The Top 16 Things to Look for in Online Scheduling Software

Transcription

1 The Top 16 Things to Look for in Online Scheduling Software Appointment-Plus The Top 16 Things to Look for in Online Scheduling Software 1

2 Introduction Online scheduling software can be the solution a business or organization seeks to completely automate, streamline, simplify and, most importantly, improve the manner in which it books and manages its appointments or reservations and contact information. Regardless of the scope of services or tasks a business or organizations engages in, chances are online scheduling software can be successfully implemented into their scheduling processes. Illustrating this are the more than 100 industries which use it. While online scheduling software may be universal in nature, the same can t be said about the features, functionality and services found in the hundreds of scheduling applications that have popped up over the years. These can vary dramatically from one provider to the next, which makes the selection process an important component in implementing online scheduling software in a business or organization. And these considerations expand well beyond just the features and functionality of a scheduling system, as other attributes can also have an impact both on the selection process and the actual utilization of the scheduler. Business and organizations should not venture into the scheduling software selection process blindly, given the important role the application will ultimately play in operations. The following list of questions should be asked and considered when researching an online scheduling software provider. The Top 16 Considerations When Choosing an Online Scheduling Software Provider Appointment-Plus The Top 16 Things to Look for in Online Scheduling Software 2

3 While specific needs and requirements differ among businesses and organizations, some questions remain standard and should be pondered before making a decision. These include the following: 1. Does it provide the functionality you need? Conduct a thorough analysis of tasks you may use online scheduling for, besides selfscheduling. Do you plan on sending automated reminders? Do you want the ability to process payments online? Must the system integrate with other software already used? Jotting down a wish list of features and then checking to see which ones are available and from what service providers can be extremely helpful. 2. Can the software be configured to match your specific scheduling needs? What works for one organization may not work for another one. Scheduling is not a one-size-fits-all task. The ability to configure the scheduler and its settings is an important consideration, especially for those industries that may have unique or unusual scheduling processes. 3. Is the software cloud-based? Does it require any installations, downloads or additional hardware? True online, cloudbased scheduling software is accessible from any Internet connection in the same manner as any Web page, social media site or . It does not require any installations, downloads or additional hardware to utilize. This characteristic allows it to offer functionality typically not found in traditional software applications, such as online self-scheduling. If the application requires some type of installation, download or hardware to utilize, it s probably not cloud-based and may lack the needed functionality. 4. Is the software user-friendly for both staff and customers/clients/patients/student? The success of a software application can often be tied not just to features and services, Appointment-Plus The Top 16 Things to Look for in Online Scheduling Software 3

4 but also its user-friendliness. If the application is difficult to learn and use, it may not receive the usage the business or organization had anticipated. This can instantly undermine the goal of implementing the software in the first place. 5. Does it offer live customer support? If you have a problem, do you have the option to reach someone by phone? Having the ability to speak or communicate to a live person is paramount in getting issues and problems resolved quickly, rather than having to refer to a FAQ page or send an message that will be responded to in a week. Given the important role that the online scheduling software system has in many businesses and organizations that rely on it, live customer support including the type of support, whether it s , phone or chat should be a top consideration. 6. Do new signups receive a coaching session on the application? Being left in the dark on how to use a software application is not the proper way to begin using a software application after selecting a provider. Unfortunately, it s more common than many realize. A reputable online scheduling software provider will offer a complementary coaching session for each signup to assist in configuring the system and educate the new user on the ins and outs of the software. 7. Is the software dependable? How long has the service provider been in business? The length of time a provider has been offering online scheduling software can be a good sign as to its dependability. The Web has seen its share of fly-bynight businesses that are here one day and gone the next. A business or organization Appointment-Plus The Top 16 Things to Look for in Online Scheduling Software 4

