How to Create any Appointment App

Building an appointment app no longer requires months of coding or a hefty budget. With Adalo, you can create a fully functional app tailored to your needs - no coding required. Here's what you'll achieve:

• Simplified Scheduling: Manage bookings, avoid double bookings, and send automated reminders to reduce no-shows by up to 50%.
• Customizable Features: Build user-friendly screens for clients to book services and providers to manage schedules.
• Effortless Payments: Integrate Stripe for secure payment processing.
• Cross-Platform Deployment: Design your app once and launch it on web, iOS, and Android without rebuilding for each platform.

This guide walks you through every step, from setting up your Adalo account to publishing your app. Whether you're a solo consultant or managing a multi-location business, you'll have a professional-grade app ready to go.

How to Make a Booking App in Adalo

Step 1: Create Your Adalo Account and Start a New Project

Head over to adalo.com and sign up by entering your name, email, and password. Once you're in, click on "Create New App". Decide whether you want to build a Mobile or Web app, give your project a name, and you're ready to get started. From there, you can tweak the basic settings to match your goals.

You’ll have the option to pick a template for a quicker start or build everything from scratch for complete flexibility. Adalo’s pre-built templates are especially handy for common use cases like spa appointments, fitness bookings, or restaurant reservations. These templates come with features like login screens, user profiles, booking forms, and rescheduling options, along with pre-configured databases and relationships. If you’re new to Adalo, templates can save you a ton of time by handling the foundational setup, letting you jump straight into personalizing the app. However, if you need something highly customized, starting from scratch gives you full control.

Set Up Basic App Settings

Once your project is launched, it’s time to adjust the core settings. Open the Settings tab in the left-hand toolbar. Here, you can rename your app, upload a custom icon, and choose branding colors and fonts. These changes will automatically update across all components of your app, keeping everything consistent.

If you're building for a U.S. audience, make sure to tailor the settings to local preferences. For example, set the Calendar component to display time in a 12-hour format (AM/PM), and use the MM/DD/YYYY date format. For payments, format currency as $1,234.56 by integrating Stripe. Additionally, add a "Time Zone" property to your Users collection. This ensures bookings are accurate across regions, meeting the expectations of users in different time zones.

Step 2: Build Your App Database

Your app's database is where all its data is stored and organized. In Adalo, this data is structured into Collections, which are like tables, and each collection is made up of Properties - individual data points like names, dates, or prices. For an appointment app, you'll need four key collections: Users, Appointments, Services, and Availability. Here's how to set them up.

To get started, click the Database icon in the left toolbar. This is where you'll create and manage your collections. Every Adalo app already includes a Users collection, so begin by adding properties to it: User Type (to distinguish between providers and clients), Full Name, Phone, and Time Zone.

Create Collections and Properties

1. Services Collection
   Click Add Collection to create the Services collection. This will hold the details of the services clients can book. Add the following properties:
   • Service Name (text)
   • Description (text)
   • Duration (number, stored in minutes for scheduling calculations)
   • Price (number, formatted in U.S. currency, e.g., $1,234.56)
   Storing the duration as a number is especially useful for calculating end times and avoiding scheduling conflicts.
2. Appointments Collection
   Create the Appointments collection to track booking details. Include these properties:
   • Start Time (Date & Time)
   • End Time (Date & Time)
   • Status (text, with options like "Pending", "Confirmed", or "Cancelled")
   • Total Cost (number)
   • Booked (True/False field to mark whether a time slot is taken)
   The Booked property ensures unavailable slots are hidden from users once they're reserved.
3. Availability Collection
   Finally, set up the Availability collection to manage providers' working hours. Add these properties:
   • Day of Week (text)
   • Start Time (text, e.g., "9:00 AM")
   • End Time (text)
   • Is Blocked (True/False field to indicate unavailable times)

Connect Collections with Relationships

To make your app dynamic, you'll need to link these collections so data flows seamlessly. Start with the Users collection:

• Add two relationships to the Appointments collection: one for Appointments as Provider and another for Appointments as Client. This allows a single user to act as both a service provider and a client if needed.

