How to run client appointments from an online app

One panel for your bookings, providers and services, with a calendar you can read by day, week or month.

Management for business

An online booking app puts everything in one panel: incoming requests, the calendar, your providers and services, and simple reports for the last 30 days, so you can run your whole diary from the one place.

Start by entering the services you offer (with name, duration and price) and the providers who deliver them, each with a weekly schedule. Under “Availability” you add the days and hours when each person can be booked, plus exceptions and days off.

Clients request appointments on your public booking page, and each request lands in the bookings list as pending, where you confirm or reject it. Confirming sends the client nothing, so you contact them yourself. When someone phones or walks in, you can create a booking by hand.

The calendar can be viewed by day, week, month or as a list, and the team calendar shows everyone together, depending on the visibility you’ve set. You can export the bookings list as CSV, XML or PDF. Roles let you give each team member access to certain sections and actions only.

Reports cover the last 30 days: confirmed, pending and cancelled bookings, the cancellation rate, figures by day, service and provider, and an estimated revenue per service based on list prices. There’s no occupancy figure and no automatic client messaging.

Key points

  • ✓Day, week, month and list views of the calendar
  • ✓Manual bookings for clients who phone or walk in
  • ✓Roles that limit what each team member can see and change

Common questions

Can I limit what my staff are able to see?+

Yes. The account owner can give each team member access to selected sections and actions, or full access. The team calendar can show client names, only your teams or selected colleagues, or be private.

Can I bring in existing appointments from another system?+

Only through an .ics file, imported once as confirmed bookings. It covers events starting within the next 60 days, the file can be up to 2 MB, and the title becomes the client’s name, with no email or phone. There’s no CSV import.

More guides to read

Ready to bring all your appointments together?

Set up your services and providers, share your booking link and manage requests from one panel. The first 12 months are free, no card needed.

Give 4appointments a go