How To Add Online Appointment Scheduling To Your Website

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Setting up online appointment scheduling might seem hard or expensive, but it’s actually easier and more affordable than you might think.

In this post, I’ll show you how to add scheduling to your website quickly and easily without wasting hours trying to figure it all out.

Here’s what we’ll cover:

1. The scheduling tools I recommend.
2. How to connect scheduling software to your website.
3. Options for using scheduling software on your site to get the best results.

Let’s get started!

Why use online appointment scheduling?

If you’ve been managing appointments manually, you already know how time-consuming it can be—and mistakes happen easily. Automated appointment scheduling solves these problems by:

• Saving Time: No more back-and-forth emails trying to find a convenient time.
• Reducing No-Shows: Automated reminders via email or text ensure clients remember their appointments.
• Enhancing the Client Experience: A modern, professional scheduling system shows clients you’re up-to-date and organized.

Choosing the right scheduling tool

There are many scheduling tools available, but here are 3 excellent options:

1. Calendly

Calendly is user-friendly and widely recognized. The brand name alone builds trust since many people are already familiar with it. It offers both free and paid plans, so you can start small and upgrade as needed.

2. Google Calendar

In July 2024, Google Calendar introduced appointment schedules, allowing people to book appointments directly onto your calendar. Like Calendly, it’s quick to set up and has free and paid plans to meet various needs.

3. TimeTrade by EngageWare

This is my personal go-to tool, and I’ve used it since 2015. While it doesn’t offer a free plan, there’s a 15-day trial to help you decide if it’s right for you.

All 3 tools are effective, so instead of overthinking features and comparisons, I recommend taking each for a test drive to see which one feels easiest to use and meets your needs.

Keep it simple.

How to connect scheduling software to your website

There are 2 primary ways to integrate scheduling tools onto your website:

1. Embed the Calendar

Your scheduling app will provide you with a piece of code to embed the calendar directly onto your website. This creates a seamless experience for visitors, keeping them on your site as they book an appointment.

2. Link to the Scheduler

Your scheduling app will also provide you with a link to your booking page. You can add this link to a button or text on your site, which then redirects visitors to the scheduling page hosted by the app.

Workflows for using appointment scheduling on your website

Here are 2 workflows to help you decide how to manage your appointment calendar:

Workflow 1: Allow visitors to book directly (No pre-screen)

This option allows anyone to schedule an appointment without pre-screening. Visitors can either book directly through an embedded calendar or by clicking a link to your scheduling app’s page.

This approach works well if you don’t need to qualify prospects before speaking with them. However, it may lead to wasted time if unqualified visitors book appointments.

Workflow 2: Pre-Screen Visitors with a Short Form

If you want to avoid spending time with unqualified prospects, consider pre-screening visitors before giving them access to your calendar.

Here’s how:

1. Visitors complete a short form to determine if they meet your minimum requirements.
2. If they don’t qualify, they won’t see your calendar or be able to book an appointment.
3. If they do qualify, they’ll be directed to schedule a time.

You can either embed the calendar directly on the thank-you page after the form or redirect qualified visitors to your scheduling app’s page.

This approach ensures you’re only speaking with the right prospects, saving you time and effort.

Conclusion

Adding online appointment scheduling to your website doesn’t have to be complicated.

By choosing the right tool, embedding or linking your calendar, and using the right workflow, you can streamline your appointment process, save time, and improve the experience for your clients.

Whether you use Calendly, Google Calendar, or TimeTrade, the key is to pick a tool that fits your needs and start simplifying your scheduling today!