Bookings that don't take over your inbox.
Booking Portal gives your service business a branded website where clients request appointments online. You approve them from one calendar. We set it up and run it for you.
Set up and hosted by Stackware · Your own site and database · See what's inside
This week
See it in action
Booking Portal in under a minute
Features
Everything between "can I book?" and "see you then"
A public site for your clients, a private portal for your team, and a permanent record of every client relationship.
A booking page clients can use on their phone
Clients pick a service, choose a date, and see only the times that are actually open — based on your weekly hours and how long each service takes.
- Weekly availability you set once
- Times shown in your business timezone
- Your company name, logo, and contact details
Service
Available times
Sample data
Approve or decline in one click
Every request lands on your calendar as pending, with the client's details and notes. You decide — nothing is confirmed until you say so.
- Pending, approved, and declined at a glance
- Add appointments yourself for phone and email bookings
- New requests refresh automatically
Pending requests
Sample data
Clients hear back without you writing a thing
Approving sends a branded confirmation with a calendar invitation that works with Google Calendar and Outlook. If you decline, the client gets the reason you entered.
- Branded with your company details
- Calendar invite included on approval
- Your reason included on decline
- Automatic reminders before the appointment
Hi, your initial consultation is confirmed. We're looking forward to speaking with you.
Tuesday, 10:00 – 11:00
Add to Google Calendar · Outlook
Sample email
Every client's story, remembered
Every appointment creates a permanent client record, found by email. Tag their case type, log notes after each meeting, and set follow-up reminders for your team — all private to your practice and never emailed to the client.
- Case-type tags you can search and filter by
- Meeting notes tied to each appointment
- Internal follow-ups you can assign to a teammate, with due dates
Sample client
Work PermitNotes
"Discussed timeline for submitting supporting documents. Client is gathering employment letters."
Follow-up
Sample data
Get paid at the time of booking
For services that require payment, clients pay by card, Apple Pay, or Google Pay through Stripe Checkout — or a business can offer Interac e-Transfer instead, with no card fees, where the client gets instructions by email and staff mark it received. Either way, paying never skips your review: staff still approve or decline every booking, and a paid booking that's declined is refunded automatically.
- Stripe Checkout — cards, Apple Pay, Google Pay
- Interac e-Transfer option, fee-free
- Approval is still required either way
- Automatic refund if a paid booking is declined
- Tax shown at checkout, locked in at booking time
Payment method
Summary
Sample checkout
And the rest
Built for how small practices really work
Services you control
Create consultation types with their own descriptions, durations, and prices. Switch them on or off any time.
Admin and staff logins
Admins manage everything. Staff can work with appointments and availability without touching company settings.
Your brand, your details
Company name, logo, contact details, and timezone — all editable from the admin.
Public service pages
Each service gets its own page on your site, so clients know what they're booking.
Your own deployment
Every business gets its own site, database, and logins. Nothing is shared with other clients.
Built-in help
An admin guide inside the portal walks you through setup and everyday tasks.
Privacy tools built in
Export, anonymize, or permanently delete any client's data by email, and every admin action is logged for accountability.
Pages that show up in search
SEO-ready public pages with an automatic sitemap, plus space for testimonials and resources.
A calendar that fills the screen
Collapse the sidebar or send the calendar full-screen — handy for a dedicated second monitor.
Tax, handled automatically
Set a tax rate and label — HST, GST, whatever applies — and it's shown wherever a price appears. A rate change never affects a past appointment's records.
Two-factor authentication
Admins and staff can turn on authenticator-app-based two-factor login, with recovery codes if a device is lost.
Daily digest, per teammate
Everyone gets a personalized daily email of the follow-ups due to them, and the Team page shows each person's pending, overdue, and completed counts.
How it works
From request to confirmation in four steps
Client requests a time
They choose a service and an open slot, and leave their details.
You review it
The request shows as pending on your calendar with the client's details and notes.
Approve or decline
Approval sends a confirmation and calendar invite. A decline sends your reason.
Book on their behalf
Use New appointment for requests that come in by phone or email.
Pricing
Simple pricing, managed for you
Setup includes tailoring the portal to your branding and workflow.
- Branded booking website
- Admin calendar and availability management
- Approval and decline workflow
- Online payments and tax calculation — Stripe or Interac e-Transfer
- Branded confirmation emails and calendar invitations
- Automatic appointment reminders
- Client records, case tags, notes, and follow-ups
- Privacy tools and an admin activity log
- Two-factor authentication for staff logins
- Service and company profile management
The monthly fee covers
- Secure hosting and database
- Email delivery
- Routine maintenance
- Basic support
Not included: your business domain, which stays your own responsibility. Custom features are discussed and quoted separately.
FAQ
Questions
Do you set it up for me?
Yes. The one-time setup covers configuring your company details, branding, services, and weekly hours, and creating admin logins for you and your staff. We can tailor the initial setup to your workflow. Each business gets its own deployment and database.
What does the monthly fee cover?
Hosting, the database, email delivery, routine maintenance, and basic support. Your business domain is not included and stays your own responsibility.
Can I ask for custom features?
Yes. Anything beyond the standard portal is discussed and quoted separately, so you know the cost before we build it.
Can I try it first?
You can explore the live demo, and we're happy to arrange a short walkthrough of both the client booking experience and the admin portal.
Do I have to approve every booking?
Yes. Client requests arrive as pending and are only confirmed once you approve them, so you stay in control of your calendar.
What if a client asks me to delete their data?
You can export, anonymize, or permanently delete any client's records yourself, by email address, from the admin portal. Every action an admin takes is recorded in an activity log.
Can clients pay online?
Yes. For services that require payment, clients pay by card, Apple Pay, or Google Pay through Stripe Checkout. You can offer Interac e-Transfer instead if you'd rather collect payment manually and skip card fees — the client gets instructions by email and staff mark it received. Paying never auto-approves a booking: staff still approve or decline every appointment, and a paid booking that's declined is refunded automatically.
Will clients get email confirmations?
Yes. When you approve an appointment, the client receives a confirmation with a calendar invitation. If you decline, they receive the reason you enter.
Can my staff use it too?
Yes. Staff logins can manage appointments and availability. Company details, services, and other settings stay with admins.
Ready to stop chasing appointments?
Tell us about your business and we'll get your booking site set up.
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