Chooses the service
The services the branch shows online are listed with their duration and price. If prepayment is switched on, the amount to pay now and the balance to pay at the branch are shown alongside.
Online Booking
Let customers book their own appointments, with prepayment going to your own payment gateway
Each of your branches has its own online booking page. Customers choose the service, the staff member and a free time slot themselves; if you wish, you take the full price, a percentage you set or a fixed amount at the time of booking. The rest is paid at the branch.
Your appointment book should not close when the working day does
In spas and salons, appointments are usually taken by phone or by message. A request that comes in while reception is busy with a session, or after working hours, either waits or gets lost; the customer has to send several messages just to find a free slot.
HMS Spa’s online booking page does away with that back-and-forth. The customer opens the link, chooses their service and a suitable time, enters their details and completes the booking. Times are calculated from the branch’s working hours and the appointments in the calendar; the appointment lands in your panel on its own.
Taking payment at booking is optional. You can work without taking any payment, or take the full price, a percentage you set — say 20% — or a fixed amount at the time of booking. The payment goes to your own payment gateway account; the remaining amount shows on the appointment and is paid at the branch.
A prepayment makes the appointment binding for both sides: the customer has secured their time, and you know the payment has been received before you set that time aside.
What the customer sees
Booking is completed in four steps
Chooses the staff member
If the branch has bookable staff set up, the customer picks a person or chooses “No preference”; in that case the first staff member free at that time is assigned.
Chooses the date and time
The coming days appear as a strip, and a later date is picked from the calendar. The times shown fall within working hours and leave room for the length of the service.
Enters their details
Full name and phone number are enough; email and a note are optional. If there is a prepayment, the customer moves on to the payment page and, once the payment is approved, sees the “Your booking is confirmed” screen.
Prepayment
You decide how much to take at booking
The setting is per branch and is calculated from each service’s price; the amount taken at booking never exceeds the price of the service.
No payment
The booking is completed without payment; the full price is collected when the customer arrives at the branch.
Percentage
The percentage of the service price you set — say 20% — is taken at booking, and the rest is paid at the branch.
Fixed amount
The same amount is taken on every booking; if the service costs less than that amount, only the price of the service is taken.
Full amount
The full price of the service is paid at the time of booking; nothing is left to pay at the branch.
In the panel
Online bookings land in your panel on their own
When the booking is completed, the appointment is created with the status “Scheduled” and appears with an “Online” label on the Overview screen and in the Appointments list. The amount paid at booking is recorded on the appointment as paid; the remaining amount stays on the same row and is collected when the customer arrives at the branch.
- The customer is matched to their existing card by phone number; if they have no card, a new one is created
- If there is a prepayment, the appointment is created only once the payment has been verified
- The appointment also shows in the calendar and in the mobile app
- You do not need to take any separate step to confirm it
Payment gateway
Prepayment through 5 payment providers
You choose your provider on the Payment tab of the Settings screen and enter your own account details. The payment goes directly to your business’s account; HMS Spa does not stand in between.
- iyzico
- PayTR
- Stripe
- PayPal
- Checkout.com
Before going live, you can check your details with the “Test connection” button. iyzico, PayTR and PayPal offer a test environment option; with Stripe and Checkout.com you work with your test keys.
Free slots
The calendar works out the available times
You do not enter the times on the booking page by hand. They are calculated from the branch’s working hours, the length of the service and the staff’s appointments in the calendar; a staff member’s appointment at another branch also blocks that time.
- Working hours and time zone are applied per branch
- If the service would run past the end of working hours, that time is not shown
- The time is checked again the moment the customer submits; if it has been taken in the meantime, they are asked to choose another time
- During payment the time is held for the customer for a short while; if the payment is not completed, it becomes free again
Sharing
Put your link where your customers are
Every branch has its own booking link and QR code. On the Spas tab of the Settings screen, you open the “Online Booking” window from the branch’s row, publish the page and copy the link.
