What Are the 5 Biggest Appointment Scheduling Mistakes Your Business Can Easily Avoid

Appointment Scheduling Mistakes

Most small businesses in the service sector rely on appointments to keep their business running. Among these, we can include private physician practices, hair salons, nail salons, veterinarians, wellness centers, and the list can go on. So, the general rule of thumb here is that the more appointments you have, the better it will be. In today’s digital world, however, some 40% of all appointments happen after hours, which means that you need to have an online portal for that to happen.

But even if appointments are the bread and butter for many businesses, many commit critical mistakes that can result in fewer bookings and drive even the most loyal customers away. Here are some examples, as well as the best way to fix them.

Using the Wrong Tools

Some content management system (CMS) platforms have insufficient functionality. But if you are interested in more precision, consistency, and customizability, you could try AppointmentCare. It is an online scheduler that has numerous custom features like automatic reminders, website integration, multi-location, staff calendars, customer management, and many others.

Giving Too Little Information

It is a common mistake that many small businesses make. When booking an appointment, new customers want to know what to expect, and what they are committing themselves to. Nobody likes to go all the way to an office or a clinic only to find out that they won’t be receiving what they were expecting.

Not only will you lose that person’s business but they may also give you a negative review online. Explain to them, in detail, what services you will provide. Also what prep work they need to do before showing up, as well as all the costs involved.

Having No Clear Procedures

There are plenty of moving parts that revolve around appointments. If you and your staff do not have a precise procedure on how to document, view, and handle this information, crucial details can get lost or overlooked. It will lead to mix-ups, overlapping appointments, and unhappy customers. Fortunately, however, a good scheduling software platform will help you in this regard.

Not Sending Reminders

Today’s workforce is nothing if not busy. Also, even with more mobile technologies and the internet, people continue on filing reports and answering work-related emails well into the evening. It means that it’s increasingly common for people to forget any previous appointments they’ve made. It is in everyone’s best interest if you’d send them some timely reminders with a reasonable lead time, of course.

Gain an Advantage

Not Soliciting Feedback

Ken Blanchard, one of the most influential leadership experts in the world, said that “Feedback is the breakfast of champions.” In other words, there is no better way to learn and develop your business than to get feedback. Acting on the feedback will ultimately keep your customers happy, and happy customers often turn into loyal ones.


Handling appointments correctly and efficiently is a complicated process. There are many variables, and things don’t always go your way. It is why it’s essential for every small business that works by appointments to have a piece of software that will help them out. AppointmentCare has a 30-day free trial period that you can try and see whether it suits your needs. For more information, do not hesitate to contact us directly.


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