“It was very customary to have 20 or 30 people waiting in line before we opened, trying to get in the door. The appointment scheduling really helped.”

– Desmond Leong, Director and CPA at Metro-St. Louis Community Tax Coalition

Preparing thousands of returns each tax season is standard for the Metro-St. Louis Community Tax Coalition (MCTC). This line-out-the-door demand has made efficient appointment scheduling for tax professionals crucial during the busiest time of the year.

An essential community resource, MCTC is a Volunteer Income Tax Assistance Program (VITA) that offers free tax preparation services and education to improve the economic well-being of low and moderate-income households. MCTC coordinates about 250 volunteers across 25 locations in Metro-St. Louis, Northwest Missouri, St. Clair County, Illinois, and Camden, New Jersey. Together with a partner program, they complete around 10,000 returns each filing season. 

Strength in Numbers 

Their continued impact adds up. Since 2004, the organization has prepared over 90,000 tax returns and returned over $135 million to the community through tax credits such as earned income, child tax education, rebates, and state property tax credits.  

About 20% of MCTC’s volunteers are active or retired professionals from the Internal Revenue Service (IRS). This includes the program’s directors, Desmond Leong and Ronald Webster. Leong served for 38 years in the IRS Examination and Information Technology Divisions, and Webster served as an International Tax Manager. Over the years leading MCTC efforts, they have seen the organization evolve—both in size and scheduling efficiency.  

Tax Season Challenge: A Daily Race Against the Clock  

Before using DaySmart Appointments, MCTC locations relied on walk-ins and manual scheduling. Lines of “20 or 30 people” at the door on winter mornings added stressors to the team’s daily schedule. 

By relying on manual methods, they faced a triple threat of common scheduling challenges for tax professionals:

• Efficiently assigning preparers to clientsbased on the volume of appointments and the complexity of returns.  

• Staying organized and ensuring clients arrive preparedwith the required documentation and materials.  

• Reducing wait timesand managing appointment time slots during peak season.  

The Turning Point: Streamlined Scheduling, Significant Returns  

The pandemic prompted Desmond and team to amp up efficiency, and appointment scheduling software was the solution. The MCTC team quickly found that they enjoyed having greater control over time slots, reminders, and client interactions.  

“The director of the Taxpayer Opportunity Network scheduled presentations with DaySmart Appointments and a few other software solutions,” Leong explains, “I looked at DaySmart Appointments, liked it, and never looked back.”  

MCTC has since implemented DaySmart Appointments across 12 active locations. Clients now book directly through the organization’s website or have the option to call and schedule via a monitored Google Voice line.  

Features that Make a Difference

“The appointment systemtook us to another level.”

– Ronald Webster, Co-Director and CPA at MCTC

Automated Email & Text Reminders 

Automated reminders reduce no-shows and keep clients on track to have a successful appointment. Customizable messages have made a key difference in preparing each client, with about 85% of clients showing up—on schedule, with all items needed.  

“I added a link to the appointment reminder email that allowed for the client to complete their intake sheets at home. So, when they walk in, it’s already completed, which makes the interview process a lot quicker,” said Leong.  

Adaptable to Each Site

The ability to access reporting, adjust processes for each site, and adapt has made DaySmart Appointments a helpful resource at individual locations.   

To get ahead of daily appointments, a site manager can use historical data to determine the expected number of no-shows at their site. The team can then accept walk-ins to close any scheduling gaps. This also gives the team time back to focus on other factors.   

“The other variable we have to consider is the number of volunteers who come in to work. Sometimes we operate flying by the seat of our pants, but each site manager knows their sites and can determine what needs to be done, so it’s not a one-size-fits-all,” said Leong. 

Configurable Time Slots

The team can also configure time slots based on preparer availability, which has helped them stay ahead of demand. While most sites set 30-minute slots, others may configure 15-minute time slots while having extra preparers available for walk-ins, appointment overflow, or other contingencies. 

Client History Tracking

While it keeps clients on track, the solution has also helped staff gain insight into their clients. With features to search client names and view service history for the past five to six years, the team can understand how many times clients have used MCTC services and what locations they have visited. This background sets the volunteer tax professionals on track to provide the best experience possible.  

Looking Ahead to Next Year  

As MCTC prepares for another busy season, their success story is a reminder that the right tools can make a meaningful difference. By modernizing scheduling, MCTC has not only improved efficiency and made it possible for more families to access vital financial support with less stress and more confidence. With DaySmart Appointments, they’re ready to keep delivering impact, one return at a time. 

The post 10,000+ Returns Handled: How One Team Streamlines Tax Appointments appeared first on DaySmart Appointments.

