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Full Review on vCita Online Scheduling Software – All you need to know about vCita

vCita Scheduling Software

What is vCita Scheduling Software?

This online scheduling software is a self-service appointment scheduling software that is a part of the vCita business management suite. It includes many other tools that include billing and invoicing, client management, marketing and much more. It is a portable ERP platform that is virtual and the online scheduling software is the component that handles appointment scheduling, bookings and managing yours and your staff’s calendars.

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This is a cloud-hosted scheduling software that is ideal for busy professionals and SMB’s. It can also be used for larger established offices and there is the option to have it implemented into Enterprises.  Various professions that can really benefit from this tool are:

  • Accountants
  • Marketing Consultants
  • Business Consultants
  • Counselors
  • Personal Trainers
  • Lawyers
  • Photographers
  • Much more…

With over 100 000 service providers using it, this is the ideal scheduling software for anyone who offers services to the general public and need to have organization with their scheduling. The vCita scheduling software is designed to help save you time and help you to be more coordinated. It will eliminate the need for back and forth communications with your clients and will help you to make sure your clients are more satisfied.

The appointment setting tool allows your clients to book online, reschedule appointments and cancel appointments online via the online hub that is called LiveSite Client Portal. Since it is self-serviced, they have the option to use it right from any of their devices and at their convenience. As this is a cloud-hosted scheduling software, it enables you to virtually keep your business open 24/7. This scheduling software allows you to generate new leads through the marketing tool, thus, generating more revenue for your business.

The vCita scheduling software was designed with your busy life in mind. It is an appointment setting tool that will keep you on your toes as you will never forget which appointments or clients you are to see next and when.

vCita Scheduling Software Benefits:

When looking for a scheduling software, you want to be sure that you are getting the most out of it. If you are going to pay for this, it is only right that it benefits you to its fullest potential. Here is an overview of some of the benefits this online scheduling software offers.

  • It is fully customizable. This will enable you to automate your appointment scheduling processes of all your meetings and customize it to suit your individual needs.
  • This cloud-hosted scheduling software can be used on any device at any time for complete convenience of use.
  • There is the client portal, in the appointment setting tool, that lets your clients manage their appointments with you, including; booking, canceling, rescheduling and notifying you if they are running late.
  • There are 4 payment plans that will suit whatever your budget and needs maybe.
  • You can look into the vCita scheduling software before you purchase it with the opportunity for a free 14-day demo.
  • It allows you to control your time by giving you the option to set your availability. You can arrange your schedule around vacation times, important personal appointments and much more.
  • There is a lot of flexibility in how you set it up. You can control which widgets you use and which of your sites it is linked too. This can include your website and social media accounts for easy client access. vCita will ensure that you only get what you need.
  • There is a contact widget that allows your website visitors to get in contact with you or schedule a consultation meeting.
  • You have the option to set specific parameters for each service you offer.
  • This scheduling software will help you to cut down on paper-based practices as it is 100% online. This will free up time spent on administrative tasks so that focus can be on more mission critical projects and work.
  • It is a centralized hub that lets you manage your business from anywhere at any time.

Features of vCita:

Say “good-bye” to no-shows and cancellations:

The Client portal feature allows your clients to set their appointments via the appointment setting tool and change their appointed times within your pre-set parameters. As mentioned in the “benefits” section, clients have full control of their appointment times and cancellations via this online portal that will help to decrease your frustration with no-shows. All appointments and cancelations can only be set within your customized limits.

Keep your customers happy by having your whole team on board.

This online scheduling software allows you to sync it up with your entire team so that they are aware when and with whom you are going to be meeting with clients. Having your whole team aware of what is going on within your business allows for less frustration and complete harmony. The end results? Your clients will be more satisfied as they will see that your business is running like a well-oiled machine. Everyone is knowing what is going on all the time. This cloud-hosted scheduling software also gives you the power to manage your team. You can give them assignments and arrange their appointments as well. Each team member will have access to their individual calendars so that they are aware of what you have assigned to them in real-time.

Keep track of your calendar from anywhere.

