What Exactly Is an Online Booking System?

Small businesses today need new solutions to their daily challenges. Operations need to be streamlined and made much leaner and more efficient to save on costs and the wasteful use of resources.

One of the ways in which this and more can be achieved is through the right online booking system for small businesses. But what is an online booking system, what are its features and what benefits can you expect from it for your business? Read on to find out more.

What is an online booking system?

Much like the name suggests, online booking system is an automated software solution that enables your customers to book and pay for your services online (whether through your website or other channels such as social media). But it’s not just bookings and payments that are taken care of.

This software also has important reporting and analytics software that can help take your business decision-making to the next level while you scale your operations from a single touchpoint.

All this reduces inventory management and manual spreadsheet entries alongside a whole host of other perks.

Many service-based businesses often still use archaic systems of receiving bookings from their clients. There are entire service departments and call centres dedicated to receiving customer calls. Inboxes are often flooded with emails that you and your team can hardly get on top of. And there are also Excel spreadsheets that can be inaccurate.

All these can lead to costly mistakes, lost or unserviced customers and potential losses to the bottom line. Can this situation be rectified? The answer is “yes” and it all comes together with the right online booking software.

Key components of online booking systems

The right online booking system for your business should have the following key components:

• User interface: The front-end deals with what the customers see. It can be a polished form on your website that, when filled in correctly, takes them to a secure payment channel that streamlines their journey on your website.
• Backend management: The back-end, on the other hand, is the behind-the-scenes information that you need to perform your business. This is generally reflected in a business dashboard that gives you hundreds of insights at your fingertips about any and every aspect of your business.
• Payment processing: Payment processing is another key component of these solutions. They need to be secure and comply with industry regulations so that your clients feel secure when paying and using their sensitive financial information on your site.
• Notification system: Online booking systems can be automated so that your clients receive automatic notifications when certain actions, such as payments, are performed. Need to confirm the booking or provide confirmation of a payment? The online booking system can do it for you with speed and reliability.

The purpose of online booking systems

If you are wondering what the purpose of online booking systems is for your business, we outline a few of its key benefits below. Putting these together in a cohesive whole can help you save thousands of pounds and endless hours spent on tasks that are repetitive and which can be automated. As such, you can maximise your operational efficiency and boost your bottom line.

Here are a few of the reasons to consider when choosing an online booking system for your business:

Key features of an online booking system

Now that you know about the functionalities that this type of software can assist you with, it’s also important to look at how an online booking system works. Much like many other processes, these systems have a front-end and a back-end. They also work in terms of the software-as-a-service model and are usually cloud-based.

Front-end

The front-end deals with what the customers see. It can be a polished form on your website that, when filled in correctly, takes them to a secure payment channel that streamlines their journey on your website.

Back-end

The back-end, on the other hand, is the behind-the-scenes information that you need to perform your business. This is generally reflected in a business dashboard that gives you hundreds of insights at your fingertips about any and every aspect of your business.

In most cases, whether you are looking at either the front- or back-end of your online booking system, you should be aware that it can help you track inventory, it has a user-friendly interface, and you can link it to your customer support as well as email marketing software.

On the more complex side, it can also send SMS and automate emails, set language preferences and currencies, customise it for email, integrate with third-party systems, and voucher/promo code management, among many other things.

Customisable booking forms

Online booking systems offer the ability to create booking forms that suit your business’ unique needs. By being able to customise your forms, you can create an asset that aligns with your branding and helps create an easy journey for your customers.

Real-time availability

The ability to access online booking forms from any location at any time, and the data and insights they offer, is indispensable for many businesses. It’s about tapping into the system’s wealth of knowledge so that you can be better guided and prepared to handle your customers and their needs.

Mobile-friendly design

Wondering if you can get an online booking system that’s mobile friendly? The answer is absolutely. With a mobile-friendly design, you can cast a wider net and cater to even more customers, especially those that prefer to operate via their smartphones.

Integration with other tools

Online booking systems can also be integrated with a host of other tools and apps that your business uses, meaning you don’t have to always worry about switching from one program to another. It’s about introducing ease and convenience in your workflows.

Secure payment processing

Complying with strict online payment regulations is essential for fostering a sense of trust in your business. And when you partner with the right online booking system provider, both you and your customers can enjoy enhanced security and greater peace of mind, while reducing the risk of fraudulent transactions or chargebacks.

Comprehensive reporting and analytics

Another key feature of online booking systems is their ability to provide comprehensive reports through detailed analytics in real time, enabling you to make timely and accurate decisions for your business.

