Automating bookings and appointment scheduling
Today an appointment is arranged by phone or email, then someone types it into the calendar by hand and separately sends a reminder the day before. At a dozen or so appointments a week, that is not one task but several, repeated from scratch every time.
How much this process costs you a year
The sliders start from values typical for this process. Swap them for your own — the result recalculates instantly, no account and no email required.
This process costs you
Realistically you will recover from PLN 0 to PLN 0 a year
Here is the math: salary times the employer cost multiplier 1.2 divided by 173 hours a month gives the hourly rate. That rate times the hours in a year gives the cost of the process. From the recovery we take a band of 40% to 70%, because part of the time recovered on paper comes back as supervising the automation and handling exceptions. This is a deliberately conservative range, not a promise.
Where the hours go
Arranging a single appointment usually takes several messages back and forth: available times, the client's choice, confirmation, then entering it in the company calendar and separately in the calendar of whoever runs the meeting. At a dozen or so bookings a week these exchanges add up to several hours that never show up in any report, because they are spread across the whole day one message at a time.
The hidden cost lies in calendar mistakes. A double booking or an appointment entered in the wrong calendar costs more than arranging it did, because you have to apologise to the client and find a new slot. A missing reminder, in turn, means a meeting nobody turns up to, even though it had been agreed in advance.
What automation does
Clients see the slots that are genuinely free in the calendar and book on their own, with no back-and-forth. A booking immediately blocks the slot in every calendar that needs to match, so double bookings become impossible. The confirmation and the reminder go out automatically, at a set interval before the appointment.
When a client cancels or reschedules, the calendar updates straight away, without a phone call to the team. Whoever runs the appointment only gets what needs their decision: a request for an unusual time or a meeting that needs preparation.
What it costs and when it pays back
Implementation usually falls between 2,500 and 7,000 PLN. The price depends on the number of calendars to synchronise and whether the booking has to be linked to a deposit payment. A simple diary for one person sits at the bottom of the range; several services, several specialists and a payment integration sit at the top.
Payback comes in the third to sixth month. The calculator above works it out on your own data: enter how many people and how many hours a week currently go into arranging appointments and sending reminders.
Contractors working with these tools
This process is most often built on the tools below. Each link opens a catalog narrowed to contractors who've declared it — rates, availability, and ratings from settled contracts.
Frequently asked questions
Usually 2,500 to 7,000 PLN as a one-off, within the platform's automation range of 2,000 to 20,000 PLN. A simple diary for one person is cheaper, while integrating a deposit and several team calendars pushes the quote upwards.
Yes, that is a standard part of this kind of implementation. When a client cancels or reschedules, the calendar updates automatically and, if you choose, frees up the slot for someone else without any involvement from the team.
Yes, if you use a payment system with a ready-made API. A booking with a deposit costs more to build than a diary on its own, but it reduces the number of people who book and do not turn up.
A well-built system blocks the slot the moment a booking starts, so the second person already sees it as taken. Without that block, a double booking is a matter of time, not chance.