Updated 26th Aug 2025
In today's blog, I'm going to be talking to you about Online Booking Systems.
A couple of my clients have recently asked about using online booking systems in the New Year, so I thought I would share my experience and knowledge with you here today
TL;DR: Do You Need an Online Booking System?
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Saves time by removing back-and-forth scheduling
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Helps reduce no-shows and interruptions
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Offers automation, payment options, and integrations
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Not for everyone: some prefer full control via paper diary
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Best if you choose one system (don’t use paper + online)
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Tools reviewed: Acuity, Calendly, Trafft, Moxie (most feature-rich, CRM-driven option), WP Amelia, Brindle
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Choose based on your needs (features, branding, ease-of-use, budget)
What is an Online Booking System
As the name suggests, it is a place where your clients or your customers can go online to book an appointment with you for your services and/or events.
Generally, your client will be presented with a calendar showing your availability, and they can choose the time and date that suits them best to book in and see you for their desired service.
Why would you want an online booking system?
Now you may be thinking but I have my good old paper diary isn’t that enough? And in some cases, yes it is! If you love being in control of your diary and don’t get on with technology then maybe sticking with your physical diary is the best option for you.
However one of the biggest pro’s of having an Online Booking system is that it saves you time. It allows you to get rid of the back and forth messaging, whether it's WhatsApp, texts, emails or even phone calls of
Client - I want to book an appointment
You - Yes, of course. When would you like to book in?
Client - Oh, I don't know. You tell me when you're free
You - Tuesday at 5 pm?
Client - No, I can’t do Tuesday, I’ve got the dentist
You – Wednesday at 9 am?
Client – No, I’m working…
It's all the back-and-forth conversations that take up your time and energy. Online booking systems basically allow your clients to go in, to see your calendar, find out when you are free and book an appointment or an event that is suitable for them.
Questions to ask before choosing your Online Booking System
Setting up an online booking system takes time, effort and sometimes money, so you don’t want to start with one and then have to switch to another one because that's just going to be a pain in the bum.
When you are looking to book an online booking system, you, first of all, need to ask yourself:-
- What services do I offer? 1-2-1 in-person appointments, 1-2-1 virtual sessions, group appointments, classes, workshops, appt packages, gift vouchers
- How do I accept payments? Most booking systems offer PayPal and Stripe – you will need to create accounts accordingly. You will also pay fees on client bookings
- Do I want to integrate with: Accounts software, Email Collection platform, eg Mailerlite, Mailchimp, Virtual meeting platform, eg Zoom, Google Meet, CRM system
- Do I want Reporting features?
- Do I want to be able to brand it to my business brand colours?
- Do you want to be able to remove their logo and use yours instead?
- Do you want a third-party software platform that you add a link to on your website, or do you prefer a plugin that you add to your WordPress website (if you use WordPress for your website)?
- If you currently use Wix, Squarespace or GoDaddy for your website, do they offer an Online Booking System option within their features
- Do you need a mobile app for your booking system?
- Do you want customers to be able to cancel/rearrange appointments after they have booked?
- Do you want text/email notifications when someone books in?
The Pro’s of an Online Booking System
- You save time – you avoid the “I want to book an appointment” conversation
- Your client feels in control
- You control the times that you are available
- Avoids being interrupted when you are working on another task
- Can take payment/part payment for service at the time of booking
- Can collect client information before they arrive*
- Avoid “no-shows” or reduce them dramatically
The Con’s of an Online Booking System
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You are not in control of your diary completely
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Your client can choose whenever they want to book in – this may leave gaps in between appts that you may have avoided if you had manually booked appointments yourself
My recommendations when using an Online Booking System
- Use only an online booking system and NOT both system and paper diary – you will, unless you are super organised, forget to update one of them at some point, causing double bookings – which is painful and unprofessional
- Take time each week/month/quarter and go through and block off all times you are unavailable that month due to work or social reasons to avoid double-booking yourself. You can’t be in 2 places at once.
- Encourage your clients to use this system to book their appointments to avoid them still messaging your unnecessarily to book in.
- Update your Terms and Conditions to include Cancellation/Refund policy re your Online Booking System.
- Update your Privacy Policy
Available Booking Systems
Third-Party/Stand-Alone Systems
Acuity Scheduling – I have personally used this and do recommend it. It is a good option if you want lots of your systems to be streamlined. However, it does take a while to get used to and does take time to get set up initially (which is why I offer Acuity Setup as a service).
Pricing (per month) – 7 Day Free Trial, Emerging Plan: ~$20/month (monthly), or ~$16/month with annual billing - Growing Plan: ~$34/month (monthly), or ~$27/month annually - Powerhouse Plan: ~$61/month (monthly), or ~$49/month annually
Pros – Lots of features, including number of staff/locations, client can self-schedule appointments, unlimited services and appointments, accept payments, Google Meet and Zoom integration. Mailchimp* integration, Mailerlite integration using Zapier. Create your own Consultation Forms. Group appointments, workshops, events. Gift vouchers. Mobile App available. Service Add’ons
Cons – Can be a steep learning curve at the beginning, can take several hours to set up. It can seem too complicated for some. Monthly or Annual Fees.
