Square Appointments has become a familiar name among service-based businesses looking to streamline their booking operations. As part of the broader Square ecosystem, it promises to handle everything from scheduling to payments in one integrated package. For many salons, spas, and wellness centers, this all-in-one approach is exactly what they need.
To write this Square Appointments review, I’ve analyzed the platform thoroughly. I believe it’s the ideal choice if:
- You want an integrated solution that handles scheduling, payments, and POS in one place
- You value simplicity and a quick setup over extensive customization
- You’re a solo practitioner looking for a free scheduling tool
- You prefer cloud-based software you can access from anywhere
- You’re already using other Square products
However, Square Appointments might not be the best choice if:
- You have an existing WordPress website and want native, fully integrated booking
- You prefer self-hosted solutions with full data ownership
- You need highly customizable booking rules and workflows
- You value a direct relationship with your software provider over a self-service approach
In this case, you should consider Salon Booking System: a WordPress-native scheduling plugin that gives businesses complete control over their booking process, data, and customization options, backed by a team that treats customers as partners rather than ticket numbers.
I’ve included a detailed look at Salon Booking System later in this review as the top alternative for WordPress users. If you’re ready to explore a self-hosted booking solution, you can download the free version here or explore the pro plans.
Table of contents:
- What is Square Appointments?
- Square Appointments Pros & Cons
- Square Appointments Review: How it Works & Key Features
- Where Square Appointments Falls Short
- Top Square Appointments Alternative for WordPress: Salon Booking System
- Square Appointments or Salon Booking System: Comparison Summary
- Final Verdict
What is Square Appointments?
Square Appointments is a cloud-based scheduling and point-of-sale platform launched in 2014 by Square, Inc. (now Block, Inc.).
The company, originally founded by Jack Dorsey and Jim McKelvey in 2009 to simplify credit card payments for small businesses, expanded into appointment scheduling to provide service-based businesses with an integrated solution.
The platform combines online booking, calendar management, payment processing, and client management into a single system. Clients can book appointments 24/7 through a customizable booking website, while businesses manage everything from the Square Dashboard or mobile app.
Since launch, over 488 million appointments have been booked through the platform.
Square Appointments is designed to serve a range of service-based businesses, including hair salons, barbershops, spas, massage therapists, personal trainers, and wellness centers. Its core value proposition is integration: scheduling connects directly to Square’s payment processing, POS hardware, and other tools like Square Marketing and Square Payroll.
The platform offers tiered pricing with a free plan for individual users, a Plus plan at $49 per month per location, and a Premium plan at $149 per month per location. This structure makes it accessible for solo practitioners while offering advanced features for growing businesses with multiple staff and locations.
Square Appointments Pros & Cons
| Pros | Cons |
|---|---|
| ✅ Intuitive interface with minimal learning curve | ❌ Monthly per-location fees can accumulate for multi-site businesses |
| ✅ Integrated payment processing with Square | ❌ Limited customization compared to self-hosted solutions |
| ✅ Feature-rich free plan for individual users | ❌ Requires Square for payment processing |
| ✅ Part of a comprehensive business ecosystem | ❌ Google Calendar sync only on paid plans |
| ✅ Mobile app for iOS and Android | ❌ Data stored in Square’s cloud (no self-hosting option) |
| ✅ No-show protection features on paid plans | ❌ Advanced staff management requires higher-tier plans |
Square Appointments Review: How it Works & Key Features
Scheduling and Online Booking: Square Appointments provides 24/7 booking through multiple channels.
The platform offers a free, customizable online booking website where clients can view services, check availability, and book appointments at any time.
This booking site can be embedded into an existing website or shared directly via link. Businesses can also accept bookings through integrations with Instagram, Facebook, and Google Business Profile.
Source: Square
The calendar interface displays appointments in a clear, visual format that can be organized by staff members. The system prevents double bookings by automatically blocking off time when appointments are scheduled. Users on paid plans can sync their Square calendar with Google Calendar, allowing personal events to block appointment availability.
Square Appointments includes several booking management tools. Automated email and SMS reminders help reduce no-shows. The Square Assistant, an AI-powered messaging feature, can automatically respond to client messages to confirm, cancel, or reschedule appointments. Waitlist management is available on Plus and Premium plans, allowing clients to be notified when slots open up.
Clients can book multiple services as part of a single appointment, which is convenient for services that are often combined (like a haircut and color). On Plus and Premium plans, businesses can also enable multi-staff appointments, allowing different services within the same appointment to be assigned to different team members.