Check Out How JKFITNESS Runs a Coordinated, Client-Focused Fitness Experience with DaySmart Appointments 

Nearly 20 years ago, Julia Karlstad founded JKFITNESS with the mission of helping people change their lives through training and wellness. What started as a one-woman operation has grown into a multi-specialist wellness team offering everything from personal training and yoga to metabolic testing and cryotherapy.

Julia knew from the start that client care meant keeping detailed notes, tracking progress, and building continuity, especially across multiple team members. Almost immediately she brought on DaySmart Appointments (AppointmentPlus at the time) to switch from manual, paper charting to online, cloud-based appointment software.

“We individualize programs and bridge the gap between physical therapy and long-term wellness. A lot of people have limitations or medical conditions they’re dealing with. We wanted to have a scheduling software that could communicate these notes amongst multiple staff members.”

– Julia Karlstad, M.Ed., CSCS-NSCA, SFN-ISSA, Founder & President

Now managing over 500+ appointment hours per month, here’s what keeps JKFITNESS running strong with DaySmart Appointments today:

• Color-coded appointments make it easy to manage multiple service lines at a glance 
• Integrated notes ensure continuity between trainers, so every client feels seen and supported 
• Mobile access allows the team to check schedules and notes on the go 
• Prepayment tracking and stored credit cards keep revenue predictable and sessions smooth. 

As client volume grows and services diversify, DaySmart ensures the JKFITNESS team stays aligned, making it easy to manage schedules, reference past sessions, and deliver a consistent experience across every appointment.  

Interested in learning how you can create this same synchronicity across your team? Schedule a demo today!

The post JKFITNESS Customer Spotlight: From Paper Charts to 500+ Appointment Hours a Month appeared first on DaySmart Appointments.

“Golf, plain and simple, is the best game on earth,” says Connor Dillon, General Manager of the Ann Arbor location. “We strive to help people play better and have more fun.” This passion is evident in everything the Miles of Golf team does, from the well-kept facilities to the personalized club fitting services.

Miles of Golf has been using DaySmart Appointments, formerly known as Appointment Plus, for over 15 years. “We liked that our unique needs in a scheduling software were met with a user-friendly and affordable platform,” Connor explained.

The customizable scheduling options and scheduling exemptions are especially useful in Miles of Golf’s operations, making customer scheduling straightforward and keeping their staff well-informed about when and where they need to be.

Running a business that changes with the seasons can be tough, but DaySmart Appointments has helped Miles of Golf manage these changes easily. “Our business is somewhat seasonal. DaySmart gives us the opportunity to expand and reduce our schedule as demand is needed,” Connor shares. “DaySmart allows us to efficiently staff our business and manage the ebbs and flows of a constantly changing industry.”

For new business owners in the golf industry, Dillon offers this advice: “Golfers are a passionate group. Operating efficiently and providing great customer service are key.”

By using DaySmart Appointments, Miles of Golf continues to improve their operations, providing excellent service and experiences to golf lovers all year long. Their story shows how the right tools and a genuine love for the game can lead to business success.

About DaySmart Appointments

We are helping businesses streamline managing and booking appointments to serve their clients better while saving time spent on administrative tasks. Request a demo and learn how we can simplify appointment booking for your business!

The post Customer Spotlight: Miles of Golf appeared first on DaySmart Appointments.

From Side Hobby to Thriving Business: The Journey of Frederick Reitz’s Fingerprinting Service

In the aftermath of the post-9/11 security regulations, Frederick Reitz, who was working as a Security Manager for an airline, saw a demand for a pilot fingerprinting service. What began as a niche service for aviators soon evolved into a full-fledged business. Individuals began contacting Frederick via social media for fingerprinting needs in aviation and other industries such as state licenses or employment requirements.

Over the years, Frederick’s side hobby blossomed into a thriving enterprise. His company SAFEsky now spans three locations and marks its impressive 18th year of operation. With his growing business, Frederick relies on DaySmart Appointments to support his business’ top-notch customer service standards.

With DaySmart, Frederick can effortlessly manage his offices from any location in the world, while ensuring the utmost security of client data. Some standout features he praises include the platform’s ease for customers to change their own appointment times and DaySmart’s automatic reminder feature.

“Over 90% of our customers book directly online, and never call or email us,” says Fredrick. “DaySmart manages our business and ensures that we have a full day of appointments. Individuals can select the service they need, and the customized response automatically sent from DaySmart ensures they bring the necessary documents. We also remind all the customers of their appointment time and the physical address and parking requirements.”

