Booking and Scheduling System for Service Businesses

What problems does the booking system solve?

A standard calendar shows available time slots, but does not know whether a specific room, chair or machine is available. A standalone booking tool accepts appointments, but often leaves the team to check schedules, payments and changes manually.

Here, the customer-facing side and the internal calendar work from the same database. Before confirming an appointment, the system checks specialists, working hours, breaks and resources. This prevents one room, chair or machine from being promised to two customers.

What do you get?

Is it right for your business?

For beauty salons and SPAs, the system combines the schedules of hairdressers, beauticians or therapists with specific chairs and rooms. You can add time for preparation, cleaning or drying and allow customers to choose a specialist.

For dental, dermatology and other medical practices, one booking can reserve a doctor, room and machine. When needed, you can add a pre-visit questionnaire, declaration, customer history and role-based restricted access.

For trainers, teachers and studios, the system combines individual sessions, groups, packages and waiting lists. For online meetings, it can create a Google Meet or Zoom link, while unused package sessions can be deducted.

How does it connect to your website and other software?

The widget is embedded into your existing website with a short code snippet. If the website is outdated or lacks a suitable structure, we prepare a separate page for services and bookings. When integration with accounting software, CRM, telephony or another system is needed, we use an API so customer data and payments do not have to be entered manually.

The two-way Google Calendar integration displays bookings in the specialist's personal calendar. An external commitment can block the corresponding time slot in the system. If you have multiple locations, each manager and employee gets access according to their role.

What is the scope and how much does it cost?

The price varies depending on the number of locations and specialists, the complexity of the services, resources, payment method, migration of existing customers, and the required integrations. SMS and Viber messages are charged separately based on actual usage. Hosting, support, and third-party services are agreed separately.

How does the project work?

1. 01
   Service and resource analysis

   You describe the services, duration, prices, specialists, working hours, locations, and resources. We examine how bookings are handled today and where double bookings or missed appointments occur.

2. 02
   Booking model

   We organise the roles, statuses, and rules for deposits, cancellations, and no-shows. We define what the customer, reception staff, specialist, and manager can see.

3. 03
   Customer-facing interface development

   We build a convenient way to choose a service, specialist, date, and time. We test the flow on phones and computers, including changing and cancelling a booking.

4. 04
   Admin panel development

   We add calendars, services, resources, holidays, bookings, customer profiles, payments, and reports. We configure access according to user roles.

5. 05
   Integrations and testing

   We connect Google Calendar, payments, messaging, and the required internal systems. We test resource conflicts, failed payments, and last-minute changes.

6. 06
   Launch and training

   We transfer the approved services and available data, train the team, and monitor the first real bookings. After launch, we adjust settings that prove necessary in practice.

What does our experience show?

ZapaziChas, booking platform is a solution for salons, dentists, fitness studios, and other service businesses, with automatic reminders. At Bohemia Barber, website and booking system, the schedule is organised by barber and includes an admin panel.

For a clinical process, see Vida Luxe, aesthetic clinic website, where the website includes online appointment booking. The new system is designed around your process, rather than copied from a ready-made package.

What do you need to prepare?

• A list of services with their duration, price, buffer, and required specialist or resource.
• Working hours, holidays, breaks, and location-specific exceptions.
• Terms for deposits, cancellations, refunds, and no-shows.
• Access to or assistance with Google Business Profile, Google Calendar, your payment provider, and messaging channels.
• A decision on which data to transfer from the current calendar, Excel file, or another system.

How long does development take?

The timeline is determined after analysing and confirming the scope. Advanced features extend it depending on the number of integrations, locations, and exceptions. We provide a specific schedule once we have seen the process and data, not just the number of screens.

Frequently asked questions

Can customers book directly from Google?

Yes. We connect the business's Google profile to a booking widget, allowing customers to go from the booking button to available time slots. The exact process depends on the business category and the features available in the profile.

Is the system suitable for multiple locations?

Yes. Each location can have its own opening hours, services, specialists and resources, while the manager can view consolidated information. Access permissions are configured so employees see only the data they need.

What happens if a customer does not show up?

We configure your policy: a deposit, charges under specific conditions, no-show registration, restrictions on new bookings or full prepayment. The system enforces the rule, but the terms must be made clear to the customer in advance.

Can I use Stripe and ePay?

Yes, when the selected process and your accounts support it. You can require a partial or full deposit, process cancellations and link the payment status to a specific booking.

Will the data and code remain with us?

We build the system to order for your process. The terms for the code, hosting, access and support are described in the proposal, so you know how the system will be developed and integrated going forward.

Contact us to analyse your schedule

Send us the number of specialists and locations, the types of services, the calendar you currently use, and your desired payment or reminder options. We will discuss the process, define the appropriate scope and prepare a proposal with a timeline and price. Contact us.