Online booking system for salons, clinics and appointment businesses

A good booking system does three jobs: it shows the client only the times they can really take, it closes the appointment without a phone call, and it gives you a clear view of the day. These are the parts we build:

• Live availability: every free time is worked out from your opening hours, the appointments already booked, your breaks and the length of the service.
• Services that combine: the client puts several services into one appointment, sees the total time, and combinations that make no sense are blocked.
• Your panel: the calendar by day, week or month, clients with their visits and your notes, and moving an appointment in one gesture.
• Phone bookings and walk-ins: you add them in the panel, and that time closes for online booking straight away.
• Notifications on your phone for every new booking and every cancellation, with the option to approve each booking before it is confirmed.
• The client's page after booking: the booking code, add to calendar, and online cancellation up to the deadline you set.
• Languages: Albanian and English, and German when many of your clients come from the diaspora.
• Your rules: how often a slot starts, the minimum notice, how far ahead people can book and the free cancellation window.

For Ariana Studio, a nails, pedicure and waxing studio in Prishtina, we built the site and the booking system. A client picks one or more services, sees only the times that are free for that exact appointment and books in three steps, in Albanian or English.

The owner runs the day from the panel on her phone: the calendar, the clients, the menu and the opening hours. The panel installs on the home screen like an app, and every new online booking or cancellation by a client reaches her iPhone, Android phone or laptop as a notification. Payment happens at the studio, so the booking asks for no card.

The menu knows its own rules: services that overlap cannot be booked together, and every change the owner makes to the services, the hours or the rules shows on the site straight away.

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The calendar logic changes from one business to the next. Before we write any code, we settle together what your calendar has to know.

Hotels and car rentals book nights and cars, and have their own pages: hotel websites and car rental websites. For restaurants, see online table reservations.

Ready-made booking tools start fast, and for many businesses they are enough. Your own system makes sense when booking is part of the brand, when your rules do not fit a template, or when you would rather not pay every month for something you use every day. We say so plainly when a ready-made tool is enough for you.

A client who does not turn up is a real cost for a salon or a clinic: the hour stays empty and can no longer be sold. These are the options we can build into your system, depending on what your clients accept.

Viber and WhatsApp reminders go out from the business's account on that channel, on the channel's own terms and fees; the differences are in WhatsApp vs Viber for business. At Ariana Studio payment happens at the studio and the booking asks for no card, and the owner can choose to have online bookings wait for her confirmation.

• An automatic reminder a day or a few hours before the appointment, by email, SMS, Viber or WhatsApp.
• One-tap confirmation from the reminder, so the time frees up early when a client cannot come.
• A deposit or prepayment by card for long services, through your bank's virtual POS.
• Bookings that wait for your approval, for new clients or for the most wanted times.
• A free cancellation window you set, written clearly into the confirmation.

A booking system holds names, phone numbers and a history of visits. At clinics and dentists it can also hold health information, which the law treats separately. In Kosovo, Law No. 06/L-082 on the Protection of Personal Data classes data on a person's health as sensitive and requires security measures that match the risk, such as encryption. In Albania, Law No. 124/2024 lists health data among the special categories.

So the system collects only what the appointment needs. The public form asks for a name and a phone number, not a diagnosis; clinical notes, where needed, stay in the panel and are seen only by the people who need them. Your obligations as the data controller are for your lawyer to confirm; we build the system to carry them.

• Only the data the appointment needs in the public form.
• Separate roles in the panel: the front desk sees the schedule, the doctor sees their own notes.
• An encrypted connection and hosting in the European Union, as with the Ariana Studio system.
• Your data in your accounts, exported whenever you want.
• A privacy notice on the site that says what the system collects and why.

There are two levels. A site with a simple booking form, where requests come to you to confirm, is built like a regular website and takes 3 to 5 weeks.

A full booking system, with live availability, an owner panel and a notification for every booking, is built the same way as our web apps and platforms. The first working version lands within 4 to 6 weeks, and the rest is built in phases on a written plan.

From there the price moves with how many staff, rooms or bays are booked, how many locations you run, card deposits, message reminders, connections to the tools you already use, the languages, and moving your clients over from the list or tool you use today.

After one call you get a free, fixed written quote within two working days. Payment: half at the start and half when the system goes live; on larger projects, in three milestones. Any defect found within 30 days of launch is fixed at no cost. The other systems we build are on platforms.

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