Through the online business calendar, you can keep track of what you have going on day to day from one centralized location. This will make sure that you are always on top of what is going on your business. After implementation of this scheduling software, you can syn it up with your existing calendar so that you will have everything at your finger tips on any device that you have. This will enable you to always know what is happening and when. It will also allow you take full control of your activities and prepare accordingly. Through the online scheduling tool, every time an appointment gets added to your calendar, it will sync up accordingly.

Have the ability to respond to customers in real-time.

There is an option in this online scheduling software that allows you to communicate with your customers in real-time. You will receive mobile notifications every time a customer requests a meeting and it allows you to also respond while on the go. This will help to save you time and energy as you will be able to effectively communicate with your customers without taking up countless hours on the phone. It also allows you to use the appointment setting tool for follow ups and notifies your customers.

Generate new leads with the Email and SMS marketing option.

There is an option on this cloud-hosted software that will allow you to send out both email and SMS marketing tools to your existing customers. If you have a promotion or special even coming up, you can create it within this scheduling software and have it sent out to your customers so that they are aware of what is new. You can also use this tool to send out SMS reminders of appointments your customers booked so that they don’t ever forget to show up.

vCita Scheduling Software pricing:

Depending on what you need and the nature of your business, there are four payment options that you can look into. This will allow you to choose the one that will provide you what you need and nothing more than that. The different plans make this software manageable for any budget.


This plan is $29/ month and it is for a single user. This plan is ideal for personal trainers, life coaches and many other sole practices. It allows you have up to 1000 clients.


This particular plan is for growing businesses that staff up to 2 additional people. It is $59/month and there is the option to add additional staff for an extra $15/month. It allows you to have up to 5000 customers.


For established businesses that are continually growing, this plan is $99/month. That price has the inclusion of up to 5 staff members with the optional $15/month for additional staff. You can have unlimited clients in this one.


This plan is for online scheduling only. It is $15/month.


This particular one does not have a listed monthly charge, it is according to the needs of the enterprise. Therefore, you need to get in touch with vCita in order to get an appropriate quote.

There are discounts for annual payments and partial plans for businesses who are only interested in online scheduling (see the basic plan). Remember, there is a 14-day free trial period that you can take advantage of no matter which payment level you choose. As your business grows, there is the option to change plans from one to the other.

Technical Details of vCita Scheduling Software:

Due to the fact that vCita is a cloud-hosted scheduling software, it is compatible with any device you may have. You can use it on windows, MAC and other operating systems. Also, there is an app for your phone that can be downloaded via the play store for Androids and iTunes for iOS.

There are a variety of supported languages: English, French, Spanish, German, Italian, Russian, Polish and Portuguese.

Support details of vCita Scheduling Software:

When looking into any cloud-hosted scheduling software, you want to be sure you are provided adequate support for what you are paying for. There needs to be a level of give and take.

Each of the payment plans comes with their own levels of support.

  • Email: This support is offered on all plans and it enables you to email in with any issues 24/7.
  • Phone: This support option is only offered for either the Business or the Platinum plans. This will put you in touch with a representative quickly and help settle issues effectively.
  • Onboarding Sessions: This type of support is only available on the Business and Platinum plans. It allows for quick service via remote sessions. This is a more efficient means of getting answers to any issues that you have.
  • Priority Support: For instant support that puts you ahead of anyone else, you need to subscribe to the Platinum plan. This is only for larger and more established businesses and it give you priority status above any other issues or concerns.


When looking into any type of scheduling software and appointment setting tool, you want to be sure it will suit your needs. The option to customize this cloud-hosted scheduling software makes it suitable for any business type. One of the best parts is the ease at which you can use it from any device. This makes it a great contender for busy professionals who are always on the go. Being able to keep track of your calendar and appointments in real-time, from any device is very handy.

The support levels that are offered according to what you pay for is convenient for those who pay for the more higher-level plans, but it is not helpful to the individual who needs the help and only has access to email support. However, there are webinars and training sessions that can be done as well, so that helps.

Being able to control your staff from a centralized location and manage all activities makes this scheduling software a great contender for any business from single person to large established companies. You will enjoy the ease at which this software is used and the extra time it will provide you when you don’t have to manually enter appointments.  Overall, it is a great software, especially for the decent pricing structure.

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