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10 Best Appointment Software For Small Business | Cloodot
10 Best Appointment Software For Small Business | Cloodot
10 Best Appointment Software For Small Business | Cloodot

10 Best Appointment Software For Small Business

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Published on September 12, 2023

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As a small business owner, staying organized and managing your schedule is crucial. Appointment scheduling software for small businesses simplifies this task, allowing small businesses to efficiently handle customer appointments. The software helps track appointments, send reminders, and automate confirmation emails, saving time and money while enhancing customer satisfaction.

Small businesses across various industries benefit from appointment scheduling software for small businesses, including professional services like:

  • Healthcare professionals like doctors, dentists, and chiropractors

  • Beauty services like salons and spas

  • Freelancers

  • Entrepreneurs 

  • Consultants

  • Legal and Accounting

Benefits of using appointment software for small businesses

According to a survey by Accenture, 70% of patients prefer health care providers with a self-scheduling option for preventative or follow-up care as opposed to those who do not.  

Appointment scheduling software for small businesses serves as an essential tool to automate tasks and has an undeniable positive impact on both businesses and customers.

  1. Enhancement of Customer Experience with Appointment Scheduling Software for small businesses

An appointment scheduling software for small businesses enhances the customer experience by offering convenient scheduling options, including last-minute appointments. Customers can book in-person or remote meetings on their terms, fostering convenience and satisfaction.

This software enables personalized experiences, exceeding customer expectations and building loyalty. It provides valuable insights into customer preferences and purchase behaviors, facilitating the design of highly personalized experiences for high-profile customers.

  1. Improving customers ease

Appointment scheduling software for small businesses simplifies the process of booking appointments, allowing customers to schedule at their convenience, from anywhere, and at any time. This results in heightened customer satisfaction and strengthened loyalty.


  1. Boosting efficiency

Did you know that scheduling or rescheduling an appointment over the phone takes approximately eight minutes? Multiply that by seven, and your staff could spend up to an hour daily on this task.

Managing schedules across multiple time zones and locations can be challenging. Online appointment scheduling software for small businesses enhances efficiency by handling appointments, reducing time-consuming email exchanges, automating calendar syncing, and allowing customers to manage appointments online. It's particularly valuable for minimizing employee downtime for service-based businesses, leading to improved overall business performance.


  1. Facilitating online transactions

Certain appointment scheduling software for small businesses offers the convenience of processing online payments, benefiting both the business and customers. This feature saves time and eliminates the need to handle cash or checks, streamlining financial transactions.


  1. Efficient staff scheduling

Some appointment scheduling software for small businesses enables businesses to efficiently schedule and oversee their staff's schedules. This functionality ensures that there are an adequate number of staff members available to meet the demand for appointments, enhancing operational efficiency.


Top Appointment Software in 2023

  1. Calendly 

Calendly is an intuitive and visually driven scheduling automation tool. It offers a swift setup process, earning a high ranking for user-friendliness on G2. With Calendly, you can create a scheduling link and share it with your desired meeting participants. They can effortlessly choose a suitable time, and Calendly's automation takes care of the rest, simplifying your scheduling experience.

Features:
  • Simplicity and Flexibility: Calendly offers an intuitive, visually driven scheduling automation solution that ranks highly for ease of use. 


  • Multiple Scheduling Options: Calendly provides various methods to create scheduling links, including your Calendly homepage, a browser extension (compatible with Gmail and LinkedIn Messaging), and a mobile app for Apple iOS and Android.


  • Sharing Convenience: Scheduling links can be easily shared via email, SMS/text, QR codes, and more, making it convenient for invitees to choose a suitable meeting time.


  • Customization: Users can customize meeting types or utilize Calendly's meeting templates to streamline appointment creation.


  • Integration Capabilities: Calendly can be embedded on your website as a booking page and integrated with CRMs like HubSpot and Salesforce. It offers numerous integrations and connections through Zapier.


How It Works:
  • Automated Scheduling: Calendly automates the manual tasks of scheduling. It syncs with your calendar, displaying available time slots for invitees. 

  • Efficiency Features: Calendly allows customization of working hours, setting daily meeting limits, and adding time buffers before and after events. It also displays availability in your invitee's time zone.

  • Analytics (in Paid Plans): Certain Calendly paid plans provide analytics on invitee engagement and scheduling activity, aiding in optimizing your scheduling processes for greater efficiency.

  1. Google Workspace Appointment Scheduling

Google Workspace provides an option for online appointment scheduling within specific editions. Unlike Google's appointment slots, which are typically used for internal bookings, this scheduling feature enables external individuals to conveniently schedule time with you. Importantly, customers aren't required to possess a Google account; scheduling occurs effortlessly through a dedicated booking page.

