Work Smarter —Not Harder— With an App for Scheduling Appointments
Online booking is not new. It’s necessary for your business to succeed.
Are you in massage therapy?
68% of patients say they’re more likely to choose practices that offer the option to book, change, or cancel appointments online.
Are you in hair or beauty?
60% – the percentage of online booking rates that spas and salons can achieve.
Even fitness and wellness businesses need online booking.
You need a scheduling app that offers:
- Calendar management
- Automatic alerts, like appointment reminders and confirmations via text and/or email
- Mobile, tablet, and desktop accessibility
- And more!
We break down the best online appointment scheduling apps, tips on how to pick the best one for your business, and which appointment booking apps features are necessary.
- Why Offer Online Scheduling?
- Benefits of Using an Online Scheduling App or Software
- Must-have Scheduling App Features: A Checklist
- 8 Best Online Scheduling Apps for Appointments, Clients, and Classes
- Best for Meetings: Calendly and HubSpot
- Best for Appointment-Based Service Businesses: Schedulicity
- Best for Fitness Businesses: Schedulicity and Mindbody
- Best for Ecommerce: Vagaro
- Best for Website Integrations: Acuity
- Best for Beauty Professionals Only: StyleSeat
- Best for General Business: Square Appointments
The Best Scheduling App for Every Business
- Business Meetings: Calendly and HubSpot Free Meeting Scheduler
- Service Providers in Hair, Beauty, and Massage Therapy: Schedulicity
- Service Providers in Fitness, Health, and Wellness: Schedulicity or MindBody
- Ecommerce: Vagaro
- Integrations: Acuity
- Service Providers in Beauty Only: StyleSeat
- General: Square Appointments by Square
1. Best Scheduling App for Business Meetings: Calendly
If you’re looking for an simple starting point to online appointment scheduling, Calendly might be the ideal option for you.
A free account gives you access to one calendar and one type of event, but you can schedule unlimited appointments.
Calendly is also set up to easily integrate with Google Calendar, Office Outlook, and iCloud.
Paid accounts are available as well. They allow you to set up unlimited event types and include access to live support.
Calendly is the ideal what-you-see-is-what-you-get option for first-time businesses: Easy appointment scheduling and an intuitive calendar but not much else.
You need to go elsewhere for marketing tools or payment processing — which explains why most service-based businesses go for more specialized scheduling apps.
Our Favorite Calendly Feature
The Google Calendar and Office 365 calendar integrations make it easy for you and your clients to work your meetings into their regular calendar.
Download the Calendly app here.
(If you already have an account and are looking for an Calendly alternative, check out these online schedulers.)
2. Best Free Scheduling App for Business Meetings: HubSpot’s Free Meeting Scheduler
Marketing titan HubSpot created a free meeting scheduler that’s simple enough for any small business.
It aims to eliminate back-and-forth email chains, trying to find a meeting time that works for everyone. They offer two flexible meeting options:
- Group availability for when you’d like your team to be invited to a meeting with a client
- Round-robin availability for when you’d like your client to choose a time that works best for them (and book a meeting with only one teammate)
Like Calendly, the Free Meeting Scheduler integrates with Google Calendar and Office 365, so you can keep all invitations and meeting links in a single place.
It’s clear that HubSpot’s newer scheduler is meant for sales and prospecting calls, as it integrates with other HubSpot features, like its CRM and email marketing tools.
This is great if you’re looking to close the deal! If you’re looking for an online booking app for service appointments, though, keep scrolling.
Our Favorite HubSpot Meeting Scheduler Feature
Any time someone books a meeting with you, their contact information is automatically stored in your contacts database.
That means no more duplicate contacts or multiple tabs open to see who you’re talking to and why.
Get Started with HubSpot’s Free Meeting Scheduler
3. Best Scheduling App for Service Providers: Schedulicity
We couldn’t put together a list of the best online appointment scheduling apps without mentioning our own — which we happen to think is the very best option out there.
Schedulicity is an all-in-one scheduling solution for service providers. Think hair, beauty, massage therapy, and more.
Our booking software also provides email marketing, text message appointment reminders, client list management, and payment processing.
Schedulicity is great for new providers and those who have multiple locations. Our essential scheduling features grow as you do, and you get unlimited access to every tool your business needs in one place.
