand but will need a business loan to do it. No matter what you think the future holds for your business, it’s smart to select an online booking platform that offers a full ecosystem of tools to power your business through all stages, so you never outgrow the tools you started with.
Which booking system is right for your business?
| Platform | Pros | Cons |
| Square | All-in-one booking, payment, staff, & marketing tools; easy to use; strong integrations; great for all business sizes |
Limited advanced customisation for large enterprises |
| Calendly |
Quick to set up; a range of integrations; free plan for basic use |
Not ideal for businesses needing strong eCommerce or retail capabilities |
| Acuity Scheduling |
Simple to navigate; gift voucher and membership selling options; business tools integrations |
Some payment integrations require upgrades; no advanced analytics or custom reporting |
| Bookeo |
Integrates with many website builders and payment systems; automatic booking confirmations; can be run from any mobile device |
No free tier; interface can feel dated compared to newer platforms; no retail product capabilities without integrating with a third party |
For small businesses, Square Appointments stands out for its combination of online booking, payment processing, and business management tools in one platform. Larger enterprises may need more advanced customisations, transparent pricing, flat rate fees and an ecosystem of integrated tools that scale with your business; these features make Square Appointments the best online booking system for a variety of service-based businesses.
How to choose the best online booking system for your business FAQ
What features should I look for in an online booking system?
Look for website customisation, business tool integrations, automated reminders, user-friendly booking, flexible payment options, staff management, eCommerce support, social media integrations and scalability.
How much does an online booking system cost?
Pricing varies by platform. Some online booking software, like Square Appointments, offers a free plan with basic features in addition to paid plans with transparent pricing. Other platforms charge monthly or per-user fees for advanced functionality. Always review pricing tiers before committing.
What’s the best online booking system for small businesses?
The best online booking system for small businesses depends on your needs. Square Appointments is popular for its all-in-one approach, ease of use, and integrated payment solutions. Compare features, integrations, and pricing to find your best fit.
How do online booking systems work?
Online booking system software lets clients schedule, reschedule, or cancel appointments online, often via your website or social media. The system syncs with your calendar, sends automated reminders, and processes payments, all while streamlining client and staff management.
Choosing the right online booking software is one of the smartest moves you can make to streamline operations, delight clients and grow your business. Take time to evaluate your options and select the best online booking system for your small business that will support your goals today and as you expand.