Next, link the Services collection:

• Create a "Many-to-One" relationship between Services and Users, meaning a single provider can offer multiple services.
• Connect Services to Appointments so that when a booking is made, the app automatically pulls in the correct service details, like duration and price.

Finally, link the Availability collection:

• Connect it to Users, so each provider's working hours are stored individually.

Step 3: Design User Screens

To create an intuitive booking experience, design user screens that let clients browse services, pick time slots, and confirm their bookings. These screens should be simple, fast, and optimized for mobile use. You'll focus on two main flows: one for exploring and selecting services, and another for completing the booking process. Begin by setting up service listings and booking forms to ensure everything runs smoothly.

Build a Service List and Availability Calendar

Start by adding a new screen called Services using Adalo's Add Screen button in the left toolbar. This screen will showcase all available services. From the Marketplace, add a List component and connect it to your Services collection. Display key details like the Service Name, Duration (e.g., "30 minutes" or "1 hour"), Price (formatted in U.S. dollars, such as $45.00 or $120.00), and a short Description. To make navigation easier, include a Search Bar with a placeholder like "Search for services..." or a Dropdown filter to sort by categories (e.g., "Haircut", "Coloring", "Quick Trim" for a salon app).

When a user selects a service, link them to an Availability Calendar screen. Here, they’ll see either a calendar or a list of available time slots filtered by the chosen service. Configure the calendar to display only future slots and use conditional visibility to hide booked slots. For instance, when a slot's Booked property is marked as True, it should no longer appear. This setup ensures real-time accuracy and prevents double-bookings.

Once a client picks a time slot, they’ll move on to finalize their booking.

Create a Booking Form and Confirmation Screen

After selecting a time slot, users will be directed to the Booking Form screen. This page should display all the essential details: provider information, the chosen service (including duration and price), and the selected date and time. Add a Text Input field for users to include special notes or requests. At the bottom, include a prominent Book Appointment button. Configure this button to mark the slot as booked and then redirect users to the Confirmation Screen.

On the Confirmation Screen, provide a clear success message or icon at the top. Follow this with a summary of the appointment details, including the provider's name, service type, date and time, duration, and total cost. To enhance the user experience, include an Add to Calendar button that generates an .ics file for easy calendar integration. Also, add a Back to Home button for a smooth return to the main screen. For an extra layer of convenience, consider integrating Zapier to send an automatic confirmation email with all the booking details. This not only reassures clients that their appointment is secured but also helps reduce no-shows.

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Step 4: Build a Provider Dashboard

Once client bookings are enabled, it’s crucial to equip providers with tools to manage their schedules effectively. A provider dashboard is the perfect solution, offering features to handle bookings, update statuses, and send reminders. Let’s dive into how you can create a dashboard with screens for viewing schedules, approving appointments, and setting up notifications.

Add Appointment Management Features

Start by designing a Provider Dashboard screen. Use the Calendar View component from the Adalo Marketplace and link it to your Appointments collection. Filter the appointments to show only those where Provider = Logged In User. Configure the calendar to display key details like Start Time, Client Name, and Status for each appointment.

Below the calendar, include an Upcoming Appointments List using a standard List component. Filter the list to show appointments where Provider = Logged In User, Status = "Confirmed", and Start Time > Current Time. Sort the list by Start Time in ascending order so the next appointment is always at the top. Display essential details such as the client’s name, meeting type, time (formatted as MM/DD/YYYY h:mm AM/PM for U.S. users), and duration in minutes. Add quick-action buttons like Set Availability, Meeting Types, and Share Booking Link to streamline common tasks.

Next, create an Appointment Details screen that providers can access by selecting an appointment from the list or calendar. This screen should show complete appointment information, including a color-coded status, date/time, provider and client details, meeting type, duration, notes, meeting link, and location. For appointments with Status = "Pending", include buttons for Approve (updates Status to "Confirmed"), Reject (updates Status to "Cancelled" and prompts for a cancellation reason), and Reschedule (allows editing of Start Time and End Time). These buttons should only appear when relevant to keep the interface clean and intuitive.

Ensure your Appointments collection includes fields such as unique IDs, titles, descriptions, date/time details, duration, status, meeting link, location, cancellation reason, and a reminder flag. Link this collection to both the Provider and Client collections for seamless integration with future calendar sync and notification features.

