Top Questions to Ask When Selecting the Right Online Scheduling Tool for Your Business appointment reminders

In today’s world, the most convenient way to do something is often the most profitable, and this certainly rings true for online booking and appointment scheduling. 

If you own an appointment-based company, you know booking appointments are closely tied to your cash flow. That means that in order to stay competitive, it’s extra important to be as efficient as possible when setting appointment schedules. Gone are the days of tedious phone calls or in-person visits to set up meetings or services. 

Instead, the vast majority of Americans set most of their appointments (if not all) online instead of calling or dropping by to set things up in person. 33% of customers responded to this survey that they prefer using their mobile devices to book these appointments because it’s the most convenient option. 

This shift in behavior underscores the importance of businesses of all sizes to consider adopting efficient online scheduling systems. With such a wide range of solutions flooding the market, it can be daunting to determine which online scheduling tool is right for you. 

But in order to navigate the ins and outs of these various options, you must know exactly what questions to ask. 

What’s an online scheduling tool?

Before we get into the questions portion of this blog, it’s very important that we set a strong foundation about what we mean by “online scheduling tool”. Simply put, an online scheduling tool is a software application that allows your business to manage and schedule appointments or bookings digitally. 

Here’s how it typically works:

A customer finds your services online. Customers can take their time browsing your website or other online platforms where your services are listed.

Once they decide on a service, they can click “Book Online” or “Schedule Appointment.” With just a click of a button, they can schedule their selected service at a certain date and time and include any other preferences they might have. 

It then automatically gets added to your calendar — and theirs, too! Depending on the type of solution you choose, you may be able to set up reminder alerts or emails, leading up to the appointment. 

The Benefits of Using Online Scheduling Tools

There are quite a few benefits you’ll get when you start to implement an online scheduling system for your business. 

First, you’ll save time — and as we all know, time is money. 52.2% of businesses reported spending at least 10 hours per week scheduling appointments and responding to patient calls and emails. By automating the scheduling process, you can save all that manual time spent on manual bookings, phone calls, and appointment admin work. 

It’s also incredibly convenient for your customers. 94% of consumers said they would be more likely to discover a new company if it had a website with a booking calendar. This allows customers to book their appointments outside of business hours without having to pick up the phone. 

When you digitalize anything, it makes it more accessible for everyone. Online scheduling tools make it easier for individuals with disabilities or those facing mobility challenges to book appointments, promoting inclusivity.

Plus, these scheduling apps often include appointment reminders, which significantly reduce the chance of a no-show. This means more money in your pocket with more customers served. Studies have shown that rates of no-shows were reduced by an impressive 50% thanks to these handy little automated reminders!

Finding the Right Scheduling Tool for Your Business

We’ve already determined that there are a ton of scheduling solutions all vying for our attention, so how exactly do we determine which one is the best fit? 

Here are a few of the top questions you should be asking while vetting different online scheduling tools.

“Is it a reputable or well-recognized brand name?” 

You’re going to want to prioritize working with an established brand that has a proven track record in your industry to make sure it has all the bells and whistles you need most. Take into consideration the brand’s longevity, market reputation, and overall customer satisfaction ratings. 

Check out other businesses these brands currently work with, review their existing use cases, and uncover relevant customer testimonials to make sure there isn’t a common theme among their customers based on functionality that is missing or not working properly in mass. 

“Does the solution offer API integration?”

Application programming interface (commonly referred to as API) integration is really important when it comes to enhancing the functionality of your scheduling software. What it does is allow for seamless integration with other systems and platforms, which means you can use it as your organization grows and its needs change over time. 

AddEvent Pro Tip: Have you ever heard of Zapier? This tool makes workflow automation as easy as can be, with more than 6,000 different app integrations that seamlessly connect your AddEvent account to other apps to streamline the way you work. See how.

“Is the pricing transparent, and will it fit into my budget?”

Transparent pricing should be the norm across the board, but unfortunately, that’s not always the case in the SaaS world. Transparent pricing structures are important so you can avoid surprise hidden costs and make sure you’re well within your budget. Be sure to get clarity on the solution’s different pricing models, including any additional fees for premium features or support services.

“Will this tool fit in my existing suite of technology?” 

You always want to make sure a new piece of tech will complement the other tools you’re already using, and this newest addition is no exception. Determine whether the tool offers all the features necessary to meet your requirements. Key factors to consider include appointment customization, calendar synchronization, and multi-user support.

“Does this tool have what I need right now?”

You never want to rely on future feature development, regardless of what a company promises you. If the tool doesn’t have exactly what you need right now to make it work, then it’s not worth considering. 

“Did I ask the right questions?”

Selecting the right online scheduling tool for your business requires careful consideration, planning, and forethought. By asking the right questions and prioritizing key criteria like brand reputation, API integration, pricing transparency, and feature alignment, you can make sure that you’ve chosen a tool that fully aligns with your business goals and enhances your business’s efficiency. 

Once you have the right online scheduling tool in place, you can streamline your appointment booking process, improve customer satisfaction, and drive business growth in today’s digital landscape!

Let AddEvent Help You Get Things on the Calendar

As a cutting-edge software company that provides best-in-class calendar marketing and event management solutions to hundreds of thousands of companies around the world, AddEvent’s platform helps you connect with your users through calendars as a new type of marketing channel. With our user-friendly interface, robust features, and seamless integration capabilities, AddEvent simplifies the appointment-scheduling process for businesses and customers. Whether you’re managing appointments for a small business or a large enterprise, we’re here to offer the scalability and flexibility you need.