5 needs the peace of mind that the service provider selected won t suddenly disappear. Investigate as to how long the provider has been in business. 8. What do other system users in your specific industry have to say about the software? Can the service provide references, testimonials or case studies? Businesses and organizations in a specific industry may use the scheduling software in a similar manner, so it s a good idea to see examples of these clients. A real-life example can paint a better picture than just a scenario of how scheduling software is used. Most online scheduling software providers should be willing to share references, testimonials or case studies of exact or similar industries that use its software. If possible, contact these operations and inquire on how they use the application. 9. What type of security measures are in place? Does the service provider have any safeguards to ensure your data isn t compromised or lost? As company and customer, client, patient or student data will be stored online in the cloud-based scheduling software application, security should be of the utmost importance. Inquire on the provider s standard security practices, its server database, data storage and back-up procedures, and procedures related to failover and federal regulations, if applicable. 10. Does the system ever experience downtime? Every software application must occasionally deal with technical glitches and minor issues. However, reputable software providers take the appropriate precautions to dramatically reduce the probability of these. This includes downtime when the Appointment-Plus The Top 16 Things to Look for in Online Scheduling Software 5

6 application isn t accessible. If the system is inoperable, so is a business or organization s ability to schedule its appointments and reservations. Online scheduling software plays an important role in overall operations, and businesses and organizations should expect an uptime percentage of almost 100 percent. 11. Where is the provider located? Does it list a mailing address? A reputable online scheduling software provider will list its contact information including address on its Web site. Be wary of services that do not provide an address or are based in foreign country, as they may not have the same security standards as domestic providers and you may have little or no recourse should something go awry. 12. What is the cost of the service? Cost of online scheduling software can vary as greatly as the features and functionality offered by each provider. Some are free, while others charge a monthly fee for their service. As a rule, businesses and organizations generally get what they pay for when it comes to cloud-based scheduling applications. Most free software applications are basic and do not offer the functionality and support needed by many operations. Those that charge a monthly fee are typically more robust, offer extensive features, and provide sufficient customer support. 13. Does the software require a contract? Be wary of cloud-based scheduling providers that require a contract for using their standard services, as most implement a pay-as-you-go fee model. The only exception is customizable solutions for larger corporation, Fortune 500 companies, enterpriselevel organizations, and large and medium-sized businesses. In these instances, both the cloud provider and the client require contracts for the specified development agreed to. Appointment-Plus The Top 16 Things to Look for in Online Scheduling Software 6

7 14. How often does the provider develop and release new features and functionality for its users? An online scheduling software provider that s committed to its product and to its clients success will continually develop new features, functionality and services that improve both the system and its clients use of it. Regular updates and upgrades should be commonplace. If not, it could be a sign that a scheduling provider is not in-tuned with technological advancements within its industry or with its clients ever-shifting needs and requirements. 15. Can the software integrate/sync with common applications you already use? While most online scheduling software applications were designed as stand-alone applications, more and more businesses and organizations are realizing the need to integrate their scheduling software with common software applications they already use, such as QuickBooks, Google Calendar and an assortment of e-marketing providers like Constant Contact and MailChimp. Reputable scheduling software developers acknowledge this need and continually design and offer syncs, plug-ins and integrations for their clients. As mentioned in the above bullet item, an online scheduling software provider that does not produce these add-ons may not be in-tuned with its client base. 16. In addition to scheduling components, does the software offer any additional features to help you operate more efficiently? An efficient online scheduling software application will offer more than just selfscheduling. It should come equipped with other features that can help an organization or business operate more efficiently, such as reporting and recording-keeping capabilities, e-marketing solutions, and the ability to calculate and track employee compensation for the services they were scheduled for. Each organization and business has different needs, so thoroughly review all the offerings the scheduler has available. Appointment-Plus The Top 16 Things to Look for in Online Scheduling Software 7

8 Conclusion The process of selecting online scheduling software is a task that should not be taken lightly, given the important role it will play in the appointment- and reservation-scheduling process. All considerations should be addressed prior to and during the investigative process to ensure that the scheduling system chosen is the best fit for staff, administrators and clients, customer, patients and students. While unknowns will always be present during any type of software search, a little preparation beforehand can make a tremendous different while examining the pros and cons of each scheduling system being considered. Use this white paper as a guide when you begin your quest for an online scheduling software solution. To learn more about online scheduling software and how it can improve your booking processes, visit Appointment-Plus, 2012 Appointment-Plus The Top 16 Things to Look for in Online Scheduling Software 8