Online booking system: how online appointments work

An online booking system is a booking page or link where customers choose a service and an available time themselves and book an appointment without calling. The system blocks times that are already taken, sends confirmations and reminders, and can take payment or a deposit at the time of booking. Several systems, including Klarte, have a free plan.

For your business, this means fewer calls and messages, and bookings can come in even when you're busy or closed. All bookings are collected in one calendar, so you avoid double bookings.

What is the difference between online booking and appointment booking?

Appointment booking is the agreement on a time slot itself. Online booking means customers book the appointment themselves online, instead of calling or sending a message. An online booking system is the software that makes it possible. See more terms in the glossary.

How online appointment booking works

1. The customer opens the booking link from your website, Instagram bio, Facebook or Google.
2. The customer chooses a service and only sees times where the whole treatment fits.
3. The customer enters their name and contact details, and pays if you require it.
4. The booking lands in your calendar, and the customer receives a confirmation by email.
5. A reminder is sent automatically before the appointment.

Test the booking yourself on your phone before you share the link. Check that services, duration, prices and the confirmation text are correct.

What should an online booking system be able to do?

• Real-time availability, so two customers never get the same slot
• Buffer time between appointments, so you have time to prepare
• Card payments and deposits per service, with clear terms before the customer confirms
• Reminders by email, and preferably SMS
• A booking link you can share anywhere, even without your own website
• A Data Processing Agreement and data stored in the EU/EEA

Always check which features come with the plan you are considering. SMS and lower card fees often cost extra.

What does an online booking system cost?

The price usually consists of a monthly fee and a fee per card payment. In Klarte, Free costs 0 NOK per month with 3% + Stripe's card fee per card payment. Starter costs 399 NOK, Growth 799 NOK and Pro 1,499 NOK per month, with lower fees the higher the plan. Which plan pays off depends on how much you take in payments through the system. Read how to calculate what a free booking system really costs.

Payment and deposits when booking appointments

Some businesses take the full amount at booking, others a deposit, and some take payment on site. A deposit works best where a no-show is costly, for example with long treatments. Always state the amount, refund rules and cancellation deadline before the customer confirms. Read more about deposits for appointment bookings.

How to get started

Add your services with duration and price, set your opening hours and any breaks, and choose which services require payment. Then share your booking link where your customers already are. See setup examples for tattoo artists, nail salons, massage therapists and other industries, learn how to add booking to your website, or try Klarte for free.