Source: Square
Point of Sale and Payments: Integrated payment processing is a core strength.
Square Appointments includes a full point-of-sale system, enabling businesses to accept payments during checkout or require payment at booking. The platform supports credit and debit cards, contactless payments (Apple Pay, Google Pay), Cash App Pay, and Afterpay for buy-now-pay-later options.
The Card on File feature allows businesses to securely store client payment information for faster checkout and to charge cancellation fees for no-shows. Businesses can require deposits or full prepayment at booking to secure appointments. Processing rates vary by plan: 2.6% + 15¢ for in-person transactions on the free plan, decreasing slightly on higher tiers.
Source: Square
Invoicing capabilities allow businesses to bill clients after services or send automated invoices. The system also supports gift card sales, both physical and digital, though loading fees apply on lower-tier plans.
Client Management: Building relationships through comprehensive profiles.
Square Appointments automatically creates client profiles in the Customer Directory when someone books an appointment or makes a payment. These profiles store contact information, appointment history, and payment details. Staff can add private notes to track preferences, formulas, or other relevant details.
Source: Square
The Client Portal gives customers a self-service option to view upcoming appointments, reschedule or cancel (if the business allows), and manage their saved payment methods.
Square Messages consolidates all client communication into a single inbox, including texts and emails, with the ability to send payment links or book appointments directly from conversations.
Staff Management: Tools for organizing teams and tracking performance.
Business owners can create individual profiles for each staff member, set their working hours, and assign them to specific services. Team permission sets control what each employee can access, from viewing only their own calendar to managing the entire business.
The platform tracks tips and can split them automatically for multi-staff appointments. Commission tracking is available for monitoring staff earnings on services and product sales. Time tracking features allow employees to clock in and out, with data that can integrate with Square Payroll.
For businesses with multiple locations, the Plus and Premium plans support multi-location management, allowing a unified view of bookings across all sites.
Where Square Appointments Falls Short
While Square Appointments delivers a polished, integrated experience, several limitations become apparent for certain types of businesses. These constraints reflect the platform’s deliberate optimization for simplicity and ecosystem integration over flexibility and independence.
Limited Customization Depth: Square Appointments operates within a defined structure that works well for straightforward booking scenarios.
However, businesses with highly complex scheduling requirements (such as intricate service dependencies or highly variable staff availability rules) may find the customization options insufficient.
While resource booking is available on the Premium plan, businesses needing more granular control over every booking parameter may prefer alternatives. The platform prioritizes ease of use over extensive configuration options.
Tied to the Square Ecosystem: Payment processing is exclusively through Square.
Businesses that prefer or need to use alternative payment providers, or those who want to avoid transaction fees altogether by handling payments separately, don’t have that option. This tight integration is convenient for some but restrictive for others.
Monthly Per-Location Costs: The pricing model charges monthly fees for each business location on paid plans.
A business with three locations on the Plus plan would pay $147 per month, plus processing fees on every transaction. For businesses committed to a long-term solution, recurring monthly fees can add up compared to annual licensing models.
Source: Square
Cloud-Only Architecture: All data resides on Square’s servers. While businesses can export appointment history via CSV, those that prioritize complete data ownership, need to comply with specific data residency requirements, or simply prefer the security of self-hosting don’t have that option with Square Appointments.
WordPress Integration Considerations: For the millions of small businesses that have built their online presence on WordPress, Square Appointments can be integrated via an embeddable booking widget.
However, this widget remains a Square-powered element rather than a native WordPress booking experience. Businesses seeking a booking system that lives entirely within their WordPress installation and database may prefer a WordPress-native plugin.
Source: Square
Self-Service Support Model: As a platform serving millions of businesses, Square necessarily relies on documentation, community forums, and tiered support. For businesses that value a direct line to the developers behind their software, or who may need custom features developed for their specific workflow, Square’s scale makes that level of personalized attention impractical.
These limitations aren’t oversights; they’re the natural result of building a streamlined, cloud-based platform designed for broad accessibility. But they create clear opportunities for alternatives built around different priorities.
Top Square Appointments Alternative for WordPress Users: Salon Booking System
Comparing booking plugins is inherently complex because even platforms serving similar markets develop different features based on their customer bases’ specific needs.
Salon Booking System takes a fundamentally different approach to appointment scheduling, one that prioritizes flexibility, data ownership, and an unusually close relationship between the development team and their customers.
