Appointment Scheduling

Customer-facing booking flows where clients select a service, pick an available time slot and confirm their appointment in minutes — on your website, 24/7, without contacting your team. Handles complex rules: service duration, buffer time, staff selection and booking advance limits.

• Service selection with description and duration display
• Real-time availability calendar with timezone handling
• Staff selection (specific staff or any available)
• Customer detail capture with custom field options
• Booking confirmation page and confirmation email
• Advance booking window: configurable days ahead
• Minimum booking notice: e.g. no same-day bookings
• Mobile-first design for booking on smartphones

Admin-side calendar and schedule management for all staff members and resources — setting working hours, holidays, blocked time and custom availability rules per staff member. Ensures the booking system accurately reflects who is actually available.

• Individual staff working hours configuration per day of week
• Holiday and leave blocking by staff member
• Custom availability windows within working hours
• Resource calendars for rooms, equipment and vehicles
• Recurring availability patterns and exceptions
• Admin booking creation on behalf of clients
• Calendar view: week and month across all staff
• Capacity overview: slots available and filled per staff per day

Live availability shown to customers as they book — with no double-booking possible because availability is locked at selection. Handles complex scenarios: services that require multiple resources, different duration options and customer-level booking limits.

• Slot generation from staff working hours and existing bookings
• Double-booking prevention with database-level locking
• Dynamic slot display: shorter intervals show more granular options
• Multi-resource availability: service requires specific room AND staff
• Buffer time between appointments (not shown to customers)
• Maximum concurrent booking limit per resource
• API access for embedding availability in external sites
• Real-time calendar sync with Google Calendar and Outlook

Automated pre-appointment reminders sent by email and/or SMS at configurable intervals — 48 hours, 24 hours, 1 hour before — with a confirmation link or cancellation option. Well-designed reminder sequences typically reduce no-shows by 40–60%.

• Multi-step reminder sequence: configurable timing and channel
• Email reminders with appointment details and location/link
• SMS reminders via Twilio, Vonage or similar provider
• Reminder include: confirm attendance or cancel/reschedule link
• Language support for German and multilingual businesses
• Custom reminder copy per service type
• Opt-out handling for clients who prefer not to receive reminders
• Reminder delivery tracking and failed delivery alerting

Self-service rescheduling and cancellation flows that let clients manage their appointments without contacting your team — with configurable cancellation notice periods, deposit forfeiture rules and automated rebooking prompts.

• Client self-service reschedule link in confirmation and reminder emails
• Minimum cancellation notice period enforcement
• Cancellation policy display before cancellation is confirmed
• Deposit forfeiture for late cancellations (with payment integration)
• Cancellation reason capture for reporting
• Automated rebooking prompt email after cancellation
• Staff notification on cancellation and rescheduling
• Admin-side override for exceptional circumstances

Configuration of buffer time between appointments, mandatory breaks and preparation or clean-up time that should not be bookable — ensuring realistic scheduling without over-booking that leaves staff with no time between clients.

• Post-appointment buffer time per service type
• Pre-appointment preparation time (not visible to customers)
• Mandatory break blocks: lunch, team meeting, daily admin time
• Recurring break schedules per staff member
• Variable buffers: longer after certain service types
• Buffer display in admin calendar for visibility
• Availability recalculation when buffer rules change
• Reporting: booked time vs. buffer vs. available per staff