Automated Booking And Workflow System

for a Wellness Studio

Booking

Automated Booking and Workflow System for a Wellness Studio
I design and set up complete end-to-end booking and client experience systems. Everything is automated from the first appointment request to follow-up, confirmations, reminders, rescheduling, cancellation policies, and digital intake forms are all handled online. This creates a smooth, self-service experience for clients and reduces administrative work for the studio and practitioner.

Problem
The booking experience in small wellness studios often breaks down at these points:

  1. Clients are unsure how to book or what to expect.

  2. Owners manually confirm, message, and adjust bookings.

  3. Double-booking or missed communication leads to lost revenue and frustration.

Purpose
I needed a booking system that worked for both sides of the business

  • Clients booking services

  • Studio Owner / Practitioner managing their time, appointments, and workflow

Existing off-the-shelf systems were either too complex for clients or too limited for backend scheduling logic. I built the full workflow myself, combining:

  • CRM setup

  • Booking automations

  • Payment flows

  • Calendar syncing

  • Digital intake forms

  • Auto-charged cancellations

  • Onboarding touchpoints

This required translating human experience into system logic.

Goals

  • Reduce manual admin work So the practitioner can focus on service delivery

  • Provide a clear, zero-confusion client booking flow to increase conversion and reduce back-and-forth messaging

  • Ensure accurate availability sync to prevent scheduling conflicts

  • Create automated confirmations & reminders to lower no-show rates and increase retention.

Scope & Focus
The focus was to build a booking system that feels simple for clients and runs automatically for the practitioner. Increasing clarity, reducing manual effort and improving overall service quality.

Project covered the full lifecycle of designing and implementing a booking system including

  • User journey mapping for both clients and practitioners

  • Workflow design for booking, rescheduling, payments, and follow-ups

  • Tool selection based on reliability, scalability, and ease of use

  • System configuration (Square Appointments, Calendar Sync, CRM setup)

  • Website integration for a smooth, guided client experience

  • Operational documentation for repeatability and onboarding

The work spanned Service operations and system implementation.

Tools
Squareup.com & Fillout.com

Made End to End By
Field Chaipothisit

Results
Clients reported the booking process felt simple and welcoming.
The practitioner no longer needed to manually confirm or follow up.

This directly increased

  • Session volume

  • Scheduling stability

  • Service quality

Mapped the journeys Owner-Side Flow
(Back-End Operations)

The owner reviews and accepts appointments, the calendar updates automatically, and the system handles confirmations, reminders, and follow-ups so daily operations run with almost no manual effort.

1.New Appointment Notification

2.Review Request: Accept or Decline Appointment

3. Automated Confirmation Sent to Client and add notes if needed.

4.Calendar Sync for Real-Time Schedule & Daily Schedule View

5. Cancellation or changes trigger automatic SMS and email notifications to the studio.

6. Cancellation or changes trigger automatic SMS and email notifications to the studio.

Outcome: The system runs by itself. The owner only steps in when something truly needs attention.

Mapped the journeys of Client-Side Flow (Front-End Experience)

The client can book, complete paperwork, receive reminders, and manage their appointment independently without needing direct communication.

1.Choose service: duration clearly listed

2. View real-time availability

3. Book appointment

4. Pay or store card on file

5. Receive auto confirmation via Squareup

6. Automatic SMS confirmation is sent, including a link to complete the required digital form.

7. Clients complete a digital intake form before their first visit.

8. Clients can manage their own rescheduling or cancellations, and any late-cancel fees are handled automatically by the system.

Outcome: Frictionless booking with no texting or calling required.