Set Up Calendar Sync and Notifications

To make scheduling even easier, integrate external calendars and set up automated reminders.

For better organization, sync Adalo appointments with external calendars like Google Calendar, Apple Calendar, or Outlook. Use Zapier to automate this process. Set a Zap trigger for new or updated appointments where Status = "Confirmed", and configure the action to Create Event in your preferred calendar service. Pull in details like the appointment’s Title, Start Time, End Time, and Location using Adalo’s data fields. On the Appointment Details screen, add an Add to Calendar button that generates a downloadable .ics file using a service like Agical.io. Use Adalo’s Magic Text to populate event details such as the subject, start time, and end time, ensuring the date format is set to No Formatting for compatibility.

For notifications, configure Adalo to send push alerts for booking and cancellation updates. Use Zapier to send email reminders to clients 24 hours and 1 hour before their appointments. Include a Reminder Sent flag in your workflow to prevent duplicate emails. Set the trigger as Appointment Confirmed (filtered by Status = "Confirmed") and the action as Send Email via Gmail or Outlook. Customize the email subject line to something like "Appointment Confirmed: [Meeting Type] with [Provider Name]", and include all necessary details formatted in U.S. date and time conventions (MM/DD/YYYY h:mm AM/PM).

Before launching, thoroughly test the dashboard. Log in as a provider and create a test appointment with Status = "Pending". Verify that it appears correctly on the filtered calendar and list. Approve the appointment and check that the status updates, the client receives the appropriate email or push notification, and the event syncs to the external calendar. Test rejecting and rescheduling appointments, and simulate reminders at the 24-hour and 1-hour intervals. Finally, ensure the dashboard works smoothly on both mobile and desktop platforms for a consistent user experience.

Step 5: Add Payments and Launch Your App

Once your provider dashboard and booking system are set up, it’s time to integrate payment processing and get your app live across platforms.

Connect Payment Systems

To ensure a smooth transaction process, integrate a payment system that collects fees or deposits before confirming appointments. Adalo uses Stripe as its primary payment processor, offering a simple setup with rates of 2.9% + $0.30 per transaction.

Here’s how to get started:

• Go to the Adalo Marketplace and install the Stripe Kit.
• Drag the Stripe Payment component onto your booking confirmation screen.
• Click Connect with Stripe and enter your Stripe API credentials (Publishable Key and Secret Key), which are available in your Stripe Dashboard.
• Enable Test Mode and use Stripe Test Keys to simulate transactions. Verify the payment process by using Stripe’s test card.

Link the payment amount to the Price property in your Services collection. Display prices using U.S. formatting (e.g., $99.99 or $1,234.56). Set the currency to "usd" and pull the customer’s email from their user profile. Add an action to the payment button that updates the appointment’s Status field from "Pending" to "Confirmed" only after the payment is successfully processed. This ensures that appointments are confirmed only after payment completion.

On the confirmation screen, include a success message such as "Payment of $75.00 confirmed!" along with appointment details. Add buttons like Add to Calendar (to generate a downloadable .ics file) and View Receipt (linking to the Stripe session). Set up receipt email notifications in the Stripe component settings so customers receive confirmations and are easily identifiable in your Stripe Dashboard.

Once you’ve confirmed that payments are flowing correctly, move on to testing and publishing.

Test and Publish Your App

Before launching your app, thorough testing is essential. Run at least 10 test bookings using Stripe’s test mode to confirm the entire process: from service selection and payment to confirmation emails sent via Zapier, and appointments appearing correctly on the provider’s dashboard with calendar sync enabled. Test edge scenarios like failed payments (use Stripe’s test card 4000 0000 0000 0002 to simulate declines), cancellations with refunds processed in the Stripe Dashboard, and appointments scheduled across different U.S. time zones (PST, EST, CST). Double-check that all text, prices, and dates display in U.S. formats, and verify that notifications are triggered as expected.

