Studio locations
Holds each studio as its own location with its own availability.
Case Study
We built a scheduling platform for a photography business with studios in several cities, bringing every studio's availability into one place so customers can book online without the risk of double booking.
Built for a photography business running studios in several different cities.
Photography and creative services. Client and project names are kept confidential.
- Industry
- Photography and creative services
- Project type
- Scheduling and online booking platform
- Used by
- Customer, Studio admin
- Technology
- Kept private at the client's request
Overview
One booking platform for every studio location
From scattered calendars to one schedule
Separate studio calendarsBookings by phone and messageManual booking lists
Central booking platform
Our client runs photography studios in more than one city. Each studio has its own sessions and hours, and customers needed a simple way to find a time that actually works at the studio they want.
We designed and built a multi-location studio booking platform that holds availability for every studio centrally. Customers book online, the business sees every booking in one admin view, and the system stops two sessions from landing in the same slot.
The problem
Booking across cities was hard to keep straight
With studios in different cities, availability lived in different places. Checking whether a slot was free meant asking around or cross-checking lists, and the same time could be promised twice.
Double booking is more than an awkward phone call. A customer turns up to a studio that is already in use, a session has to be moved, and trust in the business takes a knock.
Risk of the same slot being booked twice
Availability split across several locations
Time lost confirming whether a slot was free
Customers unable to book without contacting staff
Booking details kept in different places
No single view of the schedule across studios
What needed to change
What had to change in the booking process
Before building, we worked through how studios, time slots and bookings relate to each other, so the platform would reflect the way the business really schedules sessions.
Questions we worked through
- How should availability be modelled when each studio location runs its own schedule?
- What is the safest point to check for conflicts so a slot can never be taken twice?
- Which booking details does the business need from a customer at the moment of booking?
- Should buffer time between sessions or blocked time become part of the slot rules?
- How should the admin view filter bookings by location and date?
- Would confirmations and reminders by email or text reduce follow-up work later?
The solution
Centralised availability with conflict prevention built in
The platform treats every studio location as part of one schedule. Time slots are managed centrally, each booking is recorded against a studio and slot, and availability updates as soon as a slot is taken, so the next customer only sees times that are genuinely open.
Customer booking page
Studio locations
Time-slot management
Conflict prevention
Admin scheduling view
Reliable, conflict-free bookings
Availability and time slots
Defines which slots are open at each studio and tracks them as bookings come in.
Online booking
Lets customers choose a studio, pick an open slot and book without contacting staff.
Conflict prevention
Checks every booking against existing ones so a slot cannot be booked twice.
Booking records
Stores each booking with the customer's details, studio and time.
Admin scheduling view
Gives the business one view of bookings and availability across all studios.
Conflict prevention
How every booking stays conflict-free.
Availability is checked against one central schedule before a slot can be taken.
- Choose a studioThe customer picks a location and session.
- See open slotsOnly genuinely available times are shown.
- Conflict checkThe slot is checked against the central schedule.
- Booking confirmedThe customer receives confirmation.
- Admin viewStaff see bookings across every studio.
How the workflow works
How a booking moves through the platform
The flow is short for customers and predictable for the business. Each step depends on live availability rather than someone checking a calendar by hand.
- 01
Choose a studio
The customer selects the studio location they want to visit.
- 02
See open slots
The platform shows only the time slots still available at that studio.
- 03
Enter details
The customer adds the booking information the studio needs.
- 04
Conflict check
The system confirms the slot is still free before saving the booking.
- 05
Booking recorded
The booking is stored and the slot is marked as taken.
- 06
Admin review
Staff see the new booking in the central scheduling view alongside every other studio.
Who uses it
Built around customers and studio staff
Two groups use the platform, and each sees what they need for their part of the booking.
Customer
Chooses a location and session, sees the slots that are open, books online and receives confirmation of the booking.
Studio admin
Views every location in one place, manages availability, reviews bookings and resolves any scheduling conflicts.
Key features
Core features of the studio booking platform
Multiple studio locations
Each studio in each city is set up as its own bookable location.
Studio availability
Every studio's open and taken time is held in one central schedule.
Online booking
Customers book a session themselves at any time, without calling.
Time-slot management
Slots are defined and managed centrally for each location.
Conflict prevention
Bookings are checked against existing ones so a slot is never taken twice.
Availability tracking
Availability updates as soon as a booking is made.
Customer booking information
Each booking captures the customer details the studio needs.
Admin scheduling view
Staff see bookings across every studio from a single screen.
Business value
What changed for the business
Scheduling moved from a set of separate calendars into one system that the whole business works from.
Before
- Availability spread across locations
- Real risk of double booking
- Bookings arranged through staff
- Booking details kept in different places
- No single view of all studios
After
- One central schedule for every studio
- Conflicts blocked at the point of booking
- Customers book online themselves
- Every booking recorded in one system
- One admin view across locations
The outcome
A predictable booking workflow across every studio
The business now runs scheduling for all its studios from one platform. Customers find open times quickly, and staff no longer need to cross-check calendars to keep sessions from clashing.
- Customers see only the slots that are genuinely available
- Double booking is prevented by the system rather than by memory
- Staff have a single view of bookings across every city
- Fewer booking enquiries need handling by hand
- Booking records are consistent and easy to find
Services in this project
The services behind this system.
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