Digital appointment book: from paper to online booking
How to move from a paper appointment book, phone calls and DMs to a digital appointment book where clients book themselves. What you need, how to switch, and what it costs.
A digital appointment book is a calendar on your phone or computer where clients can book free times themselves, and where you get notifications, reminders and an overview instead of writing everything by hand. Switching usually takes an evening: add your services and opening hours, move over the appointments already booked, and share your booking link.
Why switch from paper?
A paper appointment book works as long as you are at the desk. Problems start when you are with a client and the phone rings, when someone messages at 10 pm, or when the book is at the salon and you are at home.
| Paper and messages | Digital appointment book |
|---|---|
| Clients have to call or message | Clients book themselves, also in the evening |
| You have to reply between clients | The booking goes straight into the calendar |
| Reminders are sent by hand, or not at all | Reminders go out automatically |
| Easy to double-book | Overlapping times cannot be booked |
| The book is in one place | The calendar is on your phone |
How do you make the switch?
- Add your services with duration and price. Start with the ones you sell most.
- Set your opening hours and any breaks between clients.
- Move future appointments over from paper, so the free times are correct.
- Test as a client from your phone before sharing the link.
- Share the link on Instagram, Facebook, your Google Business Profile and in messages to regulars.
- Give it a few weeks. Regulars who are used to calling switch gradually when they see how easy it is.
What about clients who prefer to call?
You can still take bookings by phone and add them yourself. The benefit is that all appointments are in one place, however they came in.
Can it sync with the calendar you already use?
Many people want work appointments in the same calendar as the rest of their life. Check that the appointment book can sync to Google Calendar, Apple Calendar or Outlook, so new, moved and cancelled appointments show up automatically.
What does a digital appointment book cost?
Prices range from free to well over €50 per staff member a month. Look at the total price: monthly price, price per staff member, SMS and the fee when clients pay by card. Read how to work out the real cost of a free booking system.
How do you do this in Klarte?
Klarte is a digital appointment book where clients book themselves through a link. You can add appointments manually for clients who call, sync bookings to Google Calendar, Apple Calendar or Outlook, and send reminders automatically. The Free plan costs 0 NOK a month. Get started for free.
Questions and answers
What is a digital appointment book?
A calendar on your phone or computer for appointments, where clients can often book free times themselves, and you get reminders and an overview automatically.
Can I still take bookings by phone with a digital appointment book?
Yes. You add them yourself, so all appointments are in one place no matter how they came in.
Can a digital appointment book show in Google Calendar?
Many systems sync to Google Calendar, Apple Calendar or Outlook. In Klarte you create a calendar link that keeps your bookings up to date there.
How long does it take to switch from paper?
Usually an evening: add services and opening hours, move future appointments over and share your booking link.