For Frederick, the most rewarding aspect of his job is the opportunity to connect with people from all over the world. As he reflects on his journey, Frederick emphasizes the core principles that have guided his success: Keep it simple. Stay organized. Safeguard client data. Above all, be friendly and do the best job you can every time, for every customer.

About DaySmart Appointments

We are helping businesses streamline managing and booking appointments to serve their clients better while saving time spent on administrative tasks. Request a demo and learn how we can simplify appointment booking for your business!

The post Customer Spotlight: SAFEsky appeared first on DaySmart Appointments.

Today you can find plenty of options on the market to manage your calendar. From lightweight options like Calendly to more enterprise solutions like BMC Software, it can be hard to find the right match for your particular business. At DaySmart, we believe that you shouldn’t have to choose between streamlining operations, improving efficiency and staff retention, or creating the best customer experience possible. Whether you’re an expanding franchise, a fast-growing small business, or even a government agency. Keep reading to learn how we’ve helped a variety of businesses wrangle their calendar and grow their business!

Business A: Streamlining Operations Across Multiple Locations

Business A, a thriving franchise business, was challenged in getting their 200-plus locations on the same page. Since franchises can run independently of each other, some locations used paper calendars to schedule appointments while others used forms, and neither method was working. The locations that used paper calendars faced many scheduling errors due to illegible handwriting, and locations that used forms would have issues with double booking when their teams would manually import data into the online calendar. Customers and employees were frustrated with these processes, and that’s when the CEO knew it was time for a change.

When asked about choosing DaySmart Appointments the CEO stated, “Each franchise has a unique way of running their business, meaning their scheduling process and needs were unique to them. We needed a solution that would allow each franchise to customize their appointment scheduling process and provide a holistic view across locations.”

We were able to help Business A by giving them the ability to gather consent forms and payments before the customer arrived, adjustable appointment lengths and quantities based on available resources, and direct integrations with other software solutions they’re already happy with.

After switching to DaySmart Appointments, more customers utilized the online booking feature which led to a 100% increase in appointment bookings. Additionally, the staff was able to save time and focus more on larger projects that could push their franchise location forward.

Business B: Elevating Customers and Staff with Software

Like some of Business A’s locations, Business B was also using paper and pen to schedule their appointments. Once they grew to 2 locations and increased their employees, they knew they needed business management software that could enhance their visibility into both locations and optimize their staff’s time.

Using DaySmart Appointments helped Business B serve 21,000 customers (about the seating capacity of Madison Square Garden) and book over 500 appointments a month due to the online booking feature. Customers were able to book appointments online up to three months in advance and make reoccurring appointments up to a year in advance which led to a noticeable increase in customer satisfaction and retention. This improvement coupled with the waitlist feature helped Business B’s calendar stay fully booked, resulting in decreased calendar gaps and increased revenue.

Our software also increased the staff’s satisfaction. Instead of having to leave reminder calls to clients and staff at the end of each day, clients were sent automatic email or text reminders and staff could easily look at their schedules days or months ahead using our mobile app. Business B’s CEO stated that “An online schedule is worth every penny! It makes the staff and clients happier while saving time and stress around business operations.”

Business C: Enhancing Efficiency for a Better Community Experience

Business C had a broad challenge with their business. They offered a variety of services in a variety of locations that required adjustable timeframes and wanted to provide the highest quality of service to their community. Before DaySmart Appointments Business C struggled with long customer wait times which led to fewer customers being served daily and low customer satisfaction.

With our software, Business C’s appointment process made a U-turn. DaySmart Appointments helped clients book online based on the location, date, time, and service they needed. Due to text reminders, there was a large decrease in no-shows which helped staff to serve more clients. Even if a few cancellations came through the pipeline, staff were then able to quickly refill slots which helped to enhance customer satisfaction.

Here’s what one customer had to say about Business C after experiencing our user-friendly software, “You should make the appointment system permanent! We had a way better experience than the pre-Covid system! Congrats on that!” – Estefy Morales via Twitter.

Their new solution also helped to optimize their calendar through appointment logistics. Instead of having a cookie-cutter schedule each week, the schedule was customized based on staff availability, the amount of time each appointment type needed, and if an appointment ended early that unused time was used more wisely. All these small changes helped Business C to serve over 780,000 customers (about half the population of Nebraska) in their first year of using DaySmart Appointments.

Tailored Solutions for Every Business

The success stories of Business A, Business B, and Business C underscore the adaptability and efficiency of DaySmart Appointments. Each business had its unique challenges that our software was able to solve even though each business was completely different.

