Booking system

Whether a slot is free rarely depends on a single resource. A treatment needs a room, a specialist and sometimes a device. Add buffer times, breaks, opening hours, public holidays and lead times. The system calculates the bookable times from all of that — and only shows what is actually possible.

Double bookings are prevented by the database, not the interface: a booking is only saved if the slot is still free at that exact moment. During payment it stays reserved for a few minutes and is released automatically afterwards.

Missed appointments cost revenue. Reminders, a deposit or a stored payment method help. Which fits depends on your sector — a medical practice decides differently from an event venue.

We store cancellation rules in the system: free until when, partial from when, voucher in which cases. Refunds run automatically through the payment provider. A waiting list refills freed slots without anyone making calls.

Staff keep managing their time in their usual calendar; the booking system reads busy times from Google or Microsoft and writes new appointments there. For online appointments and international customers the system converts time zones and daylight saving correctly.

Confirmations, reminders and changes go out by email, SMS or WhatsApp. We build these flows with n8n, so wording and timing can be adjusted later without a developer.

The booking form is the smallest part. Effort grows with every rule the system has to know.

• Number and interdependence of resources: people, rooms, devices, locations
• Booking types: single appointments, series, groups with capacity, multi-day bookings
• Pricing logic: tiers, vouchers, memberships, seasonal prices
• Integrations: calendar, payment provider, CRM, accounting