TimeTap – Appointment Scheduling for Complex Business Workflows

What is TimeTap, and how does it work?

TimeTap is online appointment scheduling software for organizations that coordinate bookings across staff, services, classes, and locations. It combines customer self-service booking with administrative tools for managing availability, client information, payments, and appointment communication. The platform serves businesses, educational organizations, medical practices, and public institutions with scheduling requirements beyond a single personal calendar.

An organization configures its staff, locations, services, and booking rules, then shares a hosted scheduling page or embeds the scheduler on its website. Customers choose from the available options and submit the information requested during booking. Their details are stored in client profiles or appointment records, giving staff context before the meeting.

TimeTap supports individual appointments and group sessions. Calendar synchronization, automated messages, and configurable booking flows connect these activities into a more consistent process, while higher service tiers add automation and organizational controls.

What are TimeTap's key features?

• Configurable booking pages: Organizations can arrange the scheduling steps, apply their branding, and collect information through custom fields. Screening questions help check eligibility before an appointment is booked, making the booking process more relevant to the service.
• Staff and location scheduling: Multiple staff calendars can be combined into one booking site, with visibility into appointments and coverage. Locations can share a booking page or have separate pages under the same account, supporting distributed teams.
• Calendar and availability automation: Two-way calendar synchronization updates availability around existing commitments. Office 365 integration can block booked meetings and vacations, including events across multiple calendars. Travel time calculation and shared room scheduling address additional availability constraints.
• Client records and communication: Booking details populate client profiles, where teams can maintain information and appointment history. Automated confirmations, reminders, follow-up messages, and recall campaigns provide communication before and after a visit.
• Classes, courses, and waitlists: Teams can offer sessions with multiple attendees or organize courses and multi-day events. Automated waitlists notify interested clients when a seat or appointment becomes available, with settings for manual control where preferred.
• Payments and business integrations: Square integration supports collecting deposits or full payments during booking and allocating payments to connected locations. Salesforce integration sends contact and event information into the CRM; API access supports connections with other business software.

How can businesses use TimeTap?

• Professional service teams can give clients one place to choose a service, location, and available staff member, while collecting requirements before a consultation.
• Training providers and educational organizations can register participants for classes, seminars, or courses, manage capacity, and contact people waiting for an opening.
• Mobile service providers can account for travel between appointment locations, reducing the need to manually reserve commuting time in their schedules.
• Organizations using Salesforce can connect appointment booking with customer records, send booking information into the CRM, and use embedded scheduling widgets within Salesforce.

What benefits does TimeTap offer?

TimeTap brings booking, intake, and appointment communication into a connected workflow. This can reduce repeated data entry and give staff access to information that would otherwise arrive through separate emails or phone calls.

Calendar synchronization helps keep customer-facing availability aligned with existing commitments. Waitlists provide a structured way to handle cancellations, while travel calculations support more realistic schedules. These benefits depend on configuration and the selected plan.

What is the TimeTap user experience like?

TimeTap documents a guided account setup followed by additional customization. Customers use a hosted booking page or embedded scheduler, while staff manage calendars and client records through the administrative account.

Organizations can start with a branded scheduling page without building a website. More complex deployments require configuring booking rules, integrations, and permissions. Help documentation, demos, and support are available, with support options varying by plan.

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