3
Locations scheduled from one system
24/7
Bookings taken without staff involvement
0%
Commission paid on any appointment
1
Domain owning every client relationship
The Challenge
Three locations.
One booking tool that could not cope.
The client is a Glasgow based wellness centre offering cupping and recovery therapy across three sites in Glasgow, Edinburgh and Kirkcaldy. Each location has its own opening hours, its own practitioners and its own pattern of demand.
Bookings were being handled through an off the shelf WordPress booking plugin. It worked well enough for a single practitioner at a single site, which is what it was designed for. As soon as the business grew past that, the limitations became structural rather than cosmetic.
Treatments vary considerably in length. Some require a consent form and a health disclaimer before the appointment can go ahead. Practitioners work across different sites on different days. None of that fits neatly into a generic plugin, and every attempt to force it created another workaround for the team to remember.
Key Pain Points Before Zarbotics
A booking tool built for one practitioner at one location, stretched across three
Treatment durations and practitioner availability handled manually
Consent forms and health disclaimers collected separately from the booking
Clients calling or messaging to check availability rather than booking online
No deposit at point of booking, leaving the diary exposed to no shows
Client records and treatment history fragmented across sites
The Solution
A booking journey built
around the treatment, not the calendar.
Zarbotics delivered a complete website and online booking system covering all three locations. The design principle was simple: the client should be able to go from choosing a treatment to holding a confirmed appointment without any member of staff touching it, and without ever leaving the centre's own domain.
📍
Multi Location Scheduling
Three sites operating independently within one system. Each location carries its own opening hours, practitioner roster and service list, while the business retains a single consolidated view across all of them.
🗓️
Treatment Aware Availability
Slots are offered against the actual duration of the treatment selected and the availability of a practitioner qualified to deliver it. A client is never shown a time that cannot genuinely be honoured.
📋
Consent and Disclaimer Capture
Health disclaimers and consent are presented and captured as part of the booking flow rather than chased separately. The record is stored against the appointment, so the practitioner has it before the client arrives.
💳
Payment and Confirmation
Payment links and deposit handling built into the journey, followed by automated email confirmation. The client leaves with certainty and the diary is protected against casual cancellation.
The Client Booking Journey
1
Client lands on the centre's own website and selects a treatment and a location.
2
The system returns only slots where the treatment duration, the practitioner and the site opening hours all align.
3
Health disclaimer and consent are presented and captured before the booking can proceed.
4
Payment or deposit is taken through a secure payment link.
5
Confirmation is issued automatically to the client and the appointment appears in the practitioner's diary.
6
The client record and treatment history remain in the centre's own system, on the centre's own domain.
Technology stack:
WordPressCustom Booking LayerMulti Location SchedulingOnline PaymentsAutomated EmailUK Based Hosting
Why It Matters
The same architecture works
anywhere a diary drives the business.
Nothing in this build is specific to cupping therapy. Strip out the terminology and what remains is a general problem: matching a client to a qualified practitioner, at a location, for a service of a defined length, with the right paperwork and the right payment collected before they arrive.
That is the same problem faced by physiotherapy clinics, aesthetics practices, salons and barbers, personal trainers, sports therapists, photographers and any trade where the diary is the business. The rules change. The architecture does not.
It is also why we build these systems on the client's own domain rather than routing them through a marketplace. The centre keeps the client relationship, the client data and the repeat booking. Nobody takes a percentage of a returning customer they had no part in winning.
Work With Zarbotics
Need a booking system
that fits how you work?
Book a free consultation and we will map your treatments, practitioners and locations, then show you exactly what we would build with full timeline and cost transparency before any commitment.
Book a Free Consultation