Launched in 2015 by Dimitri Grassi and Luigi La Porta, Salon Booking System is a WordPress plugin that installs directly on a business’s existing website, providing native integration rather than a separate booking platform. With over a decade on the market and thousands of active installations, the plugin has evolved through continuous feedback from real salon, spa, and wellness center owners.
WordPress-Native Integration: A booking system that lives inside your website.
Salon Booking System operates as a true WordPress plugin, meaning the booking experience is part of your website rather than a redirect to an external service. The booking form, client accounts, and all management tools exist within the WordPress dashboard that business owners already know.
The plugin provides shortcodes for embedding various elements throughout a site. The main booking form can be placed on any page, while additional shortcodes display service lists, staff calendars, and customer account areas.
This approach allows businesses to create a cohesive experience where booking feels like a natural part of their website rather than an add-on.
For businesses that have invested in building their WordPress site’s design and functionality, this integration preserves that investment. The booking form inherits the site’s styling and can be further customized to match specific branding requirements.
A Partnership Approach: More than just a plugin provider.
What sets Salon Booking System apart from larger competitors isn’t just features, it’s their approach to customer relationships. As a smaller, established player in the market, they’ve built their business around treating customers as partners rather than ticket numbers.
This shows up in several concrete ways.
Many customers have been using the platform for five to seven years or longer, a testament to both the plugin’s reliability and the ongoing relationship. The development team is directly accessible, and support requests go to people who actually know the codebase and can solve problems quickly.
Most notably, Salon Booking System offers custom development services that are accessible even to smaller businesses making a few hundred reservations per month.
If a standard feature doesn’t quite fit your workflow, you can request modifications or entirely new functionality tailored to your salon’s specific needs. Features developed for individual customers frequently become part of the core plugin when they’d benefit the broader user base, a direct pipeline from customer needs to product improvement.
Source: Salon Booking System
This partnership model is something that larger platforms with tens of thousands of users simply cannot replicate. At scale, support becomes product-focused by necessity. With Salon Booking System, customers report being able to influence the product roadmap based on their actual business requirements.
Advanced Scheduling and Availability Rules: Granular control over every booking parameter.
Where Square Appointments offers streamlined scheduling options, Salon Booking System provides extensive configuration capabilities.
The plugin supports multiple availability rules that can be layered: general business hours, then individual staff schedules, then service-specific availability, and finally resource-based constraints.
Resource-based booking allows businesses to assign rooms, equipment, or stations to services. A spa with three massage rooms can ensure that bookings are only accepted when both a therapist and a room are available. The system checks resource availability first, then service availability, then staff availability.
Source: Salon Booking System
The plugin also allows customers to book multiple services and multiple assistants within a single booking session, useful for clients who want a haircut from one stylist followed by coloring from a color specialist, all scheduled in one seamless appointment. This flexibility extends to the booking form itself, where businesses can customize the step order to match their preferred workflow.
Holiday rules can block out dates for the entire business or for specific staff members. Booking offset settings automatically add buffer time between appointments for preparation or cleanup. The booking timing range controls how far in advance clients can book and how close to the appointment time same-day bookings are accepted.
Multiple booking algorithms are available: Basic mode uses fixed time slots, Advanced mode calculates availability based on service duration, and High End mode handles complex scenarios where multiple staff members may be involved in a single appointment.
Mobile Web App for Staff: Manage appointments on the go.
Staff members have access to a mobile web app that allows them to manage their schedules and reservations from any device.
Accessible via a dedicated URL on your website, the app lets team members view their calendar, check upcoming appointments, and stay organized without needing to be at a desktop computer.
Business owners can configure access levels so that staff members see only their own reservations or have broader visibility depending on their role. This keeps everyone informed and able to respond to schedule changes in real time.
Source: Salon Booking System
Flexible Payment Options: Choose your payment processor.
Salon Booking System integrates with Stripe and PayPal by default, but unlike Square Appointments, it doesn’t lock businesses into a single payment provider. The WooCommerce Checkout add-on opens up access to any payment gateway that works with WooCommerce, numbering over 100 options.
Businesses can require full payment, percentage-based deposits, or fixed deposit amounts at booking. A “pay later” option allows clients to pay at the time of service for businesses that prefer that approach. The system supports automatic cancellation of unpaid bookings after a specified period.
Service packages allow businesses to sell bundles of services at a discount. Clients purchase packages and then use credits to book included services over time. The discount system supports both coupon codes and automatic discounts triggered by conditions like customer loyalty or booking during off-peak times.
Customization and Development Capabilities: Build exactly what your business needs.