Key Features:
  • Advanced Booking Settings

  • Daily Booking Limits

  • Email Notifications

  • Seamless Google Integration


Pricing

Google's appointment scheduling is a valuable addition for small businesses already utilizing Google Workspace and primarily scheduling one-on-one appointments via Google Meet. 

3. Cal.com

Cal.com is your go-to scheduling solution, designed to make scheduling meetings a breeze. Whether you're an individual, part of a team, or need enterprise-level control, Cal.com offers the flexibility and tools you need. With features like automated notifications, easy rescheduling, and advanced routing, Cal.com takes the hassle out of managing appointments. Plus, it integrates seamlessly with popular calendar apps and video conferencing platforms, ensuring a seamless scheduling experience for everyone. Get started for free or explore premium options tailored to your needs. 

Key Features:
  • Effortless Scheduling: Set booking preferences, manage availability, and limit daily bookings.

  • Intuitive Booking Page: External invitees can book appointments without needing a Google account.

  • Team-Friendly Tools: Round-robin scheduling, collective events, and routing forms for seamless team scheduling.

  • Custom Integration: Supports various video conferencing platforms, custom availability schedules, and multiple time zones.

  • Webhooks for Automation: Streamline your booking flow with lightweight APIs triggered by different events.

Pricing:
  • Free Plan: Unlimited bookings, calendars, integrations, and community support.

  • Teams Plan: $12/user/month for advanced team features, round-robin scheduling, and more.

  • Enterprise Plan: Customized solutions for organizations with advanced security and support needs.

  • Platform: Contact for custom platform-focused solutions, ideal for embedding in various applications.


  1. Acuity scheduling

Acuity Scheduling, now part of Squarespace, offers cloud-based appointment scheduling for business owners. It empowers clients to book recurring appointments, fill out intake forms, and make advance payments. Features include coupons, add-on services, and versatile booking page-sharing options like direct links, embeds, buttons, booking bars, and QR codes. Acuity integrates seamlessly with popular apps such as QuickBooks, Salesforce, and Zoom.

Key features: 
  • Seamless website integration for convenient booking.

  • Accept payments via PayPal, Square, or Stripe, including tips.

  • Offer discounts with coupons and upsell retail products or extra services.

  • Business management with accounting, invoicing, and client management.

  • Customize client intake forms for streamlined information collection.

  • Send personalized appointment notifications to reduce no-shows.

  • Note: Some advanced scheduling features, like group appointments, may be limited in Acuity.


Pricing:
  • Starting Plan: $20/month for one staff/location.

  • Growing Plan: $34/month for up to six staff/locations.

  • Powerhouse Plan: $61/month for up to 36 staff/locations.

  • All plans come with a free trial period, lasting a maximum of one week.


  1. SimplyBook.me


SimplyBook.me is your 24/7 booking companion, designed to streamline the booking process across multiple locations. It ensures that both staff and clients stay informed with confirmations and reminders.

Key features: 
  • Create a personalized booking website that stands alone or integrates as a widget into your site.

  • Add booking Call-to-Actions (CTAs) to Facebook, Instagram, and Google Business Profile.

  • Accept credit card payments via integrated POS or payment processors like Stripe and PayPal.

  • Easily include coupons and upsells during checkout and track promotion performance.

  • Access an admin platform for appointment management, employee scheduling, and comprehensive control.


Pricing plan


  1. Appointlet

Appointlet offers a cloud-based appointment software for small businesses that enhances business connectivity with prospects through emails, landing pages, and sales funnels. Key features include individual or organization scheduling pages, automated reminders, support for multiple time zones, and seamless calendar integration.

Key features: 
  • Online Scheduling Page: Embed on your website or shared as a link for easy appointment booking.

  • Calendar Integration: Seamlessly integrates with your calendar, preventing double bookings.

  • Flexible Scheduling Options: Customize rules, time zones, and appointment lengths for global scheduling.

  • Limitations: No mobile number-based scheduling, WhatsApp integration, or dedicated mobile app.


Pricing plan

Premium Plan: Available at $8/user/month


  1. YouCanBook.me


YouCanBook.me is an appointment software for small businesses designed to streamline meeting booking, eliminate email back-and-forth, and prevent double bookings. Its user-friendly dashboard ensures quick setup, and it seamlessly integrates with various apps, allowing automatic sharing of meeting details with video conferencing, payment, and calendar apps.

Key features
  • Customize your booking page, sync with Google and Outlook Calendars, and auto-add customer notes to events.

  • Host demos and webinars, allowing multiple bookings for the same time slot.

