Top features of a modern appointment booking system

Missing out or being late for a customer appointment is one of the worst nightmares of any customer-centric business. Nobody wants to miss out on such meetings, but employees are human after all. In the absence of a proper appointment system, this may happen frequently. There are also chances of customers missing out on meetings if not notified at the right time. So, it is not just poor customer experience, but a loss of productivity, business opportunity, brand trust, and much more.

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An automated appointment booking system is a win-win situation for every stakeholder involved. Be it the business owner, the company employees, or the customers. It helps keep track of all appointments through a system, blocking time, notifying them of the upcoming meeting through the right channels, and also saving time for confirmation and cancellations. While such systems have been there for some time, covid necessitated the need for a more robust system. We will try to understand some of the most essential features of a modern appointment system and their importance.

User-friendly interface: Always the most critical aspect of any digital tool. The interface should be intuitive and easy to use, allowing users to schedule appointments quickly and easily.

Calendar integration: Integration with popular calendar applications such as Google Calendar, Outlook, or Apple Calendar, to ensure that users can easily manage their schedules and avoid double bookings.

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Customizable booking pages:  It should have the ability for users to customize their booking pages, including adding their branding, logo, and specific fields that capture important information. Businesses should be able to customize granular details like appointment slot duration, Overbooking, business hours, etc as per their needs.

User scheduling: The tool should allow businesses to manage their user schedules, assign appointments to other users, and track user availability by checking conflicts with their calendars. Users should be able to define their shift timings and working hours in the system for the accurate functioning of the appointment tool.

Automated reminders: The capability to send automated reminders to both the user and the customer is a must. This ensures that both parties are on the same page and that appointments are not missed. Channels enabled to notify should be emailed, SMS, push notifications, or WhatsApp, the go-to app for message communication. This helps reduce no-shows and increase attendance rates.

Mobile-friendly: Given how Covid has changed work behavior making work from home and work on the go pretty common, a mobile-friendly appointment system is a no-brainer. The system should offer a mobile app that allows users to manage appointments on the go, making it easy to schedule appointments from anywhere.

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Automated scheduling: The appointment system should be able to automate scheduling based on user preferences, and availability, and the system should be able to automatically identify in real-time situations like No slots, sync calendars, and auto-assign meetings to available users. clients should be able to schedule appointments online, without the need for phone calls or emails. This should include the ability to schedule appointments 24/7.

Integration with other tools: Even the most powerful appointment system may not give desired benefits of working in a silo. The integration capability is an important criterion when teams decide to use a system. It should integrate with other tools, such as CRM systems, marketing automation platforms, or communication tools, to enable a seamless workflow and automate manual processes.

Other features which are essential for various use cases of teams are multi-location support for global businesses. Having a reporting module helps provide insights into appointment activity, such as the number of appointments booked, canceled, rescheduled, and the like, to help users make data-driven decisions.

Chakra Sales is a modern sales solution tailored to make sales execution for early & growth-stage teams frictionless. With a quick and easy setup, easy to operate for users, and a powerful solution connecting all tools used for sales like WhatsApp, Telephony, Email, Facebook forms,  Landing page forms, native appointment booking, and automating tasks to reduce manual tasks. Chakra Sales becomes the only solution the sales team uses for their operations.

If you are looking for a customized sales solution for your fast-growing organization, do consider a free demo with Chakra Sales.