Step 1 · We map the rulesHow does a booking open today?
Online booking and schedulingA booking should not need a phone call,it should open itself.
The customer sees the available slots and picks one. The reminder goes out on its own, a cancelled slot returns to the calendar, and the calendar matches your team's own. Requests lost out of hours and no-shows are both measured.
Connected systems
- Google Calendar
Stripe
WhatsApp Business
Gmail
Next.js
Supabase- Outlook calendar
How it is built
From the moment the customer picks a slotto the moment the booking closes.
The first job is putting service durations and cancellation rules in writing. Then we sync the calendar and set the reminder rhythm. Last, we start measuring occupancy and the no-show rate.
Step 2 · The calendar is builtThe rules are written into the calendar.
Step 3 · Occupancy is measuredNo-shows become a number.
What it can do
It opens the calendarand leaves the rules to you.
Six modules take on the four steps of a booking: available slot, reminder, cancellation and prepayment. Your sector sets the rules and the system follows them.
The customer picks their own slot
Service duration, preparation buffer, staff availability and holidays are tied to rules. When a rule changes the calendar changes with it; nobody updates two places.
It syncs with your calendar
Two-way sync with Google Calendar or Outlook; busy time in a team member's personal calendar is taken into account. A conflicting slot is never opened for booking.
The reminder goes out on its own
A reminder goes a day before and two hours before, with a cancellation link inside the message. How many reminders go out, and on which channel, is your decision.
A cancellation reopens the slot
A cancelled slot returns to the calendar and the people on the waiting list are notified. News of an empty slot does not wait for someone to notice it.
Prepayment and deposits
If you want, a booking opens with a prepayment. Payment, cancellation and refund rules are written the way you set them; the system does not issue a refund on its own.
Occupancy and leakage are visible
Occupancy rate, no-show rate and the most requested hours sit in the monthly report. You see from the numbers which slot is staying empty.
Every sector
The rules come from your sector,and the system follows them.
In a clinic it is patient privacy, in a salon it is staff availability, in a hotel it is the number of nights. The build sits on top of those rules; you are not asked to fit an off-the-shelf calendar template.
- The customer picks the slot
- The reminder goes out on its own
- A cancellation reopens the slot
Frequently asked
Online booking and schedulingFrequently asked questions
Yes. It syncs both ways with Google Calendar or Outlook. Busy time in a team member's personal calendar is taken into account, and a conflicting slot is not opened for booking.
WhatsApp, SMS and email. How many go out on which channel is your decision; by default two reminders go, a day before and two hours before.
It returns to the calendar and the people on the waiting list are notified. If there is a cancellation window or a penalty rule, it is written during the build.
Three things: the reminder rhythm, putting the cancellation link inside the message, and optional prepayment. The effect of each is measured separately, so the monthly report shows which one worked.
Yes. With Stripe or the payment infrastructure you use, a booking opens with a prepayment. The refund rule is written down; the system does not issue a refund on its own.
On your own infrastructure. In healthcare only the fields needed for the booking are kept; diagnosis and treatment information never enters the system.
The booking page can go live on its own. If we are building your site as well, the booking flow sits inside it.
Discovery takes a week. In that week we work out service durations, staff availability and cancellation rules. The first live workflow opens within 4-8 weeks; the range depends on the number of staff, the variety of services and the payment setup. Your own timeline is written into the discovery report.
Three things are measured before the calendar opens: requests left unanswered out of hours, the no-show rate, and how long it takes to open a booking. All three are measured again afterwards. Requests lost out of hours drop to zero, because the calendar stays open around the clock.
Example builds
What matters in which sector,and which reminder works.
Each sector's booking unit and reminder rhythm are written separately. The same system runs under different rules.
Clinic and practice
The calendar is built around the clinician and the hour. Preparation buffer and privacy rules are written down, and reminders go out over WhatsApp and SMS.
Dentistry
The calendar is built around the chair and the procedure duration. Each procedure carries its own length, so a filling and an implant do not occupy the same block.
Beauty salon
The calendar is built around staff and service. The customer's staff preference and package rules go into the calendar, and unavailable staff never appear as an option.
Hotel and guesthouse
The calendar is built around the room and the night. Minimum stay and seasonal pricing are tied to rules, and the cancellation window changes with the season.
