The problem
A full set of acrylics takes 2 hours, and when a client doesn't show the tech sits idle. If a 5-tech nail bar has 12 no-shows or last-minute cancellations a month at £35, that's £420 of lost appointments.
What the AI does
Square Appointments' pricing page lists a cancellation policy and fees on Plus (£29 a month per location), and automatic text and email reminders on every plan. Write a clear policy: how much notice a client needs to give, and the fee if they don't. It must be in front of the client before they confirm the booking, and in your confirmation. Square describes the mechanism: the client gives card details when booking, and for a no-show or late cancellation you charge the fee to the card on file. That is a Plus or Premium feature. Set the policy up, then make a test booking to see exactly what a client sees. Fees should be reasonable and applied fairly, with room for genuine emergencies.
A worked example
A five-tech nail bar in Preston, open seven days, has about 12 no-shows or last-minute cancellations a month on gel and acrylic sets averaging £35.
Before
12 lost appointments a month x £35 = £420
After
If the policy and reminders halve it: 6 fewer x £35 = £210 kept
What it's worth
About £210 a month, if the policy and reminders cut the 12 losses to 6 (an assumption, not a promise); 6 x £35. Cost is Plus at £29 a month for one location, so the net is about £181. Card processing fees apply on payments (Square lists 1.4% + 25p for UK cards online).
How to set it up
- Upgrade to Square Appointments Plus for your single location.
- Decide your notice period and fee in plain words, and check the settings for how the fee is charged to the card on file.
- Add the policy to your booking page and confirmation message so clients see it before they confirm.
- Switch on automatic reminders and check the timing in the settings.
- Make a test booking yourself and read every screen and message.
What goes wrong
- Fees and deposits must be clear before the client books. A fee the client never saw is hard to enforce.
- Plus is £29 a month per location; a second site means a second subscription.
- Waive the fee for genuine emergencies and illness; strict enforcement can cost you regulars.
- Square says the client gives card details at booking and the fee is charged to the card on file, on Plus and Premium only. Check the settings and test it before you rely on it.