- Add it to your Instagram profile, your website and your Google Business listing
- Use the QR code at reception, on brochures or on business cards
- The page opens in 21 languages; the language follows the visitor’s browser
- You can switch the page off at any time; while it is off, the link does not work
What to settle before you take prepayments
A prepayment is a commitment between the business and the customer, so its terms need to be clear from the start. If a customer cancels their appointment or does not turn up, your own business policy decides whether the prepayment is refunded and whether the appointment can be moved to another day. We recommend stating these terms clearly on your website, on your Instagram profile or in your messages with customers.
Today HMS Spa does not issue refunds automatically; if a refund is needed, you make it yourself through your payment provider’s dashboard. In the rare case where the payment goes through but the time has meanwhile gone to another customer, no appointment is created and the customer is told that the business will contact them.
Which model you choose depends on your service. For short, low-priced services, booking without payment is often enough; for long services that tie up a staff member, a percentage or a fixed amount secures the time. Because the setting is per branch, you can use different models in different branches.
The payment provider’s transaction fees and the time it takes for the money to reach your account are set by your agreement with that provider. PayPal does not collect payments in Turkish lira; if your services are priced in Turkish lira, you need to choose a provider that supports Turkish lira.
Frequently asked
Online booking — frequently asked questions
How do I turn on the online booking page?
On the Spas tab of the Settings screen, press the “Online Booking” button on the branch’s row. In the window that opens, you publish the page, copy the link and see the QR code. The page stays off until you publish it; this button is visible to company admin accounts.
Do I set the prepayment rate myself?
Yes. You choose, per branch, between no payment, a fixed amount, a percentage or the full amount, and you set the percentage wherever you like between 1% and 100%. The amount is calculated from each service’s price and does not exceed it.
Which payment gateway providers does it work with?
Supported providers: iyzico, PayTR, Stripe, PayPal, Checkout.com. You choose the provider on the Payment tab of the Settings screen and enter your own account details; the payment goes directly to your business’s account. PayPal does not collect payments in Turkish lira.
What happens if a customer abandons the payment halfway?
No appointment is created. While the customer is on the payment page, the time they chose is held for them for a short while; if the payment is not completed, the time becomes free again and the customer can try again.
Can customers choose a staff member?
Yes, if the branch has bookable staff set up. The customer can pick a person or choose “No preference”; in that case the first staff member free at the chosen time is assigned.
How do I tell online bookings apart from other appointments?
The upcoming appointments on the Overview screen and the Appointments list show an appointment that came in online with the “Online” label; the appointment’s details also show “Created by: Online”.
Does the customer receive a confirmation or reminder message?
Not today. When the customer finishes booking, they see the “Your booking is confirmed” confirmation on the page; no automatic confirmation email or SMS is sent, and no reminder is sent before the appointment. Customers cannot cancel or change their appointment themselves from the page; to do so they call the business, and the branch’s phone number is shown on the page.
Is there an extra charge for online booking?
Not on the HMS Spa side; online booking and prepayment are open on every plan. The payment provider’s transaction fees are set by your agreement with that provider.
I have several branches. Is each branch set up separately?
Yes. Each branch has its own link, QR code, working hours, time zone and prepayment setting. The payment provider, on the other hand, is set up once for the whole company.
Related pages
Features
Instead of scattered notebooks, spreadsheets and paper diaries: a single system that sees your whole business.
Appointment Scheduling Software
Cloud-based appointment scheduling software with a weekly calendar, statuses, room and staff assignment and payment taken from the row. Nothing to install, free for 14 days.
Pricing
Every plan includes every feature of the program, with free updates. Monthly plans have no lock-in; pay annually and 2 months are on us.
Integrations
How HMS Spa connects to the outside world: email and SMS settings, barcode scanning, receipt printing, card payments, Excel and PDF export, mobile apps.
Try online booking with your own branch
The 14-day free trial does not ask for a credit card. Set up your services and working hours, and publish your booking page.