How to set up your first online booking system

"I don't want to lose the personal touch." Stylists say this all the time when they think about online booking. But here's what isn't personal:

• Forgetting to reply to a client for 6 hours.
• Double booking two people at 2pm on Saturday.
• Messaging back and forth at 11pm.

Moving to an online system isn't about becoming a robot. It's about respecting your client's time (and yours). With your details ready, setup takes a few minutes and a phone.

What to have ready before you start

Setup is fast when you're not hunting for information. Grab these first:

• Your service list with a price and a realistic duration for each one.
• Your working hours for each day of the week.
• Your payment details for deposits, if you'll take them (M-Pesa Till or Paybill, Cash App, Venmo, Zelle, Revolut, PayPal.me, or bank details).
• 3 to 5 photos of your best work, plus a clear photo of you or your logo.
• Your policy in two or three sentences (cancellations, lateness, deposits).

No menu written down yet? The salon menu maker helps you lay it out.

Step 1: build a simple service menu

Keep it simple. Don't list 50 things. Group them: "Braids", "Natural Hair", "Chemicals".

Then add add-ons:

• "Wash and blow-dry (+30 mins)"
• "Detangling (+30 mins)"

This stops the "Oh, I took my braids out last night" surprise that ruins your schedule.

How add-ons work in Miali: add each one as its own short service. Clients can book several services in one booking, so they pick "Knotless Braids" and "Detangling" together and the time adds up on its own.

Get durations right. Time a few real appointments if you're not sure, and include cleanup. If a service takes 90 minutes, plus 15 minutes to reset your station, set it to 1 hour 45 minutes.

Doing home visits? Add your travel fee to the service and list the towns or areas you cover. Pad the duration for travel time too.

Step 2: set working hours you can keep

Just because the booking page runs 24/7 doesn't mean you do.

• Set your hours for each day. Mark the days you're closed as closed.
• Set your end time. If you stop at 6pm, nobody can book a one-hour service at 5:30pm.
• Protect your lunch. Block the time in your dashboard so nobody can book it.

Step 3: set your rules for deposits and reminders

This is your digital bouncer. Decide your policy first:

• Cancellation: "24 hours' notice or lose your deposit."
• Lateness: "More than 15 mins late and the appointment may be cancelled."
• Deposits: "50% upfront for services over 3 hours."

Then set it up:

• Deposits: in Studio → Payments & deposits (on Pro and Business), turn deposits on and choose a fixed amount or a percentage of the service price. Pick how clients pay you. They pay you directly, type in the payment reference when booking, and the booking stays pending until you confirm it. If they don't send the deposit, the held slot is released after an hour.
• Reminders: WhatsApp reminders go out 24 hours before by default, and you can set anything from 1 to 72 hours. Miali sends one more 2 hours before the appointment, and email reminders too.
• The policy itself: write it into your business bio and your service descriptions so clients read it before they book.

Not sure what deposit to ask for? This no-show guide has a simple rule of thumb by service length.

Step 4: add your regular clients

Add your top 20 regulars from the Clients page in your dashboard with their name and phone number. Add a note or two while you're there (their usual service, their formula, any allergies).

Then send them your new link: "Hi! Booking is now much easier. Grab your slot here: [link]"

New clients who book through your link are saved as they book, and returning clients' details are remembered, so you only do this once.

Make your booking page look like you

This is what turns a link into a shop window.

1. Go to Studio → Profile. Upload your logo or headshot and write a short bio. Add your address and WhatsApp number in Studio → Location & contact.
2. Go to Studio → Portfolio. Upload your 3 to 5 best photos. Real results, natural light. Pick the service each photo shows, and clients see it right next to that service when they book.
3. Working with a team? On the Business plan you can add up to 5 bookable team members, each with their own working hours, a photo, and their specialties. Clients see those when they pick a person, or they can choose "Anyone available."

Test your page before anyone else does

Open your booking link on your phone like a client would. Check:

• Do all your services show, with the right prices?
• Do the times on offer match your hours?
• Does a long service block enough time?
• Is your policy easy to find?

Then make one test booking with your own number to see the confirmation come through, and cancel it from your dashboard. On the free plan, keep it to one test, since test bookings can count toward your 10 for the month.

How to soft launch your booking link

Don't shock your system.

1. Week 1: Tell clients in the chair. "Next time, use the link!"
2. Week 2: Put it in your bio.
3. Week 3: Change your voicemail and auto-reply. "I'm with a client. To book instantly, use the link."

Scripts for the soft launch:

For clients in the chair:

"Before you go: I've moved my bookings online, so next time you can see my open slots and book yourself, even at midnight. I'll send you the link now."

For your WhatsApp Status:

"New! You can now book me online. See prices, pick your time, done. Link here: [link]"

For your auto-reply:

"Hi! I'm with a client right now. To book instantly, use my link: [link]. I'll reply to other messages between appointments."

Want help with the bio part? Read how to fix your Instagram bio.

Launch-day checklist

• Services added with prices and padded durations
• Add-ons set up as separate short services
• Hours set for every day, closed days marked, breaks blocked
• Deposits on, payment details checked
• Reminder timing chosen
• Policy written into your bio and service descriptions
• Logo, bio, location, and portfolio photos added
• One test booking made and cancelled
• Link in Instagram, TikTok, WhatsApp Business profile, and Status

Common setup mistakes

• Guessing durations. Too short and you run late all day. Too long and you look fully booked when you're not.
• Going live without deposits and adding them later. Clients accept a rule at launch more easily than a surprise change.
• Only sharing the link once. Put it in every reply, every Status, every caption for the first month.
• Keeping a second calendar. If some bookings live in the app and some in your diary, you'll double book. Add walk-ins and phone bookings from the dashboard.

FAQ

Is it really free? Yes. The free plan includes 10 online bookings and 10 reminded appointments a month, no card needed, and walk-ins you add yourself don't count toward bookings. When you outgrow it, Pro is $4 a month for unlimited bookings. See pricing.

Do my clients need to download anything? No. Your page opens in any browser. No app, no account.

What about clients who still call or DM? Book them in yourself from the dashboard. For regulars who come at the same time every week or two, set up a recurring appointment.

Key takeaways

• Gather your services, hours, payment details, photos, and policy before you start.
• Set real durations, block your breaks, and add add-ons as short separate services.
• Turn on deposits and reminders before launch, not after.
• Test the page yourself, then roll the link out over a few weeks.