subject: Online Scheduling Software: Make The Booking Process Easier For You And Your Customers [print this page] For many service-oriented businesses, accurate and timely reservations are a necessity to ensure proper service and a positive customer experience. From tour operators and boat-rental providers to managers of athletic fields and facilities, these groups must have a proven reservation system in place, not only for internal scheduling processes, but also for the convenience of their customers. Traditional reservation procedures often come up short in both regards. And it's for these reasons that many businesses, organizations and individuals are incorporating online reservation systems e into their operations.
THE BENEFITS OF ONLINE RESERVATION SYSTEM OVER TRADITIONAL METHODS
Booking and managing customer reservations, although a vital component of many service-based groups, is generally viewed as time-consuming and tedious. The traditional manner of scheduling reservations doesn't help refute this statement: It usually involves booking reservation over the phone and by e-mail, then recording and managing the dates, times, services and customer contact information in separate appointment books, files, spreadsheets or folders.
Not only does this method require a considerable amount of staff time, it also does not give customers the ability to book their reservations when it's most convenient for them. Many individuals simply do not have the time to call in a reservations or appointment during normal business hours. This can lead to two different scenarios: The person can either book the reservation online (if the service provider offers this option), or he or she can leave a voice message, in which case the provider must take the time to follow up with the individual (and possibly engage in a game of "phone-tag" until a specific reservation time is agree upon). Most will agree that the former is the more appealing of these two schemes.
An online reservation system is generally the best option for these service-providers to automate and improve their booking processes. Commonly referred to as Software as a Service (SaaS) and cloud-computing applications, this technology is accessible through any Internet connection and typically does not require any installations, downloads or expensive hardware. Both the service provider and its customers access is in the same manner as any Web page. Like online data storage and document uploads applications, online reservation systems are securely housed online and not confined to an individual computer terminal or network. This characteristic not only makes it possible for customers to book reservations online, it also give service providers and their staff the ability to access their reservation calendar and customer details from any Internet connection, a valuable benefit for those individuals who must have access to this information from outside their office.
As with most SaaS applications, online reservation system providers usually charge a monthly fee to use their service. Many implement the "pay-as-you-go" option, with no long-term contracts.
BENEFICIAL FEATURES OF ONLINE RESERVATION SYSTEMS
The functionality found in many online reservation systems is what makes a fully-automated booking system possible.
Online customer self-scheduling. This allows customers to book their reservations at their own convenience and at any time of the day, even during non-business hours. It can be a convenience to service providers and their staff as well, as it can significantly reduce the number of phone calls and e-mails from customers seeking reservations.
Automated e-mail and text message reminders. Sent automatically by the system prior to a scheduled reservation time, this feature can reduce the number of "no-shows" by over 50 percent.
Online payment options. If given the option, many customers would pay for their services at the same time they book them. Additionally, individuals are less likely to be "no-shows" if they've already paid.
Record-keeping and reporting. Since online reservation-scheduling systems centralize all inputted information, locating and gathering details on customers and their reservations is much simpler than sorting through paper appointment books and spreadsheets. Some software applications even have standard reports that users can quickly create and analyze.
E-marketing capabilities. Having current customer e-mail addresses can make or break a successful e-marketing campaign. Customer e-mail lists maintained in an online reservation system tend to be more updated and easier to manage, since customers have the ability to update their accounts on their own. It also eliminates the need to manually monitor a secondary e-mail mailing list.
Booking customer reservations with a pen and paper appointment book simply doesn't cut it in today's busy, 24-7 world. Technology has caught up with all office procedures, including booking processes, and service providers that tap into these online reservation systems can expect a significant improvement in their overall operations. And on top of that, they'll have more satisfied customers.
