Leigh Brown knew Exclusive Tans needed a solution to its appointment-scheduling procedures. As representative of the investor-owned, two-store chain in North Castle Rock, Colo., she saw firsthand the challenge in accepting tanning-service appointments by phone and trying to manually manage them in a spreadsheet. During its busy season, the tanning salon would routinely receive more than 300 phone calls a day, creating a tremendous burden on the staff. In essence, Exclusive Tans actually lost business and potential clients, as it was unable to keep up with the heavy volume of calls.
The salon needed a solution to its appointment-setting dilemma. It found it in online tanning salon-scheduling software.
“We missed a lot of appointments because we couldn’t get to the phone,” Brown explains. “Now, we’re capturing more business and holding more appointments.”
By incorporating scheduling software into their operations, Exclusive Tans joined a growing number of tanning salons nationwide that have turned in their paper appointment books, spreadsheets and electronic calendars for a more effective and efficient method of scheduling their services. Offering such beneficial features as online self-scheduling, automated e-mail and text message reminders, and report-generating capabilities, tanning salon appointment software helps on-site staff spend less time managing their appointments and more time with their clients.
What is online tanning salon scheduling software and how does it work?
Most online appointment-scheduling technology is what’s commonly known as Software as a Service (SAAS), whereby a provider offers a tanning salon an application for use as a service on demand. Like most SaaS programs, online scheduling services are typically housed online on a secure server, eliminating the need for the salon operator to install software or purchase costly hardware components for its computers or network. Envision online banking, sending e-mail or updating a social media or networking the page. It’s the same concept. Both the tanning salon operator and its clients simply access a Web page to use the service. All that’s required is Internet access.
Choosing a scheduling software provider can be a daunting task, as many programs are available. A quick Web search could reveal an almost endless list of companies offering some form of online scheduling. Some may offer the tools a tanning salon needs to automate their scheduling processes, while many do not. Fortunately, several scheduling-software providers give businesses the ability to try out and test the system when they sign up for a free demo.
Technology found in some scheduling applications makes it easy for a tanning salon to create and customize an online scheduler. They can assign hours of operation, add specific services, incorporate a specific color scheme and even include a logo. Once created and customized, tanning salon operators will typically direct customers to their Web site, which could feature a button link or banner to access the online scheduling page. (Most established scheduling software providers supply a variety of these button and banner links to their customers.)
Even tanning salons that do not operate a Web site can benefit from online appointment-scheduling software. Most Internet-based schedulers are accessible through a URL address, like any other Web site. Salons can simply inform their customers of the URL address, as well as include a link in e-mail, e-newsletters and other electronic communication.
Once on the page, tanning clients will follow the scheduling instructions on how to view services and book their appointments. After they choose a specific service, technician (if applicable), date and time, the system will then automatically confirm the appointment. No additional action is needed from the tanning salon.
What are the main features of online scheduling software?
Functionality can vary among the many online scheduling software providers, but most offer such standard features as:
•Customer self-scheduling Many tanning salon operators that use appointment software cite this as their favorite feature. And with good reason: It helps automate the entire scheduling process by allowing customers to schedule and manage their appointments online. Not only does this functionality reduce the number of phone calls and administrative workload, it also makes it easy for customers to book their services at their own convenience, even during non-business hours.
•Automatic e-mail and text message reminders Surveys have shown that reminders can help reduce the number of “no-shows” who miss their appointments by more than half. However, making reminder phone calls or sending individual e-mails can be time-consuming. Some tanning salon schedulers give operators the ability to schedule e-mail and text message reminders, which the system will automatically send to all scheduled appointments on a certain day, such as one or two days before the service.
•Online payment options Clients that schedule their services online may also wish to pay for them at the same time. This is an option on several online scheduling applications.
•Record-keeping and reporting Like most businesses, tanning salons depend on accurate recordkeeping and robust reports to analyze their operations. Traditional scheduling methods – such as a paper appointment book or a basic electronic calendar – usually require the salon to maintain separate files and folders on appointments and clients. Scheduling software centralizes appointment and client data in one secure location, making it easy to access and create reports.
•E-marketing capabilities Online scheduling software also creates a great opportunity for e-marketing, as it stores client e-mails. Salon staff can effortlessly pull a mailing list and compose a communication piece right through the software. They can also add their scheduler link or button to the actual marketing pieces, such as newsletters, giving it additional exposure.
What are the benefits?
Automating a scheduling process with the aforementioned tools has its benefits. These include:
•Monetary and time savings As the old saying goes, “Time is money.” Manually booking reservations can take up a lot of time, especially when answering the phone and inputting appointment details into an appointment book or electronic calendar. Online scheduling software frees up valuable time and lets technicians and staff members focus more on their clients and services.
•Accessibility Because they’re Web-based, schedulers are accessible from any Internet connection. The same can’t be said about files and programs housed on an individual computer. Anyone with an Internet connection can access the service. This can be especially beneficial to tanning salon operators who wish to manage appointments from outside the facility.
•Customer convenience Current and potential customers expect convenient online services. Not providing these could put a tanning salon at a disadvantage, especially if competitors offer it.
Scheduling services and managing client appointments may not be the most thrilling aspect of operating a tanning salon, but it is an essential task necessary for a facility’s success. Thanks to online tanning-appointment software, salon administrators can tap into the power of the Internet for a cost-effective and proven way of automating and streamlining their appointment-setting procedures.
Eric Richard is the senior public relations specialist for Appointment-Plus (www.appointment-plus.com), an online scheduling system that has booked more than 48 million appointments and reservations since its launch in 2001. Almost 4,000 businesses throughout the United States, Canada and 10 other countries rely on the software for such tasks as scheduling customer reservation and appointment times, booking rooms, facilities and equipment, accepting online payments, sending reminders, and e-marketing. Its developer is StormSource, a Scottsdale, Ariz.-based technology firm specializing in the development of online appointment software for a wide variety of applications and industries. You can reach the author at erichard@stormsource.com.
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