Booking Management
Appointment scheduling platform with online booking, automated reminders, and payment collection for service businesses.
Problem
Service businesses were drowning in scheduling chaos. Phone calls interrupted actual work. Appointments got double-booked. Clients forgot and didn’t show up. Staff spent more time managing the calendar than serving customers.
The spreadsheets and paper diaries weren’t cutting it anymore.
Solution
We built a booking system that handles scheduling so staff can focus on service.
Online Booking
- Clients book appointments themselves, 24/7
- Real-time availability—no double bookings possible
- Works on any device, no app download required
- Clients can reschedule or cancel online
Staff Scheduling
- Set working hours and break times
- Assign services to specific staff members
- Block time for meetings or personal appointments
- View everyone’s schedule at a glance
Automated Reminders
- SMS and email confirmations when booked
- Reminder 24 hours before appointment
- Another reminder 2 hours before
- Follow-up message if they don’t show
Payments
- Collect deposits at booking time
- M-Pesa integration for easy payment
- Automatic refunds for valid cancellations
- Revenue reports by service, staff, or period
Process
We shadowed receptionists to see how they actually managed bookings. The existing process had them juggling phone calls, checking paper diaries, and manually sending reminder texts.
The availability system needed to be smart. It considers staff schedules, existing appointments, buffer time between clients, and service duration—all in one query. When a client picks a time, it’s guaranteed available.
For reminders, we built a sequence that triggers automatically. No one has to remember to send texts. The system handles it, tracks delivery, and logs responses.
The calendar interface uses drag-and-drop for quick changes. Reception can move appointments, extend times, or reassign staff without leaving the main view.
Results
Fewer No-Shows
- Automated reminders dramatically reduced missed appointments
- Clients appreciate the courtesy texts
No More Double-Bookings
- System makes it impossible to book the same slot twice
- Staff trust the calendar completely
Time Saved
- Clients book themselves—fewer phone interruptions
- Reminders sent automatically
- Reports generated with one click
Revenue Impact
- Deposits reduce last-minute cancellations
- More appointments fit in each day
- Staff utilization improved
Team: 2 engineers · Timeline: 3 months
Stack: Rails, PostgreSQL · Integrations: M-Pesa, SMS, Google Calendar