Choosing the right booking system for your business

Choosing the right booking system that’s right for your needs means that you’ll need to consider what factors will help your business grow while ensuring affordability. Some factors worth considering include:

Setting up and customising

You need your online booking system to work for your business and fit like a glove. No more unnecessary apps or features. Only those that your business needs. It’s like going shopping with a shopping list. You pick and only pay for what you need.

Training staff

Naturally, you’ll need to spend some time getting your team up to speed on how to use the system most effectively. You may think that this is an inconvenience but nothing could be further from the truth when you are aiming to scale your business and offering to create an amazing customer experience.

Promoting usage of the booking system

You’ll also want to ensure that your clients are able to and do, in fact, use your online booking system. Start by notifying existing customers that the system is now in place for their convenience. Meanwhile, new customers can enjoy the newly added functionality on your website, making the booking process easier than ever for them.

Benefits of using an online booking system for SMBs

Small and medium-sized businesses can greatly benefit from online booking systems, especially if they are in the service industry. Take a look at just a few of the advantages your business stands to gain from this type of solution:

• Streamlined appointment management: Simplified scheduling process, user-friendly interface and time-saving convenience.
• Enhanced customer experience: 24/7 accessibility and increased convenience that empower customer autonomy.
• Optimised resource allocation: Efficient resource management, maximised utilisation and a reduction in no-shows.
• Improved business operations: Comprehensive reporting tools, data-driven insights and informed decision making.
• Cost-effectiveness: Reduced administrative costs, minimised manual labour and the elimination of double bookings.
• Increased revenue generation: Upselling opportunities, faster payment processing and secure transactions.
• Strengthened brand image: Have your brand be viewed as professional, modern and trustworthy.

Pros and cons of online booking systems

Of course, as with any technology, there are pros and cons. However, in this case, the pros considerably outweigh the cons. Here is a brief outline of each side of the coin to help you make a more informed decision.

Advantages of online booking systems

• An online booking system can help your customers have a superb online experience
• You can enhance online payments security to a much greater extent
• You can capture customer data for better business decision-making and marketing strategies
• It can enable you to offer promotions and special offers to customers during quiet periods
• Use the customer-driven data to gain customer intel and make better decisions about your service offering
• It’s an excellent way of saving precious resources such as time and repetitive workloads
• You can enhance your business revenue by increasing the number of bookings you received
• Your business will remain open for business at all times of the day and night, even on weekends
• Your workload will be incredibly streamlined and much more efficient as you focus on core business tasks
• You’ll be much better positioned to deal with cancellations and no-shows
• All the data gathered can help you gain better insights into the productivity of your business
• You can connect online booking systems with other software tools for an even more streamlined experience

Disadvantages of an online booking systems

• Despite all the advantages of an online booking system, it will take at least 24 hours to set up and install. As such, it’s crucial that you set aside some time for this task that will enable you to help your business grow.
• Staff training is another aspect to consider at the beginning. However, once the necessary knowledge transfer takes place, you’re well on your way to business success.

Future trends in online booking systems

Online booking systems are shaking up the way in which bookings are made. But there’s more in store for businesses in the future. Some of the upcoming trends that are worth noting include:

Artificial intelligence and automation

Artificial intelligence (AI) and automation of tasks are going to take centre stage as online booking systems become more sophisticated. Being able to extract trends and patterns from your data will become a faster and more efficient process.

Blockchain technology

Blockchain technology could also be incorporated into online booking systems, with their hyper-security around payments made online and a variety of methods of making payments.

Voice-activated bookings

With so many virtual assistants around us already, and a spike in voice-activated search, it’s also expected that online bookings will increasingly begin to be made via voice-activated smartphone instructions that clients give, saving them time and hassles.

Virtual and augmented reality

It could also become possible to showcase your clients potential “after” results once your service is complete. By enabling them to visualise the final outcome, you’re more likely to convert an uncertain lead into a paying customer.

Why choose the ServiceOS online booking system?

You’ve made it this far and there’s no going back. An online booking system is an essential for your business, much like electricity, water and an internet connection. An online booking system will quickly become a staple for your business, ensuring you attract and retain more clients.

And with ServiceOS, you’re looking at an affordable and highly customisable system that empowers you with a full range of functionalities. These include self-management of appointments, managing schedules on the go, automating reminders by email and SMS, customised offers, automated invoice and so much more.

Book your completely free demo here.

We hope this post was helpful to you! And if you have any questions, share your thoughts with us in the comments section below.