How to choose a booking system for your business
How to choose an online booking system for a service business: the features to require, how to work out the real total cost, and when deposits make sense.
The right booking system for a small business lets clients book online themselves, prevents double bookings, sends reminders and takes a payment or deposit when you need it. Choose based on three things: how your clients book today, which features you actually use, and the total price including card fees, not just the monthly price.
This guide is for service businesses that work with appointments, such as salons, clinics, studios and consultants. Needs differ, so the right system is the one that fits how you work.
What should a booking system include?
An online booking system gives clients a page where they see free times and book without calling or messaging you. Look for a booking page that works well on a phone, shows correct availability and makes it obvious which service and time the client has picked.
When you compare systems, check the features you will really use:
- Online booking: Can clients choose a free time themselves, also in the evening?
- Calendar: Is it easy to see and manage appointments, and can it sync with Google Calendar, Apple Calendar or Outlook?
- Payment: Can the client pay when booking, and what are the fees?
- Deposit: Can you ask for part of the price up front, and are the terms shown clearly before the client confirms?
- Reminders: Which channels are available (email, SMS), and are they included in the plan?
- Languages: Can clients book in their own language?
Do not assume every feature is included on every plan. Check the price list for the plan you are considering.
How do you work out the real cost?
The monthly price alone rarely tells you what a booking system costs. Check for fees per card payment, SMS costs, price per staff member, and extra charges for features you need.
An example: Klarte Free costs 0 NOK a month, with a fee of 3 % plus Stripe's card fee per card payment. Growth costs NOK 799 a month with 1 % plus Stripe's card fee. If you take a lot of payments through the system, a paid plan can end up cheapest overall. See the current prices and fees and how to calculate the real cost of a free booking system.
Should you take deposits?
Deposits make sense for some services, not all. Think about how long the appointment is, whether it needs preparation, and what a late cancellation costs you. A deposit makes the booking feel binding and means you are paid for some of the time if the client does not show up, but it does not guarantee attendance.
If you want deposits, check that the system lets you set the amount per service and shows the terms before the client books. Read more about deposits for appointment booking.
How do you compare booking systems?
Write down what you must have and what is only nice to have. Book a test appointment both as a client and as an admin. Then compare the total price, the features actually included and how easy the system is to use day to day.
Do not choose only on claims that a system is the best or cheapest. A cheap system can become expensive if the features or payments you need cost extra, and a large system can be overkill if you mainly need online booking and a clear calendar.
Booking setups for your industry
Duration, buffer time between clients and the need for deposits vary a lot between industries. See concrete setups for hair salons, barbers, tattoo artists, nail salons, massage therapists and more industries.
How to get started with online booking
Add your services, opening hours and anything clients should know before they book. Make a test booking from your phone and check that the confirmation and calendar show the right details. Then share your booking link on your website, Instagram, Facebook and Google Business Profile.
Klarte combines online booking, calendar and card payment, with deposits and reminders. Look at the features and plans, or try Klarte for free.
Read also
Questions and answers
What should a booking system for a small business include?
Online booking, a calendar that prevents double bookings, reminders and the option to take a payment or deposit when booking. Also compare fees and which features are included on each plan.
Is there a free booking system?
Yes. Klarte has a Free plan at 0 NOK a month with unlimited bookings. Card payments have a transaction fee, and features and fees vary between plans.
How much does an online booking system cost?
From free to several hundred euros a month. Add up the monthly price, the price per staff member, SMS and the fee per card payment to see the real total.
Should a booking system take deposits?
It depends on the service. Deposits are most useful for long appointments or appointments that need preparation. The terms should be shown clearly before the client confirms.