Managing appointments made easy: A guide for new business owners

Choose the Right Platform

Are you tired of juggling appointments and trying to keep everything organised? It can get overwhelming, especially when you’re focused on growing your small business. But there is some good news: there are top-notch platforms designed just for that.

Each platform has its own features that cater to various business needs, from the smallest start-ups to the most expansive enterprises. While having options is great, it can also be pretty daunting. With so many scheduling apps available, how do you know which one is right for you?

The key is to start by understanding your specific business needs. Do you need automated reminders to reduce no-shows? Or perhaps a feature to allow clients to reschedule their own appointments? Maybe integration with other tools you already use, like email or payment processing, is critical to you.

Remember, it's not just about finding a platform that works—it's about finding the platform that works for you. To make your search a little easier, we’ve rounded up some of the best scheduling platforms out there, complete with insights on their standout features and who they’re best suited for.

Here are some of our favourite scheduling platforms available in South Africa, all reviewed below:

• Calendly

• Google

• Acuity Scheduling

• Setmore

• Doodle

Why Should Small Businesses Use a Scheduling App?

Busy people have always needed to keep track of their appointments. Before the internet, this meant organising your meetings in a diary, a calendar or—if you were very lucky—with your personal assistant.

While there’s nothing wrong with good old pen ‘n paper, the digital age has brought us tools that make the entire process more streamlined, efficient, and adaptable to modern businesses.

Scheduling platforms organise, manage, and even automate your appointments, giving you more time to focus on your core business. Here’s why we love them:

Next-Level Organisation

You know those days when things are as chaotic as a taxi during peak hour traffic? A scheduling platform keeps everything tidy—no more double bookings or forgotten appointments!

24/7 Availability

No one can work 24 hours a day, no matter how passionate you are about your business. When you have a scheduling platform, your clients can book at any time, whether it’s during business hours or late in the evening.

Reminders

No one likes no-shows. Many scheduling apps offer automated reminders to ensure everyone remembers their commitment, saving you the stress of wondering if your client will show up.

A Quick-Quick Overview of the Best Scheduling Platforms

In-Depth Reviews of the Best Scheduling Platforms in South Africa

Calendly

Best for: On-the-go pros looking for a no-frills scheduling solution that’s ultra-easy to use.

Calendly is a user-friendly platform tailored to make scheduling a breeze. Here's how it works: You set up your available time slots and create a personalised scheduling link.

When you share this link with clients, colleagues (or anyone else for that matter), they can choose a time that aligns with both of your schedules. No more back-and-forth emails or missed calls!

What makes Calendly awesome is its ability to integrate smoothly with popular calendar apps. Whether you use Google Calendar or Microsoft Outlook, Calendly ensures every appointment finds its rightful place, reducing the risk of double bookings or overlaps.

Google Appointment Scheduling

Best for: Business owners who already use (and love) Google products.

With Google Appointment Scheduling, you can now let anyone—be it your clients, vendors, or partners—pencil themselves into your Google Calendar using a personal booking page. If you’re already comfortable using the Google ecosystem, this feels like the next natural step in boosting your efficiency.

But, unlike some competitors, Google Appointment Scheduling doesn’t offer a free version, only a free trial. If all you want to use it for is setting appointments, some of the competitors may be a better option. But if you want full-suite integration with your Google Calendar, Google Meets, Gmail, and Google Drive? This is the top-tier option.

Acuity Scheduling

Best for: Business owners who want to accept payments through their booking app.

Basic Acuity Scheduling plans start at $16, making it the most expensive option on our list—but it’s worth it if you want to take advantage of their premium features, notably the ability to accept payments.

This is particularly convenient for businesses that want to make paying a requirement for booking—for example, if you offer yoga classes and want students to pay to reserve their spot.

In addition, it offers a variety of other features, including the ability to create customised booking pages, sync with your calendar, and manage your schedule.

Setmore

Best for: Small businesses with straightforward scheduling needs.

Looking for a fuss-free way to keep up with your appointments? Setmore has got you covered.

Unlike Acuity Scheduling, Setmore allows you to accept payments via Square or Stripe on their free plan. In addition, it offers a range of other features, including automatic reminders, a customisable booking page, and unlimited appointments.

Setmore is a no-frills solution that may be a little too dialled back for some users, who may find the limited integration options frustrating.

Doodle

Best for: Getting your team on the same page or meeting with multiple clients.

Finding the perfect meeting time can get frustrating—wouldn’t life be so much easier if an app could tell you when everyone is available? That’s where Doodle comes in! It’s a scheduling tool that allows you to create polls to find the best time for a group meeting or event.

You can send a poll to multiple people and see which times work best for everyone, making it a great option for team scheduling. It also integrates with popular calendar apps like Google Calendar and Outlook.

While it’s great for scheduling internal meetings or group meetings with clients, it’s not quite as efficient if your meetings tend to be one-on-one.

I’ve Selected a Scheduling Platform, Now What?

1. Create a Professional and User-Friendly Appointment Page

The way you present your business online speaks volumes, and that's especially true for your appointment page. It's not just about schedules and slots; it's about making your clients feel excited to engage with what you offer!

Here are some tips for creating a page that's easy to use and effective:

• Keep your descriptions simple so your clients know what you offer and at what price.

• Add some photos to give a glimpse of what you do best.

• Make bookings and payments a breeze for your clients.

• Give a heads-up about what they can anticipate during their visit.

• Many people book using their phones, so ensure the page looks great on mobile too.

2. Provide Clear Terms and Conditions

Nothing sours a customer relationship faster than hidden terms and conditions. By chatting openly with your clients and showcasing a set of T&Cs on your appointment page, you're setting the stage for a positive experience.

Here are some of the things you should consider including in your T&Cs:

• Cancellation policy

• Refunds

• Rescheduling

• Voucher/discount policy
  

3. Connect Your Scheduling App with Your Savvy Site

Getting customers to use your service means providing them with a quick, seamless experience. This means giving them one space where they can find everything they need, including:

• Information about your business

• Your services and price list

• Client testimonials

• An appointment page

When you connect your appointment page with Savvy, you can add a button or link to your website. This makes it easy for clients to schedule appointments and make payments without any confusion.

The Bottom Line

Adding an appointment scheduling page to your business isn’t just a cool idea. It's a total game-changer. Think about it: no more back-and-forth emails or missed calls. Everything's smooth and easy—both for you and your clients.

Now, with Savvy in the mix? That's where the magic happens. You can connect your scheduling page with your Savvy Site and even share it on social media. In addition, Savvy lets you customise your site to fit your unique business and vision.

Ready to start connecting your scheduling platform with an intuitive website that’s easy to use? Sign up for Savvy today and start taking your business to new heights.