Business A is Any Lab Test Now, these franchises provide DNA, clinical, and toxicology lab testing to consumers. In addition to having over 200 franchise locations, they also have a call center that utilizes DaySmart Appointments for its business optimization needs.

Business B is a medical massage therapy business called A Healing Trail Wellness Center. They’ve been partnered with DaySmart Appointments for 15 years and have serviced over 18,500 new clients since using our software solution.

The Louisiana Office of Motor Vehicles (OMV) is Business C. OMVs and DMVs have a reputation for long wait times and poor customer experiences, and after switching to DaySmart Appointments the citizens of Louisiana saw such a drastic improvement that they fled to social media to share the news.

In the competitive landscape of modern businesses, appointment management plays a crucial role in driving growth and success. DaySmart Appointments has emerged as a versatile and indispensable tool for businesses across various industries.

By introducing DaySmart Appointments into their operations, these businesses were able to achieve diverse goals – expanding clientele, elevating customer experiences, and enhancing efficiency. If appointments are an integral part of your business model, DaySmart Appointments can empower you to overcome challenges and thrive. Experience the difference DaySmart Appointments can make and embark on a journey towards a more efficient, customer-centric, and prosperous future by booking a demo today!

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The post Empowering Diverse Businesses: Why Every Industry Can Use DaySmart Appointments appeared first on DaySmart Appointments.

Any Lab Test Now is a franchise business that provides clinical, DNA, and toxicology laboratory testing directly to consumers. With a call center and over 200 franchise locations with a disjointed scheduling process, they knew it was time to look for a flexible scheduling solution that fit the unique needs of a franchise business. Keep reading to hear from Clarissa Bradstock, Chief Executive Office at Any Lab Test Now, to learn how they improved business efficiencies and created a better customer experience with the help of DaySmart Appointments.

We have increased the number of appointments by 100% since using DaySmart Appointments, and we are seeing appointments booked throughout the day. This was not possible before we started using the platform.

– Clarissa Bradstock, Chief Executive Officer at Any Lab Test Now

What challenges were you facing before you started using DaySmart Appointments?

Clarissa Bradstock: Appointment scheduling was a disparate process across our 200-plus franchise locations. Some of the franchises were using paper calendars and others were using forms. Those who were scheduling with paper calendars would run into scheduling errors because they could not decipher the type of appointments that were taking place because the handwriting on the calendar was not legible. The locations that used forms would have their team manually import the data into the calendar, leading to double booking.

We knew it was time to look for a centralized scheduling solution when we were about to roll out a call center that would help with appointment scheduling. Our goal was to find a solution that could share schedules across locations and allow real-time booking.

Why did you choose DaySmart Appointments for your online scheduling software?

Clarissa Bradstock: What stood out about DaySmart Appointments was the sophisticated scheduling system with a solid API. Each franchise has a unique way of running their business, meaning their scheduling process and needs were unique to them. We needed a solution that would allow each franchise to customize their appointment scheduling process and provide a holistic view across locations.

We also have a variety of systems already in use that we wanted to integrate with, like our website and Textellent, which is our texting platform for appointment reminders, texts upon arrival, and text marketing campaigns. DaySmart Appointments gave us that capability.

Being a franchise business, not every location is set up the same way, but DaySmart Appointments allows them to set up their locations for their unique business. Some franchises are multi-location, and it allows them to manage all locations.

– Clarissa Bradstock, Chief Executive Officer at Any Lab Test Now

How has scheduling changed since utilizing DaySmart Appointments?

Clarissa Bradstock: Efficiency and customer experience have improved tremendously.

We have increased the number of appointments by 100% since using DaySmart Appointments, and appointments are booked throughout the day. This was not possible before we started using the platform. More customers are making appointments online, which has helped staff prioritize larger projects and not focus on answering calls and emails about appointment scheduling and cancellations.

DaySmart Appointments also improved operational efficiency because businesses can gather consent forms and payments before the customer arrives for the appointment. The color-coding feature gives the front office quick visibility into what a customer has completed before check-in so they know what the customer still needs complete before they can go to their appointment.

Finally, our franchise businesses have flexibility when building their schedules so they can adjust appointment time lengths and quantity of appointments based on their location’s resources like staff, equipment, vaccinations, and testing kits. Being able to put limits on appointment types has also helped save money. For example, a franchise can determine how many vaccine vials they need in a day without worrying about wasting anything.

About DaySmart Appointments

We’re helping businesses streamline managing and booking appointments to serve their clients better while saving time spent on administrative tasks. Request a demo and learn how we can simplify appointment booking for your business!

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The post Online Appointment Scheduling Increases Booking by 100% for Any Lab Test Now appeared first on DaySmart Appointments.