*Please note that Mailchimp now charge for their Customer Journey Builder feature, and you have to be on their Essential paid plan at $9.99 per month in order to send automatic Welcome emails
Calendly – used on behalf of my clients
Pricing - Has four tiers: Free, Standard, Teams, and Enterprise. Standard: ~$10/user/month (billed annually) - Teams: ~$16/user/month (billed annually; tiered discounts apply as user count increases) - Enterprise: Starting at $15,000/year ($42/user/month)
Pros – Simple to set up. Can create multiple locations. Offer a free version. Create unlimited 121 services. Mobile App is available.
Cons – Mobile App, some features not showing that are available on the Desktop version (eg setting availability for holidays) . Need to be on the paid package for lots of features such as taking payments, group events, email reminders, and automated workflows. No gift voucher feature is available
Trafft – Haven’t used myself, but have researched for a client
Pricing – Free (up to 5 users); Starter ~$13.30/mo; Scaling ~$24.50/mo; LTD: $79‑$229 one‑time
Pros – LTD from $79, no further payments! Unlimited Services, Removed Trafft branding, Block off holidays and special days for staff, coupons, custom fields, group bookings, integrates with Zoom, Google Calendar, Outlook, Google Meet, Mailchimp, Google Analytics, Facebook Pixel. Payments with Stripe or PayPal. Text and email notifications.
Cons – Haven’t used myself, so can’t comment on quality
Moxie – The CRM-Powered Scheduler (My Top Pick)
Since I use Moxie myself, and even support other businesses as a Moxie Approved Implementor, I wanted to highlight its deeper capabilities. It’s not just a booking tool; it’s a full CRM designed for freelancers and small teams who want everything in one place.
Pricing (as of August 2025): Starter: $12/month (or $10/month billed annually) - Pro: $25/month (or $20/month annually) - Teams: $40/month (or $32/month annually
Pros: All-in-one system - meeting scheduling, CRM, invoicing, proposals, time tracking, and more. White-labeled client portal (Pro+ tiers). Built-in Communicator phone line (US, CA, UK) to keep business calls separate. Integrations via Zapier, Webhooks, & API, plus QuickBooks support (Pro tier). User-friendly interface and strong customer support. Built-in meeting scheduler with buffer times, reminders, intake forms, and calendar syncs (Google, Apple, Outlook)
Cons: Higher monthly cost compared to basic booking tools like Calendly or Acuity. Lacks high-level automation or cohort-based program features common in dedicated coaching platforms. The simpler feature set may not suit larger teams or enterprise workflows
If you're curious about how Moxie fits into your booking system lineup, or want to see why I recommend it? I go deeper over in my blog “Simplify Your Business with Moxie”, where I walk you through its CRM, scheduler, and automation tools, and explain why I’m a Moxie Approved Implementor.
** 💡 Affiliate Disclaimer: This is my affiliate link, which means you get a 30-day free trial. If you decide to continue with Moxie after the trial ends, they will reward me at no cost to you.
WordPress Plugins
WP Amelia – Have installed and set up for clients – recommended
"Amelia is the most feature-rich and affordable Booking Manager for WordPress websites with a smooth and shiny interface."
Pricing (Annual) - $79/year Basic; $119/year Pro; $249/year Developer; Lifetime $198–$699 per tier
Pros – Unlimited appointments, unlimited staff, multiple locations, customisable design, payment via PayPal, Stripe or Mollie, WooCommerce integration, text messages, schedule recurring appointments, Zoom appointments, group/event appointments
Cons – Packages of services are only available on Pro. No Mobile App. Have to access via Dashboard on the website.
Brindle – Have purchased but have not setup – will update once I have used it
"Brindle Booking is a premium WordPress plugin that lets your customers & clients book services via a sleek, calendar-based interface. Perfect for booking on-location services, online meetings or calls, with support for multiple staff members and online payments."
Pricing – ~$39 one‑site license; ~$9 flat (third‑party offer)
Pro’s – $39 Simple to use, 121 appointments, zoom appointments, take payment at the time of booking, multiple staff members, customise services, customise branding, lifetime support.
Con’s – This platform is in its infancy so not all features are available now however lots of features planned for Roadmap which are being implemented quickly. No mobile app.
Summary of Online Booking Systems
During this blog, I have discussed:-
- What is an Online Booking System
- Why do you need one
- Questions to ask before choosing your system
- The Pros of an Online Booking System
- The Cons of an Online Booking System
- My recommendation when using
- Available Booking Systems - Third-Party/Stand-Alone Systems
- Available Booking Systems - WordPress plugins
Next Step
Now, of course, this is not a complete list of available software out there, by any means, just some I have used and come across, with my opinions of them.
I would highly recommend you do your homework and research the systems before subscribing. Remember, not all systems are equal, but on the other hand, you may not need an all-singing, all-dancing version with all the features if you just want a straightforward way to book clients in, so don't get sucked in by shiny features you are never going to use but will pay for.
And when you do decide on your ideal Online Booking System, set aside several hours where you will be uninterrupted to set up and learn how to use your preferred system.
I hope this has been helpful. Let me know how you get on, and if you need any help, please do get in touch. I offer Calendly, Acuity and Moxie setup services — reach out anytime!
Source: SimpleOnlineSolutions.co.uk
