Take booking requests when you have no booking system

Stop losing bookings in WhatsApp threads. Every request becomes a card your team can see, confirm, and track.

Good for

• Small salons
• Home-service beauticians
• Studios moving off the notebook

The situation

Many salons run their day from a notebook and the owner’s phone. Requests arrive at all hours, get buried under newer messages, and some are simply forgotten. You do not need a full booking system to fix this. With tkana, the agent turns each request into a tidy ticket with the requested service and time, and your team confirms it when they are ready.

How it works

CustomerAsks for an appointment

tkanaCollects the service and preferred time from your weekly hours

tkanaAdds the request to a ticket; nothing is reserved yet

Your teamConfirms with Create booking, or offers another time

Request, review, confirm

What the conversation looks like

Customer: Can I book a manicure and pedicure on Saturday afternoon?

Agent: Of course. On Saturday afternoon I can request 2 pm or 4 pm. Which would you prefer?

Customer: 4 pm.

Agent: I’ve sent your request for a manicure and pedicure on Saturday at 4 pm. This time is not reserved yet; our team will confirm it with you shortly.

What you switch on

1. Add your services and your team. Even without a booking system, the agent needs to know what you offer and when you work. Add each service, add each specialist (or a single “Salon” resource) with a weekly schedule, and link them. See Set up your services and resources.
2. Install Request appointments. It has no settings.
3. Enter a Support team email in Support tickets so you are emailed about each new request.
4. Add your prices, location, and policies to your knowledge base so the agent can answer the questions that come before a booking. See Write your content, FAQs, and guidelines.

What your team sees

• A ticket per conversation on the tickets board, with a Requested appointment card: service, specialist, date, time, and duration.
• Create booking turns the request into a real booking in the tkana calendar, so from then on you have one place for your whole schedule. See Take appointment requests for your team to confirm.
• The tickets board doubles as your to-do list: new requests land in New, and a ticket opened only for a request is resolved automatically once you create the booking. See Work tickets on the board and table.

Tips and limits

• Because nothing is reserved, the times the agent suggests come from your weekly schedule and ignore existing bookings. Two clients can request the same time; your team decides.
• To offer only truly free times, move to Book appointments once your team is creating every booking in tkana. The calendar then becomes your booking system.
• If you use a separate booking system that tkana does not connect to, tkana support can discuss connecting it with custom tools. See Connect your own system with custom tools.

Tip

Assign new request tickets to the person who confirms bookings, so nobody wonders who is responsible. See Share the work with your team and stay alerted.