Booking & scheduling systems
A booking system takes appointments around the clock, checks availability and sends reminders automatically, including when nobody is at the desk. We build it around your real rules: opening hours, resources, staff, buffers, cancellations.
When this is worth it
If you recognise yourself in any of these, a conversation is worth having.
- Your phone rings all day for appointments a piece of software could just as well hand out.
- You lose enquiries because nobody can book outside your opening hours.
- Your scheduling has rules off-the-shelf booking tools fail at: setup times, staff qualifications, rooms, recurring appointments.
- No-shows cost you revenue on a regular basis.
What you get
- Online booking flow that works on a phone
- Capacity and resource planning that follows your rules
- Automatic confirmations and reminders by email or SMS
- Integration with calendars, POS and inventory systems
What drives the price
Every project has a fixed price, which you receive after the free initial consultation. These four points decide how high it is.
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Number of resources
A calendar for one person is far simpler than scheduling several staff, rooms and pieces of equipment that all have to be free at once.
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Complexity of the rules
Setup times between appointments, different durations per service, individual staff qualifications and cancellation windows are where off-the-shelf tools fail.
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Payment at booking
A deposit or prepayment noticeably reduces no-shows, but brings payment providers, refunds and receipts into the project.
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Integrations
Connecting calendars, point of sale or practice management depends heavily on whether that system offers an open interface.
Booking & scheduling systems: frequently asked questions
If your scheduling is simple, that is exactly what you should do, and we will tell you so. Off-the-shelf tools hit limits in three places: rules they cannot model, monthly costs that rise with every member of staff, and portals that place themselves between you and your customers and charge commission. Your own system costs more once and almost nothing afterwards, and your customer data stays with you.
Yes, and this is the part that saves you the most time on the phone. Every confirmation contains a personal link customers use to move or cancel their appointment. You set the windows, for example free of charge up to 24 hours beforehand. When a slot frees up, the system can offer it again automatically or notify people on a waiting list.
Health data is specially protected under Article 9 GDPR, so we keep it separate from the rest of the booking flow. In practice: encrypted transfer and storage, hosting exclusively in the EU, access only for people with the matching role, logged access and automatic deletion periods. We provide a data processing agreement. For medical practices we agree the approach with your data protection officer up front.
In most cases yes. The German accessibility act names booking and customer portals explicitly where they are offered to consumers. Pure B2B offerings are usually not covered. Micro-enterprises with fewer than ten staff and at most €2m annual turnover or balance sheet total are exempt. Breaches carry fines of up to €100,000. Everything we build is developed to WCAG 2.2 AA at no extra cost, the standard the law relies on.
Usually four to eight weeks from order to launch. What tips the balance is mainly the number of appointment types, calendars and booking rules, whether payments or deposits are involved, and which systems are connected, such as your calendar or practice software. You receive a binding schedule together with the fixed-price quote. If you have a fixed start date, for example an opening, we plan backwards from that date.
Besides running the system, the only costs are fees that third parties charge per use: SMS providers for text reminders and payment providers for deposits or online payments. These services run on your own company account, so the providers bill you directly, and we connect them to your booking system. How high the running costs will roughly be in your case depends on the number of bookings. We work them out with your expected numbers before launch, so there are no surprises.
Goes with this
These services often come up in projects like this one.
Does that sound like your project?
A free initial consultation with David Kopka in person. We work out honestly whether we are the right fit and what your project realistically costs.
David Kopka, founder of Agilido