Online calendars, scheduling software, and appointment programs abound on the Internet and computer programs. On the surface, they may look the same. Dig deeper, though, and you’ll soon learn that they’re not. This is especially true when comparing online appointment scheduling services and Google Calendar.
WHAT IS ONLINE APPOINTMENT SCHEDULING?
Online appointment scheduling is what is commonly referred to as software as a service (SaaS), an online program that users access through the Internet, or a secure online portal. Aimed primarily at large and small businesses that need an efficient appointment and reservation system, SaaS scheduling providers typically charge a fee to use the software, which the user can set up and manage by logging into their account. Think of email and online banking or shopping. It is the same principle.
In general, online scheduling systems do a good job of identifying the specific needs of their clientele, and most providers offer relevant features for scheduling and managing appointments and client, patient, and student information. This includes:
• Online self-programming. Clients, clients, patients and students can book and manage their own appointments online. This can significantly reduce the number of phone calls and emails the business or organization receives.
• Automated email and text message reminders. “No-shows” can have a dramatic negative impact on business operations. Surveys have shown that appointment reminders can help reduce appointments by 50 percent. However, many operators do not have the time or resources to call or email clients, patients or students before their scheduled appointments. Automatic email and text message reminders accomplish this without any effort on the part of the company or organization. Appointment scheduling software typically sends appointments to both the owner/operator and the person scheduled.
• Customizable templates. To help design a schedule page that best suits your individual preferences and approach, some schedule programs allow users to incorporate color schemes, images, logos, and other specific objects for a seamless look.
• Record keeping and reporting capabilities. Businesses and organizations often rely on easy-to-create, accurate reports to examine the overall productivity of their operations. Managing multiple files and folders can be difficult. Some online schedulers give users the ability to easily manage and access this information from a central location.
• Electronic marketing capabilities. Many online appointment scheduling software applications also provide excellent opportunities for e-marketing, as information emails from your current and former clients are readily available. It’s a great way to communicate specials, events, and other information with them.
HOW IS IT DIFFERENT FROM A GOOGLE CALENDAR
When it comes down to it, online appointment scheduling software and Google Calendar are really two different things.
Google Calendar is, well, a calendar. Designed primarily for individual users, it provides a free and efficient way to store and manage events, as well as receive event reminders. As a web-based application, it can also be accessed from any Internet connection and can be synced with many mobile devices, such as iPhone and Blackberry, as well as PC applications such as Microsoft Outlook. You can use Google Calendar to share your events with friends or the public, as well as invite people to an event. You can also send reminders to those invitees.
It serves its purpose, but it doesn’t give most businesses the functionality they need to properly manage their appointments, bookings, and reservations. Scheduling software companies like Appointment-Plus know what businesses and organizations need in appointment scheduling solutions and continually examine ways to improve functionality and create new and beneficial features. Who better to develop and improve small business scheduling solutions than dating software providers, which are typically small businesses and can better relate to the changing needs of their clientele?
Google Calendar lacks important features in several areas, reinforcing the notion that its primary purpose is as a personal calendar rather than a small business tool. Limited or missing features include:
• Programming of “rules”. These are important for successful scheduling, both for in-house and online self-scheduling. Not having the ability to properly manage days and hours (when customers can schedule, block days and hours, limit number of check-ins) can have a negative impact on business operations. In fact, a small business owner or staff can spend more time running the business than with a paper appointment book and phone appointments.
• Sufficient database capacity. A strong database is vital to small business operations. Not only does it accurately store customer information for access and review, but owners and staff can use it to record notes and other details, as well as a mailing list for e-marketing campaigns. Because it stores complete records of customer contacts and business-related information, it eliminates the need to keep separate files and folders. It’s a beneficial component of a proper scheduling app…and one that Google Calendar lacks.
• Credit card processing. Most small businesses charge for their services. And most of those who offer online payment for these services realize the benefit, both to their back end and to their customers. Some appointment scheduling systems allow “point of sale” functionality on their clients’ scheduler pages. Google Calendar and similar apps don’t provide this capability or require additional steps to add it.
• Multiple locations. Another advantage of online appointment scheduling software is the ability to manage appointments and staff across multiple locations, a feature not available in Google Calendar. A business or organization would have to create a separate calendar for each of their offices, sites, and other locations. Centralizing scheduling and customer information would require a merge of calendar data, which can be a difficult and time-consuming task.
For a business owner just starting out or venturing into online scheduling solutions for the first time, these inefficiencies may not seem like a barrier to accepting and managing appointments and bookings. However, they can have a tremendous impact on the operation of a small business and can force the owner and staff to rethink the way they handle their appointments and reservations.
EXAMPLE
A good way to demonstrate how a business owner realizes the importance of online scheduling software is through a “real life” scenario.
John Smith, a personal fitness trainer, left a position at a large gym to start his own personal training business. He found a small office to hold his sessions and began advertising his business. In a short time, his clientele grew from a handful to several dozen. Business was good, but their scheduling procedure was not.
While working out at the gym, Smith used a Google calendar to personally manage her appointments. A receptionist and support staff were responsible for client scheduling and management, including self-scheduling clients online and processing session fees. Also, they monitored the schedule to avoid double bookings.
Unfortunately, Google Calendar doesn’t offer the functionality Smith needed for his growing business. Tried to use the app for online scheduling, only to find that a customer double booking occurred. After suspending online scheduling, he was bombarded with phone calls from clients looking to schedule and cancel sessions, disrupting his sessions. Because the calendar lacks adequate database capacity, he was unable to use it for e-marketing and general communication with his customers. And it didn’t give you the ability to process credit card transactions. With no receptionist or support staff, she spent many hours managing her calendar and clients.
Smith soon realized a change was needed, and it came in the form of online dating software. With this technology, he has been able to fully automate his programming procedures. Your clients now book and manage their appointments and session information securely online. They also pay for their sessions through the point of sale feature available in the scheduler. Smith also receives email notifications when clients schedule, change and cancel their sessions.
With online scheduling software, your focus is on your business and clients, not session management.
Google Calendar can be a perfect tool for your own personal appointments. However, when it comes to managing appointments and reservations, as well as your clients, you can’t beat web-based scheduling software. Dating is its business…it’s what it was designed to do.
