Manage your bookings seamlessly in the cloud!
OctopusPro empowers you to manage your bookings and appointments efficiently in a way that suits your business, customers and staff.
How does it work?
With Octopuspro, you can capture enquiries online and follow them up directly until they are converted into bookings. Your bookings can be also seamlessly captured online, either as new booking requests or as instant bookings, with or without a payment.
Your team can efficiently look up resource availability and assist customers by phone, and your mobile workforce and service providers can choose to accept or reject new booking requests from their smart phones or tablets, using your App.
- Online Booking Portal: Allow customers to book services conveniently through a user-friendly online portal.
- Appointment Scheduling: Efficiently manage and schedule appointments for field workers.
- Service Dispatching: Assign and dispatch the right technician based on their availability, skills, and location.
- Real-time Tracking: Track the location and status of field workers in real-time to provide accurate updates to customers.
- Seamless Booking Management: Handle bookings, requests, and cancellations efficiently.
- Online Booking & Payments: Accept online bookings and securely process payments.
- Booking System Branding: Customize the appearance and branding of the booking system, providing a consistent user experience across all customer touchpoints.
- Calendar Integration: Sync booking and scheduling data with popular calendar platforms like Google Calendar for seamless coordination.
- Calendar & Invoice Management: Organize calendars, invoices, and related documentation.
- Create more revenue with booking extras
- Automated Customer Communications: Streamline communication with clients via automated emails and SMS.
- Adaptive and Seasonal Intelligent Pricing & Specials
- Customized & Automated Emails: Create and send personalized emails based on triggers or events.
- Multi-Location Support: Manage bookings for multiple business locations or service areas.
- Capture Customer Details & Payments: Track client information and payments within the system.
- Professional Emails & SMS: Send branded communications to clients and fieldworkers.
- Fieldworker Check-in & Check-out: Manage attendance and monitor working hours.
- Link terms and conditions, product documents, booking related attachments
- Reporting & Conversion Tracking: Analyze booking data and track conversion rates. Access detailed reports and analytics to gain insights into key performance indicators, service efficiency, and customer satisfaction.
- Bulk Booking Management: Manage bulk bookings efficiently, streamlining the scheduling process for large groups or events.
- Accounting Sync: Sync with Xero and QuickBooks for integrated accounting
- Offline access through the app for your mobile workforce
- Team Collaboration: Enable collaboration and communication among team members, allowing them to share information, notes, and updates regarding appointments.
- Multilingual Support: Provide support for multiple languages to cater to a diverse customer base and improve accessibility.
- Booking History: Maintain a comprehensive record of past bookings for each client.
Staff and Customer Communication and Management
Access anywhere and anytime
Access and manage your booking system online with no need to ever update your software, and provide mobile access to staff and customers to assist them while on the road. OctopusPro app works even in offline mode so your field workers are ensured access to the vital information needed for their jobs even where there is no internet.
Real-Time availability
Display fieldworker availability in real-time and easily manage the availability of your mobile workforce using integrated live calendars that can sync directly with external calendars like Google Calendar.
Booking Status Tracking
Track the status of each booking, including confirmed, pending, completed, and canceled appointments.
Recurring Bookings
Set up repeat appointments and offer additional services to increase revenue.
Group Bookings
Allow customers to book appointments for multiple individuals or a group at once, streamlining the scheduling process for group services or events.
Go mobile
Your customers and mobile workforce can make and manage bookings online directly without having to contact your office, using your app or customised website.
Work on any device
OctopusPro runs on any device, wether it’s your desktop PC or Mac, laptop, tablet or smartphone, or any device that has internet and a browser. Octopus App is compatible with both iPhone & Android devices.
Be safe in the cloud
OctopusPro works from the cloud, meaning you’ll never need to worry about software updates or data hosting. Your data is hosted securely and encrypted with the same technology used by big banks.
- Win bookings 24/7 with real time availability
- Centralise information for staff efficiency
- Access your system anywhere with internet and a browser
- Increased productivity and reliability in areas with poor or unstable internet connectivity through offline access for site workers through app
- Manage thousands of bookings effortlessly
- Report to contractors, staff and site workers
- Capture data for business analytics, operational optimisation and marketing
- Automatically calculate the right price for bookings
- Maximise your bookings and meet your workers and customers desired availability
- Save time with easy updates for forward seasons each year
OctopusPro mobile workforce booking management system is an integrated online solution for service based businesses of all sizes, with connectivity and integration with leading CRMs and accounting systems.
OctopusPro is designed as the ideal management tool for all mobile or field services, from cleaning, to gardening, mowing, locksmiths, pool care, plumbing, antennas, dog washing, baby sitting, car detailing, removals, skip bins, private tutoring, security, painting, tiling, heating & cooling, solar system installations, pest control, or whatever it may be that your business offers as a service to it’s clients. OctopusPro is also ideal for real estate agents & builders to manage contractors that work on properties they manage.