  • Send personalized confirmations, reminders, and follow-ups for better customer and staff communication, reducing no-shows.

  • Automatically detect time zones for scheduled meeting awareness.

  • Utilize team scheduling features, including pooled availability and assignable roles for control.


Pricing plan
  • Free Trial: Start with a free trial membership

  • Paid Plans: Unlock additional features and flexibility with paid plans, including discounts for 1- and 2-year memberships.



  1. Square Appoinments



Square Appointments is a cloud-based appointment management solution designed for professionals across various service industries. It offers a range of features to streamline bookings, manage appointments, and facilitate payments.

Key Features:
  • Free Online Booking Website: Create a user-friendly online booking platform that reflects your brand's style and allows customers to book services 24/7.

  • Automated Reminders: Send automatic SMS and email reminders to clients, reducing no-shows.

  • Class Booking: Easily schedule single or recurring classes, set prices, descriptions, and maximum capacities from your point of sale.

  • Google Calendar Sync: Sync with Google Calendar to prevent double bookings and block personal events.

  • Free Marketplace App: List your business on a marketplace for beauty and personal care services, making it discoverable to potential clients.

  • Cancellation Policy: Set up enforceable fee policies for last-minute cancellations and no-shows.

  • Resource Booking: Create resources like rooms or stations and assign them to services, ensuring they're booked when clients make appointments.

  • Website Integration: Allow customers to book directly from your website using the booking widget, compatible with platforms like Squarespace, Wix, and WordPress.

  • Square Assistant: An automated messaging tool that handles client communication, confirming, canceling, or rescheduling appointments 24/7.

  • Multi-Location and Time Zones: Sync schedules across multiple business locations, accommodating clients in different time zones.

  • Multi-Staff Appointments and Tip Splitting: Enable clients to book multiple services with different providers and streamline checkout with tip splitting.

  • Processing Time Windows: Utilize processing time windows to book additional appointments and optimize your schedule.

  • Waitlist: Create waitlists for popular services to fill gaps in your schedule due to cancellations.

  • Instagram Integration: Reach clients on social media and allow them to book directly from your Instagram page.

Pricing Plans:
  • Individuals: Free/month with processing fees starting at 2.65% + 10¢ per tap, dip, or swipe.

  • 2–5 Staff: $60/month with processing fees starting at 2.65% + 10¢ per tap, dip, or swipe.

  • 6–10 Staff: $110/month with processing fees starting at 2.65% + 10¢ per tap, dip, or swipe.

  • 10+ Staff: Custom pricing is available.

  • Square Appointments simplifies appointment management and payments for businesses of all sizes.


  1. Calendar 


Calendar adopts a minimalist approach to online appointment scheduling, emphasizing a clean and intuitive graphic interface. Meetings can be color-coded on your calendar for easy identification of different appointment types. The platform supports multiple teams, using workspaces to efficiently organize and manage their time slots and scheduling pages.

Key features:
  • Clean, minimalist interface with color-coded appointments

  • Multiple team support with workspace organization

  • Custom appointment creation and templates

  • Integration with Google Calendar, Office 365, Outlook, and Zoom

  • Native Zapier integration for connecting with various tools

  • Group meetings with up to five attendees

  • Analytics package for appointment insights


Pricing plan 
  • Range of free and paid plans

  • Annual membership offers cost savings

  • For detailed pricing, visit the Calendar pricing page.


  1. SetMore



SetMore simplifies appointment management for small businesses with online scheduling, integrations with Google and iCal calendars, and appointment reminders.

Key Features
  • Online booking page for customer convenience

  • Integration with Google and iCal calendars to avoid double bookings

  • Appointment reminders and staff scheduling

  • Custom branding options for professional image

  • Integrations with Square or Stripe for online payments

  • Links to Slack accounts and syncs with major calendars


Pricing plans:


Integrating appointment scheduling software into your small business operations can be a game-changer, streamlining your schedule, boosting customer satisfaction, and enhancing productivity.

But why stop there? With Cloodot's AI-based solutions, you can manage all your multi-channel reviews, chats, analytics, and more from a single dashboard.

Cloodot offers a suite of SaaS (Software as a Service) products that harness AI and automation to help businesses modernize and simplify their customer experience management, focusing on reviews and messaging. 

You can check out the G2 reviews about Cloodot before trying it. 

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An all-in-one reputation marketing software to automatically generate, monitor and market reviews for your businesses.

© Copyright 2023, All Rights Reserved by Cloodot

An all-in-one reputation marketing software to automatically generate, monitor and market reviews for your businesses.

© Copyright 2023, All Rights Reserved by Cloodot