When you’re ready to go live, Adalo makes publishing straightforward:

• For web apps, click the Publish button in the left toolbar, select Web App, and customize your domain and branding. Your web app will deploy instantly.
• For iOS and Android, go to the Publish tab, input your app store credentials, upload the required assets, and submit for review. You’ll need an Apple Developer account ($99/year) and a Google Play Console account ($25 one-time fee). Apple typically approves apps within 24–48 hours, while Google Play reviews may take a few hours to a few days. For iOS, consider using TestFlight to beta test with up to 10,000 external users before your full launch.

When deploying, make sure to disable Test Mode and switch to your live Stripe API keys. Use Adalo’s analytics dashboard to monitor performance metrics like daily visitors, downloads, user engagement time, and geographic data. Keep an eye on your Stripe Dashboard to track transactions and resolve any potential payment issues.

Once testing is complete and everything is running smoothly, you’re ready to move forward and finalize your app launch.

Conclusion

This guide walked you through creating an appointment app using Adalo, covering everything from setting up your account to designing your database, configuring screens, building a provider dashboard, integrating Stripe payments, and publishing your app across platforms. Whether you’re managing a salon, offering consulting services, or running fitness classes, this process allows you to tailor the app to meet your specific business needs. It’s a time-efficient solution that grows alongside your business.

One of Adalo’s standout features is its ability to streamline development with a single-build approach. You design your app once, and it deploys effortlessly across a custom web domain, the Apple App Store, and the Google Play Store - all from the same project. Built-in analytics help you track key metrics like daily visitors, session times, and user locations, giving you the insights needed to make informed decisions as your app evolves. Plus, with version history (up to 10 versions), you can easily update and refine your app without starting from scratch.

Adalo’s templates and marketplace components make customization a breeze. Pre-loaded collections and marketplace tools allow you to quickly adjust both the interface and functionality. Features like Stripe integration, Zapier connections for automated reminders, and calendar syncing turn a basic scheduler into a robust booking system, minimizing no-shows and simplifying operations.

The platform’s reliability is another major advantage. With over 99% uptime and more than 1,000,000 apps powered by Adalo, you can trust it to handle production-ready applications. As your business grows, the app can scale right along with it. Whether you’re adding new services, expanding to multiple locations, or incorporating advanced features, Adalo’s infrastructure supports your journey from initial test bookings to full-scale operations.

Now that your app is live, keep an eye on your Stripe transactions and Adalo analytics. Use this data to fine-tune your booking flow and gather valuable feedback to enhance your app’s performance over time.

FAQs

How can I prevent double bookings in my appointment app?

To prevent double bookings in your appointment app, you can set up a straightforward system to manage time slots. Mark each time slot with a “Booked” status and make the booking button visible only when the slot is available (when the status is false). When a user selects a time slot, the system should update the status to true and assign the user to that specific slot. This way, no one else can book the same time slot once it's taken.

How can I integrate Stripe payments into my appointment app?

To integrate Stripe payments into your appointment app using Adalo, here’s what you need to do:

1. Set up your Stripe account: Start by creating your Stripe account and verifying it. This involves adding your business information, linking your bank account, and completing any required verification steps.
2. Add the Stripe Payment component: Open the Add Panel in Adalo and drag the Stripe Payment component onto your app's checkout screen.
3. Connect Stripe to your app: Use the Connect with Stripe option to link your account. Simply enter your Stripe credentials to establish the connection.
4. Configure payment settings: Decide on the charge amount - whether it’s a fixed fee or varies by user. Add a description, such as "Appointment Booking", and include the customer’s email for sending receipts.
5. Test and publish: Turn on Test Mode to simulate transactions and ensure everything works smoothly. Once you’re satisfied, switch to live mode and publish your app. Your app will then be ready to process payments in USD ($), using the standard U.S. date-time format (MM/DD/YYYY hh:mm AM/PM).

By following these steps, you’ll be able to securely handle payments in your app, creating a smooth and reliable experience for your users.

How can I set up my appointment app to work across different time zones?

Adalo's documentation currently lacks specific instructions for handling multiple time zones in an appointment app. While you can set up features like availability, calendar syncing, and notifications, there’s no built-in guidance for automatically detecting user time zones or converting appointment times.

If you’re looking to add time-zone-specific functionality, it’s a good idea to contact Adalo’s support team or check out their help center for resources that might address your requirements.

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