Schedulicity Features
| Scheduling | Marketing | Automation | Administrative | Cost | ||||
| Appointment booking | Facebook & Instagram booking integration | Client text/email reminders | Client management | Starts at $34.99/month | ||||
| Class bookings | Automated email marketing | Package management | Staff schedule management | |||||
| Workshop bookings | Promotion marketing | Automatic billing | Multiple locations | |||||
| Personal time off | Marketplace listing | Online payments | Business analytics | |||||
| Multiple staff schedules | Waivers | |||||||
| Waitlists |
Our Favorite Schedulicity Feature
Built-in payment processing is our favorite tool. It integrates seamlessly into the scheduling experience.
We even have an industry-low rate, available next-day funding, and no hidden fees. It makes getting paid a snap!
Download the Schedulicity app here. (It’s designed for the iPad only.)
4. Best Scheduling App for Fitness Classes: Schedulicity or MindBody
For a More Hands-On Experience: Schedulicity
In addition to tools for service providers who take single appointments, Schedulicity also offers features specifically for those in the fitness industry:
- Personal trainers
- Pilates and yoga instructors
- Other health, wellness, and fitness instructors
We’re an especially great option for new fitness professionals because of our hands-on support and simple, affordable scheduling options.
This includes:
- Class waitlists and waivers
- Multiple instructors and locations
- Package management (for clients who like gym memberships or rebooking one-on-one sessions)
Schedulicity Class-Based Features
| Scheduling | Marketing | Automation | Administrative | Cost | ||||
| Appointment booking | Facebook & Instagram booking integration | Client text/email reminders | Client management | Starts at $34.99/month | ||||
| Class bookings | Automated email marketing | Package management | Staff schedule management | |||||
| Workshop bookings | Promotion marketing | Automatic billing | Multiple locations | |||||
| Personal time off | Marketplace listing | Online payments | Business analytics | |||||
| Multiple staff schedules | Waivers | |||||||
| Waitlists |
For Larger Gyms Who Want Advanced Features: Mindbody
MindBody is an enterprise-level scheduling platform marketed towards larger businesses in the fitness industry. (Think franchise gyms.)
The fitness booking app comes with a robust set of wellness-specific features, such as fitness performance tracking, gym memberships, and more.
MindBody also services salon, spa, and wellness businesses and includes the core essentials for online scheduling.
MindBody Features
| Scheduling | Marketing | Automation | Administrative | Cost | ||||
| Appointment booking | Facebook & Instagram booking integration | Client text/email reminders | Client management | Starts at $129/month | ||||
| Class bookings | Automated email marketing | Package management | Staff schedule management | |||||
| Multiple staff schedules | Promotion marketing | Automatic billing | Multiple locations | |||||
| Personal time off | Marketplace listing | Online payments | Business analytics | |||||
| Waivers | ||||||||
| Waitlists |
Download the Mindbody app here. (It’s designed for the iPad only.)
The Main Difference
Schedulicity costs much less than Mindbody while delivering the same basic features.
With Mindbody (and some extra money), you get more bells and whistles, including branded mobile apps.
But!
Schedulicity offers free, unlimited support via email and phone.
5. Best Scheduling App for Ecommerce: Vagaro
Do you make a lot of money from selling products or merchandise? Vagaro might be for you.
Vagaro specializes in appointment management for the beauty industry.
The booking software offers more advanced features for small businesses, like an e-commerce store for salon and spa products.
Vagaro Features
| Scheduling | Marketing | Automation | Administrative | Cost | ||||
| Appointment booking | Facebook & Instagram booking integration | Client text/email reminders | Client management | Starts at $25/month | ||||
| Class bookings | Automated email marketing | Package management | Staff schedule management | |||||
| Multiple staff schedules | Promotion marketing | Automatic billing | Multiple locations | |||||
| Personal time off | Marketplace listing | Online payments | Business analytics |
(See how Vagaro compares to Schedulicity here.)
Our Favorite Vagaro Feature
Vagaro offers an integrated website builder with the booking app already in place. It’s perfect for a new business that doesn’t yet have a digital home.
6. Best Scheduling Software for Website Integrations: Acuity Scheduling
Acuity Scheduling by SquareSpace is a super-simple platform covering all the essentials:
- Online scheduling
- Website integration
- Appointment reminder emails
- Package management
This booking software is an especially good option if you use SquareSpace to manage your site. You can keep all of your business needs in one place.
(Here’s how Acuity compares to Schedulicity.)
