You may be passionate about working with clients and helping them out. However, one thing is for sure you will not like the back and forth scheduling of appointments. No doubt, it is a common grumble, but it makes a lot of sense. If you have experienced the agony of time stuck when you have to keep checking mail, run to the phone, and pencil your open slots you will appreciate the need for appointment scheduling.
The good thing is that it is possible to make appointment management less complicated. We recommend some of the ways that can take the stress out of appointment scheduling not only for you but also for your customers.
Offer online booking
In contemporary times, people are so usual with doing everything by themselves right from paying rent online to scheduling a spin class that things can turn out to be very infuriating if it is not an option. Virtual assistants can help you to schedule appointments 24*7 that will save you time and some phone tag. It will be possible for you to accept, check, and edit your appointments from any corner of the globe.
Integrating your point of sale
You can make use of an online scheduling app such that it is a full POS with the processing of payments. It will help you to manage your payments and business from one place along with taking due care of clients. If you can manage payments in your appointment app, it will help you to save time, stay organized, and render a satisfactory experience for customers.
Stay clear about cancellation policies and prices.
Customers are always searching for a clear picture of where they are investing their hard-earned money. Hence, if you avoid listing your policies and prices in the confirmation email or on your site, they will not hesitate to check about you on Google or Yelp, which in turn may not be updated. The last thing that you will prefer for them is to be misled. Hence, it is very important to be clear and communicate your prices, especially for price hikes, late fees, cancellations, and no shows.
It is important to incorporate no show policy and cancellation in the confirmation email that clients will receive when they have an appointment booking. Possibly, you may also require the customer to provide you with their credit card number while they are booking and let them know that they will be charged if they cancel an appointment in less than 24 hours.
Reduce wait times
Suppose you are charging customers for not showing up on time. Under the given circumstances, it will be unfair to expect tolerance for long wait times. You can manage it by customizing the calendar for each of your employees. For example, if you are well aware that a certain stylist takes longer than average time, then you can render a bigger window for that person between appointments.
You also need to understand that despite your best efforts, there will be times when delays will be unavoidable. If you find yourself in a similar predicament, then you must make your customers know that you are running behind. A client notification feature that allows you to text or sends an email about appointment changes is the perfect option here. If you are running behind the stipulated schedule, then it may not be ideal for rebooking them at any other time. However, you need to have the flexibility for accommodating these situations such as offering discounts for their service or you may show up a product or two to apologize for the inconvenience.
Your work schedules may cause stress for you and your employees. Thus, you can always put them in control of their calendars by offering limited or full logins. It will let them input their vacation time, breaks, and availability.
Finally, you should not forget to illustrate your staff by posting bios and photos on the site. When a client visualizes the specialities and background of your team, they will be able to make a well-informed decision on selecting whom to work with. It will complement better outcomes and ensure customer loyalty.
Appointment scheduler software can help people from all occupations with a convenient way of booking appointments on their own time. The good thing about automation here is that you do not need to hire a receptionist or staffer devoted to managing appointments. Through scheduler, the software you can handle all activities related to managing appointments without constant supervision. With features like automated email and text reminders, it will also help business owners. Conventional reminders often involve email sand postcards dispatched manually or attending telephone calls. They are effective but bring about additional expenses in terms of money and staff hours. In this backdrop, scheduler software can be the perfect partner for your business operations, especially when you want to offer convenience and flexibility.