Consulting
The calendar is built around the person and the call. The time zone difference is written into the invite, and both sides see their own clock.
Service and maintenance
The calendar is built around the technician and the area. Travel time and the area plan enter the calendar, so two distant addresses do not land on the same day.
Where this is used
- Booking system: clients pick the time, your business sets the rulesA booking system is an online calendar where clients pick their own time and reminders go out automatically, on the business's own rules. ALTAI Digital builds it for salons, studios, clinics and restaurants in the Netherlands and the UK. Service length, buffer time, staff availability and holidays are set as rules. The calendar syncs both ways with Google Calendar or Outlook. Reminders go out a day and two hours before, with a cancel link inside. A cancelled slot returns to the calendar and the waitlist is notified.
- Hair salon website: booking by stylist and service, without platform commissionA hair salon website is the salon's own page where a client sees prices, picks a stylist and a slot, and books. ALTAI Digital builds salon sites around that job. Bookings land on the salon's own calendar, from the web or through WhatsApp; a reminder goes out the day before to reduce no-shows. The site links to the salon's Instagram and Google Business Profile, and client records stay with the salon. Delivery takes four weeks. We work from Rotterdam and Istanbul.
- Pilates studio website: schedule, booking and memberships in one placeA pilates studio website is where a member reads the week's schedule, books a class place and sees packs and memberships. ALTAI Digital builds studio sites around that job. The schedule lives on the site; bookings arrive from the web or WhatsApp, and remaining places update on their own. Packs, memberships, remaining credits and the cancellation window are written out for the member, and a reminder goes out before each class. The site links to the Google Business Profile and Instagram. Delivery takes four weeks.
- Salon booking system: the client picks the stylist and the time, reminders go out on their ownA salon booking system lets the client pick the service, the stylist and a time from the slots that are actually free. ALTAI Digital builds it on the salon's own rules: service length, buffer time, stylist hours and days off. Reminders go out a day and two hours before by WhatsApp, SMS or e-mail, with a cancellation link inside. A cancelled slot returns to the calendar and the waiting list is told. It syncs both ways with Google Calendar or Outlook; the client record stays with the salon.
- Pilates class booking system: members pick the class, the studio keeps the rulesA pilates class booking system lets a member pick a class and a time from the weekly timetable. Capacity, instructor availability and the cancellation window are the studio's rules. ALTAI Digital builds it on the studio's own class packs and memberships. Reminders go out a day and two hours before class, with a cancel link inside. A cancelled place returns to capacity and the waitlist is notified. The calendar syncs both ways with Google Calendar or Outlook. The first live flow opens in four to eight weeks.
- Clinic appointment system: online booking, reminders and cancelled slots back in the diaryA clinic appointment system is a booking flow where patients choose their clinician and a free slot online. ALTAI Digital builds it on the practice's rules: appointment length, buffer time, clinician availability and days off. The diary syncs both ways with Google Calendar or Outlook. Reminders go out one day and two hours ahead, with a cancellation link inside. A cancelled slot returns to the diary and the waiting list is notified. If the form asks about health, an explicit consent step is added.
Terms explained
- Booking engineBooking engines sit on a hotel's own website and let a guest pick dates, read the terms and reserve a room without an intermediary. Availability, room types, price rules and cancellation terms are all defined inside the engine. The guest picks the dates, sees the conditions and finishes the booking. The reservation lands with the hotel directly.
- QR menuQR menu is the name for a digital menu that opens when a guest scans a code on the table with a phone camera. No app download is needed. A well-built QR menu is a page on the restaurant's own website: it is edited in one place, and a price change shows at the table at once. A poorly built one is a scanned PDF or a page on someone else's domain.
- WhatsApp Business APIWhatsApp Business API is business access to WhatsApp that connects a company number to an account, so messages are sent and received through a system rather than a phone app. Several people can answer from the same number, notifications can be triggered automatically, and the conversation history stays with the business. Messages sent outside a customer-initiated window use templates approved in advance by Meta.
Next step
The process first, the proposal after
In a short discovery call we map the process together and tell you plainly whether it is worth automating. If it is not, we say that too.
30 minutes · no preparation needed
Discovery call
Process maptogether
Automation candidatesprioritised
Measurement planin writing
Next stepclear