Acuity Scheduling Features
| Scheduling | Marketing | Automation | Administrative | Cost | ||||
| Appointment booking | Facebook & Instagram booking integration | Client text/email reminders | Client management | Starts at $15/month | ||||
| Personal time off | Package management | Staff schedule management | ||||||
| Multiple staff schedules | Multiple locations | |||||||
| Business analytics |
Our Favorite Acuity Scheduling Feature
The beauty of Acuity Scheduling is its ability to work with other tools. The app integrates with other softwares like MailChimp and QuickBooks.
Download the Acuity Scheduling app here. (It’s designed for the iPad only.)
7. Best Scheduling App for Beauty Pros: StyleSeat
StyleSeat is a highly stylized booking software that focuses on branding and aesthetics.
The scheduling platform was built for solo beauty providers and includes basic scheduling and marketing features to help manage your client relationships.
The booking app is geared towards only the beauty industry with highly visual features across the board, like a customized business listing banner.
StyleSeat Features
| Scheduling | Marketing | Automation | Administrative | Cost | ||||
| Appointment booking | Facebook & Instagram booking integration | Client text/email reminders | Client management | Starts at $35/month | ||||
| Personal time off | Online payments | Business analytics |
Our Favorite StyleSeat Feature
StyleSeat shows verified reviews for every business listing to help boost credibility and establish trust.
Download the StyleSeat app here. (It’s designed for the iPad only.)
To learn more, read our comparison between Schedulicity and StyleSeat.
8. Best Scheduling App for General Business: Square Appointments
Square Appointments is a solid scheduling app for businesses in any industry. Because of its generality, it offers basic scheduling features: calendar management, recurring appointments, and client booking.
However, it’s not made for a specific industry, like hair, beauty, or fitness, so users may miss out on some of the unique booking features of its competitors.
Our Favorite Square Appointments Feature
Square Appointments is made by Square, the popular payment processor. That means payment processing is directly integrated into the booking app. You can charge late, cancellation, and no-show fees.
It also comes with retail and inventory features, as well as a point-of-sale system. Users and their clients can enjoy contactless payments, card-on-file, invoices, gift cards, and more.
Download the Square Appointments app here.
Scheduling App & Online Booking FAQs
Why offer online appointment scheduling?
Whether you run a hair salon or work as a massage therapist, you need a booking app because you book a lot of appointments. Simple.
And the more your business grows, the harder it is to keep your schedule straight.
Instead of juggling a paper appointment book…
Taking calls and answering DMs at all hours…
And hoping you write down appointments correctly…
Online scheduling software takes your business to the next level. These apps are designed to save you time and money — and to grow your client base.
What are the benefits of an online appointment scheduling app?
On the fence about online scheduling software? Let’s get specific about exactly what you get from an appointment scheduling app.
- You Can Manage Your Own Schedule. Appointment scheduling apps give you access to your calendar in real-time — from any device. You can easily edit or cancel appointments and adjust your schedule 24/7.
- You Save Time and Money. Scheduling apps are like a personal assistant in your pocket. In fact, the estimated value savings from using online appointment scheduling is $3.2 billion.
- You Can Market Your Business With Ease. Any appointment booking app worth the price tag should include marketing features, like email marketing, discount management, and a booking listing (where clients can book appointments for free).
- You Can Share Information Easily and Safely. Client information can be super sensitive, depending on your industry. It’s often not safe to share details over email or text. Scheduling apps maintain all client notes in one secure platform, allowing you to provide a streamlined service without the risk.
- You Can Get Paid Right Away. When you buy online scheduling software, look for a payment feature that allows clients to pay through the app. You can also take deposits (which cuts down on cancellations) and process payments all in one place.
What features should online scheduling software have?
Every online scheduling app comes with unique features, and it can be overwhelming to figure out what you need.
To help with your research, we narrowed down five critical elements to consider when it comes to picking an appointment scheduling app.
- Scheduling. Scheduling software should have multiple options for booking: appointments, classes, workshops, and more. Clients should also be able to book their appointments for free. (Hidden booking fees can add up.)
- Marketing. These features grow your business and include promotional options, business listings, email marketing campaigns, and social media booking integrations.
- Automation. Scheduling apps should take care of daily repetitive business tasks, like client appointment reminders and follow-ups, automatic billing, and emails.
- Administrative support. Any booking software should deal with the logistics of staff, client management, and multiple locations.
- Cost. Scheduling software should save you money — and even help you make more of it by filling up your calendar — so apps should come with a reasonable price tag and no hidden fees for signing up, cancelling your account, or booking appointments.