Scalability and Growth
Increased Efficiency
Manage more bookings per staff member & increase your online bookings, revenue and profit. OctopusPro streamlines the entire process, saving time and reducing administrative tasks.
Profitability
Enjoy the benefits of happier customers & happier staff when you transform your business with OctopusPro.
Stay in Control
Advanced features to help you keep in control of your mobile workforce, their bookings, invoices, payments and accounts.
Increase Conversion
Better management of leads means increased conversion rates, which translates to more sales for your business.
Improve Retention
Cutting edge CRM tools and features to help your business retain customers, which is vital for business success.
Revolutionize your mobile service business with cutting edge software!
Scheduling & Booking Control
- Flexible booking time slots – Customize the duration and intervals of available time slots to match your service types and operations.
- Custom booking rules – Set tailored rules for specific services or fieldworkers, such as lead times, maximum bookings per day, or special conditions.
- Booking conflict resolution – Automatically detect and resolve double-bookings or schedule conflicts before they become a problem.
- Reservation hold – Offer temporary reservation holds for clients who need extra time to confirm their booking, without losing the slot.
- Integrated waitlist and cancellation management – Manage waitlists and cancellations from one place to keep your schedule full and organized.
- Status color-coding – Use color-coded appointments based on booking status (pending, confirmed, completed, cancelled, etc.) for instant visual clarity.
- Booking labels – Organize bookings using custom labels and categories for quick filtering and reporting.
- Fieldworker calendar sync – Sync fieldworker calendars with the booking system to show real-time availability and avoid clashes.
- Automatic time zone conversion – Automatically convert booking times to the client’s local time zone to prevent confusion and missed appointments.
Client Experience & Data Capture
- Custom booking forms – Build custom booking forms to capture all essential information from clients at the time of booking.
- Pre-booking consultations – Offer optional pre-booking consultations to assess client needs and provide personalized recommendations.
- Client account management – Allow clients to create and manage their own accounts, view bookings, update details, and rebook with ease.
- Client consent forms – Incorporate digital consent forms into the booking process so clients can review and agree to required terms before confirming.
- Customizable booking terms and conditions – Create and maintain your own booking terms and conditions so clients clearly understand your policies.
- Customizable booking cancellation reasons – Define the reasons clients can select when canceling appointments, giving you insights to improve services and reduce cancellations.
- Service description templates – Use customizable templates to create clear, detailed, and consistent service descriptions across your catalog.
Automation, Communication & Follow-Up
- Automated booking confirmations – Send instant booking confirmations as soon as an appointment is scheduled.
- Customizable booking confirmation emails – Design branded confirmation emails that include all essential appointment details and a personalized touch.
- Customizable booking reminders – Set up automated reminders with customizable timing and messaging to reduce no-shows.
- Automated waitlist notifications – Automatically notify clients on the waitlist when a suitable time slot becomes available.
- In-app messaging – Enable secure in-app messaging between clients, fieldworkers, and office staff for faster communication and collaboration.
- Customizable email templates – Create and reuse email templates for different scenarios (confirmations, reminders, follow-ups, promotions, etc.) to ensure consistency.
- Automated booking follow-ups – Send automated follow-up messages after appointments to request feedback, encourage rebooking, or promote additional services.
Business Policies, Payments & Promotions
- Cancellation policy enforcement – Set and enforce cancellation policies, including fees for late cancellations or no-shows, to protect your revenue.
- Promo codes and coupons – Offer promotional codes or coupons for discounted services to support campaigns and loyalty programs.
- Referral tracking – Track referrals from clients or partners, reward successful referrals, and encourage word-of-mouth marketing.
Operations, Team Management & Performance
- Resource management – Assign and manage resources (rooms, equipment, vehicles, tools, etc.) required for each service or appointment.
- Task management and delegation – Assign tasks to fieldworkers or team members and monitor their completion as part of the booking workflow.
- Fieldworker performance incentives – Configure performance incentives to reward high-performing fieldworkers and encourage productivity.
- Integrated project management – Integrate project management tools to manage and track larger, service-related projects linked to your bookings.
CRM, Insights & Reporting
- Integrated CRM – Connect with Customer Relationship Management (CRM) systems to centralize client data, streamline interactions, and enable targeted marketing.
- Booking analytics – Analyze booking trends, popular services, peak times, and other key metrics to inform smarter business decisions.
Documents, Branding & White-Labeling
- Attachments & document management – Link related documents and attachments (quotes, reports, photos, forms, etc.) directly to client or booking records.
- White-labeled solution – White-label the platform with your own branding—logo, colors, and domain—to deliver a seamless, consistent experience for your clients.
