How to Maximize an Appointment Scheduler
The right appointment scheduling software can save your sanity when setting appointments with clients!
I can only speak for myself, but I think the invention of appointment scheduling software is one of the best tools created on the market.
*And the small amount you might pay per month made it one of the best investments I made early on in my business.*
You see, early in my business, I was working for a combination of 3 different jobs. and I don’t mean clients, I mean JOBS. And no - my schedule each week varied due to the nature of work I was doing! Some weeks had a flow and other weeks had long periods of time without WIFI to work on pretty blooms. It also meant I couldn’t schedule appointments (even for an hour) on these days because I was under a major time crunch!
**Before we dive in, here’s a little note: This post contains affiliate links. But I am hardheaded and only share about tools I use and love in my own business or with my clients! So if you decide one of these is exactly what you need in your own business, then I may make a small fee off your purchase.**
Enter -> Acuity Scheduling (but you can use Calendly or another option on the marketplace -> a lot of CRM systems have a calendar built in now). I thought, I’ll give Acuity Scheduling a try because it is FREE with a Squarespace account, and in turn I was able to:
Quickly expand my appointment types
Decide how far out people could book me
Decide the length of the appointment, including the amount of buffer time between appointments
Set meeting length
Limit the of number of appointments per day, per week or in total!
Limit what types of appointments could be booked on specific days of the week. Just want consultations on Mondays? Great - set it!
And even though I don’t use all of these feature, you could set questionnaires/forms with the appointments AND you can set appointment fees! I work clients who have used both of these, and LOVE them!
I wouldn’t be singing the praises without the data, but I was able to schedule 17 appointments within the first month. One.month.in. And it wasn’t even a full month into using the system!!!!
If that doesn’t sell it for you, let’s try approach #2.
I set my office hours, and gave current and potential clients the ability to book me on their time and at their leisure. That was gold to me. I immediately removed the temptation for people to play the back and forth game, ending with me trying to squeeze someone in at a less than convenient time for me. And, I was able to set my anchors! Gotta pickup the kids everyday from 2 pm - 3:30 pm? Awesome, just block it off. Now, clients can’t book it and it’s no longer on the table.
I received positive feedback quickly, and clients got an instant confirmation which led to a happier, simpler process.
Someone ghost on you when booking an appointment? This puts them in the drivers seat, and I let it go. Clients in a busy season, and not ready to schedule their next appointment? No worries, book when they’re ready (this works because of the type of work I do, so set cautiously)!
It also removed the bad guy feeling I used to carry when I had to tell someone “no” to their chosen time, because the system was the scapegoat for me! Without anyone feeling disappointed!
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Brooke Olsen Consulting is a pricing and business strategist team. We specialize in pricing + profitability, financial education and business strategy for creative business owners and entrepreneurs just like you!
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