Salon Booking System provides a REST API that allows developers to integrate the booking system with external applications. This enables custom mobile apps, integrations with other business software, or specialized booking interfaces for unique use cases.
The plugin ecosystem includes over 40 official add-ons. Multi-Shops manages multiple locations from a single WordPress installation. The Communicator add-on provides AI-powered email marketing with customer segmentation. SOAP Notes allows wellness practitioners to track client progress. Additional payment gateways, SMS providers, and specialized features are available as needed.
Source: Salon Booking System
Booking data is stored in your WordPress database, meaning businesses maintain ownership of their data. This data can be backed up, exported, or migrated along with the rest of the WordPress site.
Transparent Annual Licensing
The Salon Booking System’s pricing model differs significantly from Square Appointments’ monthly per-location structure.
A free version is available on wordpress.org with core features. Paid plans use annual licensing: Basic at €89 per year for one website, Business at €139 per year for two websites with 40+ add-ons included, Agency at €299 per year for ten websites, and Unlimited at €499 per year for unlimited websites.
All paid plans include a 2-week free trial, and the Business plan covers multiple locations without additional per-location charges.
This annual licensing approach appeals to businesses looking for predictable costs and a long-term investment in their booking infrastructure. Rather than accumulating monthly fees, businesses make a single annual commitment; an approach that aligns with Salon Booking System’s focus on building lasting customer relationships.
Source: Salon Booking System
Square Appointments or Salon Booking System: Comparison Summary
| Aspect | Square Appointments | Salon Booking System |
|---|---|---|
| Platform Type | Cloud-based SaaS | Self-hosted WordPress plugin |
| Pricing Model | Monthly per location ($0-$149) | Annual license (€39-€139) |
| Free Option | Yes, one location | Yes, on wordpress.org |
| Free Trial | N/A (free plan available) | 2-week trial on paid plans |
| Payment Processing | Square only | Stripe, PayPal, WooCommerce, 100+ gateways |
| Data Ownership | Stored on Square servers | Stored in your WordPress database |
| Multi-Service Booking | Yes (multi-staff on paid plans) | Yes, including multiple assistants per booking |
| Customization | ⭐⭐⭐
Streamlined options |
⭐⭐⭐⭐⭐
Extensive configuration |
| Ease of Setup | ⭐⭐⭐⭐⭐
Very quick |
⭐⭐⭐
Requires WordPress knowledge |
| Mobile App for Staff | iOS and Android apps | Mobile web app |
| Custom Development | Not available | Available, even for small businesses |
| API Access | Bookings API | Full REST API |
| Multi-Location | Paid plans (per-location fees) | Business plan and above (no per-location fees) |
| Resource Booking | Premium plan only | Pro plans |
| Support Model | Self-service, documentation-based | Direct access to development team |
| Best For | Businesses wanting simplicity and ecosystem integration | WordPress users wanting control, customization, and partnership |
Final Verdict
The choice between Square Appointments and Salon Booking System comes down to what you value most in a booking platform, and what kind of relationship you want with your software provider.
Choose Square Appointments if you want a polished, ready-to-use solution that handles scheduling and payments with minimal setup.
It’s particularly well-suited for businesses that appreciate having everything in one ecosystem, from booking to payroll, with streamlined integrations. Solo practitioners can start with the free plan, and growing businesses benefit from the consistent experience across the Square product family.
If you prioritize convenience, prefer cloud-based software, and are comfortable with a self-service support model, Square Appointments delivers a reliable experience backed by a major technology company.
Get started with Square Appointments here.
Choose Salon Booking System if you’ve built your business presence on WordPress and want your booking system to be a seamless part of that investment.
It’s particularly well-suited for small to medium businesses with one to ten employees, salons, barbershops, spas, wellness centers, and therapy practices, that value a direct relationship with their software provider. The plugin offers granular control over scheduling rules, full data ownership, and the flexibility to choose your preferred payment processor.
What makes Salon Booking System distinctive isn’t just features, it’s the partnership approach.
With a decade of development shaped by real customer feedback, custom development services accessible to businesses of any size, and a support model where you’re talking to people who know the code, it represents a fundamentally different philosophy from platforms built for scale.
For businesses that want to invest in a long-term solution and have a voice in how that solution evolves, Salon Booking System offers something that larger platforms cannot.
Get started with Salon Booking System here.
Both platforms serve service-based businesses effectively. The question is whether you prefer the convenience of an integrated cloud ecosystem or the control, customization, and collaborative relationship that comes with a self-hosted WordPress solution built by a team that treats customers as partners.
