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The Benefits of Using Online Scheduling Software

Online scheduling software can help you streamline your appointment booking process, reduce no-shows with automated reminders, and manage your calendar more efficiently, freeing up valuable time to focus on growing your business and enhancing client engagement.

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By Julia Bashore

online scheduling software

Being an eLearning professional, whether you’re an online coach or a virtual teacher, often means juggling a lot of different things at once. From scheduling appointments to accepting payments to interacting with customers, there are endless tasks to be done.

That’s where online scheduling software can be so helpful. It’s like having a personal assistant that never sleeps, taking the headache out of booking classes, appointments, and sessions, letting you focus on what you do best — teaching and inspiring your students.

Read on to learn more about everything online scheduling software can do, and learn about my favorite option for keeping your business on track!

What is Online Scheduling Software?

Online scheduling software is software specifically designed to help manage appointments, schedules, and calendars.

These types of programs first became popular in the early 2000s, when companies began realizing how much time they could save by digitizing their scheduling routines.

Instead of relying on old-school paper calendars and appointment books, online scheduling software quickly became the ubiquitous way to stay organized.

The Benefits of Online Scheduling Software

Online scheduling software offers a number of different benefits for professionals in the eLearning space and just about any industry for that matter.

Time Savings

Online scheduling software automates the scheduling process, eliminating the need for back-and-forth emails or calls to set up appointments, classes, or meetings. This frees up valuable time for both the provider and the clients or students.

24/7 Availability

Allows clients or students to book appointments or classes at any time that’s convenient for them, not just during business hours when someone is on hand to answer a call or email. This increases accessibility and convenience for users around the globe.

Reduced No-Shows

Automated reminders and confirmations can significantly decrease the number of missed appointments by reminding clients or students about their upcoming sessions.

Efficiency and Organization

Keeps all appointments and class schedules in one centralized location, making it easier to manage your calendar, plan your day, and prepare for upcoming sessions.

Customization and Flexibility

Many online scheduling tools offer customizable settings to match your specific scheduling needs, including setting buffer times between appointments, customizing availability for different services, and blocking off personal time.

Payment Integration

Some scheduling software includes options for clients to pay for services when they book, streamlining the payment process and ensuring that transactions are handled efficiently.

Increased Satisfaction

The ease and convenience of online booking lead to higher satisfaction rates among clients or students, as they can easily choose times that fit their schedules without hassle.

Data Collection and Analysis

Provides valuable insights into booking trends, popular appointment times, client demographics, and more, helping you to make informed decisions about your business or teaching strategy.

Professional Image

Offering a sleek, user-friendly online booking system projects a professional image and can give you a competitive edge in your field.


As your business or class size grows, online scheduling software can easily accommodate an increasing number of bookings, making it a tool that grows with your needs.

Choosing the Right Online Scheduling Software

Acuity Scheduling Acuity Scheduling

Acuity Scheduling offers a comprehensive online appointment setting system tailored for your business needs. It comes equipped with robust features such as calendar synchronization, automated reminders via email and SMS, integration with payment processors, and additional functionalities.

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There are dozens of online scheduling software platforms on the market, all aiming to help you stay organized.

Choosing the right one for your online business or academy can be daunting.

After checking out several top options, I found Squarespace’s online scheduling software through Acuity to be the most user-friendly and effective.

In 2019, the Squarespace platform acquired Acuity (review), a top-rated online scheduling software, and began integrating it into their site building options.

If you’re looking for a way to seamlessly boost your online business’s organization, investing in Acuity is the perfect place to start.

User-Friendly Interface

Acuity is sleek and user-friendly.

You won’t need to write code or have an extensive tech background to make it work for your business.

Even if your online business isn’t hosted through Squarespace, you can easily embed Acuity features into any web page of your choice.

High-Powered Calendars

With Acuity, you can offer clients the ability to book their own appointments and reschedule as needed.

Automating your calendar can cut out tedious phone calls and keep everything running according to plan.

As an added bonus, the calendar options available through Acuity are well-designed and appealingly elegant, which sends a positive message to customers.

Their polished look and ease of access ensure that your customers will have a good experience when they book with your business.

Real-Time Updates and Availability

Thanks to Acuity’s scheduling options, it’s a breeze to promote your availability to customers, even if your daily hours are subject to change.

Since the platform syncs to Outlook, Google, Office 365, and Google, any rescheduled appointments will be updated in real time to help you effortlessly stay on top of your daily to-do’s.

This prevents rescheduling mishaps from wasting your time, and helps improve communication between you and your clients.

Automated Intake Forms

Acuity also makes it possible to automate intake forms and questionnaires.  

This is a useful step when welcoming new clients to your business, or getting reacquainted with returning customers.

Instead of having to send these forms out via email lists, you can simply opt for this information to be automatically presented to your clients when they book a session or appointment.

Acuity will manage all of the responses so you can have the information you need right at your fingertips.

Effortless Video Conferencing

The Acuity platform includes the capacity for video conferencing, which is a huge part of many online business models.

Meet with your clients via Zoom, JoinMe, or GoToMeeting integrations to enjoy a face-to-face rapport from anywhere across the globe.

Quick Payments & Invoices

With Acuity, you can conveniently collect payments from your clients via Stripe, Square, or Paypal.

Add in payments as an administrator, or opt to have your customers pay when they book.

The payment structure is up to you, but Acuity takes the grunt work out of collecting your income and keeping all of your bills filed.

Since you can manage your invoices directly from Acuity, it’s a seamless process from sending a bill to getting paid – and customers can pay from any device they choose.

This increases your productivity, makes sure you get paid on time, and keeps everyone’s schedule running smoothly.

Click here to try Acuity’s online scheduling tool for free.

Final Thoughts

Whether you’re a seasoned pro or just starting out with your online business, scheduling software is a game changer.

Organization is key to running a successful business and creating satisfied clients and customers.

When you use an effective online scheduling software, you make it much easier to keep all the moving parts working in harmony.

Instead of entering appointments, telephoning customers, drafting invoices, and collecting payments manually, you can let a platform like Acuity handle the tough stuff.

Not only does this prevent any mistakes from slipping through the cracks, but it also lets you spend more time actually improving your business.

And that’s what matters most.

Do you have experience in using online scheduling software?  What ways have you used it to enhance your online business?  We’d love to hear your questions and tips in the comments below!

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