Top · Comparison
The best appointment software in 2026
Comparative analysis of the 7 most-used tools in Spain: WhatsApp bot, commissions, language, integrations and which business each one fits.
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There are dozens of appointment software products on the market, but in practice businesses in Spain rotate between six or seven recurring names. The choice depends less on "which is best" in the abstract and more on which fits your industry, your volume and your client channel: if your clients message you on WhatsApp, you do not need the same product as a coach selling video calls in the US.
Below are the seven options we see compared most often, ordered by fit for a Spanish business that combines in-person reception with asynchronous bookings. Each entry covers what it does well, what it does not, and which type of business it suits. No invented "star" rankings: only public product facts and our editorial judgement.
If your industry is beauty or health and most of your clients prefer WhatsApp over calling, Marai is in first place because it is the only one on the list with a conversational AI bot in Spanish integrated from origin. If you sell international online coaching appointments, Calendly probably fits you better. Read the entries and decide on your own criteria.
Top 7 · ranking
- 1
Marai
Spain · AI WhatsApp botSpanish appointment software with a WhatsApp Business bot that understands natural language ("move my Thursday cut"), automatic reminders, Stripe payments and a booking portal. 0 % per-booking commission, free plan forever for 1 professional, data hosted in the European Union with native GDPR. Strong fit for hair salons, barbershops, beauty centres, dental clinics and physiotherapy. Limitation: focused on the Spanish-speaking European market, no US integrations like HubSpot yet.
- 2
Calendly
US · Online B2BDe-facto standard for online B2B appointments in the US and sales meetings. Excellent integration with Google Calendar, Zoom, Slack, HubSpot and productivity tools. Generous free plan for 1 calendar and 1 appointment type. Limitation: no WhatsApp bot, SMS reminders only on higher plans, poor fit for in-person Spanish businesses that charge deposits and run multi-professional schedules with chained services.
- 3
Fresha
Beauty marketplaceFree management software with an integrated beauty marketplace. Charges a commission when a new client arrives via the marketplace and, optionally, on payments processed through their gateway. Good feature catalogue (POS, products, team) with no monthly cost. Limitation: if your clients already know you, you are paying commissions you would not pay elsewhere; client data lives in their ecosystem and migrating out has friction.
- 4
Setmore
Generic · Free planAppointment software with a free forever plan for up to 4 users, email reminders and online bookings. Stripe and Square integrations for payments. Simple interface in Spanish. Limitation: the WhatsApp bot is not conversational AI native, SMS reminders are on higher plans, and vertical fit (hair salons or clinics with chained services, breaks, professionals with different hours) is basic compared with specialised products.
- 5
SimplyBook.me
Modular · 50+ featuresModular product with a wide catalogue: the base plan is accessible and you pay individual modules (membership, products, forms, marketing). Works in many industries and has a free plan. Limitation: the modularity can confuse at first (you end up paying for 6 add-ons), the interface is dense and Spanish support is more limited than with local products.
- 6
Treatwell
UK/EU marketplace · BeautyLeading beauty marketplace in the UK with presence in Spain, Italy and France. Provides visibility and new-client acquisition in exchange for a per-booking commission (typically €2.50 + VAT on new bookings). The management software is included. Limitation: dependence on the marketplace, accumulating commissions, and a strong focus on beauty that excludes other verticals.
- 7
Booksy
Marketplace · Beauty/barbershopsVery popular platform with barbers, hair salons and beauty centres in the US and Europe. Combines client app, marketplace and business tools. Flat monthly fee + optional paid promotions inside the marketplace. Limitation: the client app is central — if your client will not install it, part of the value is lost; pricing is not always transparent until you talk to sales.
How we compared
Three axes: vertical fit (is it designed for your industry or generic?), commission model (do they charge per booking or only a flat fee?) and the client’s preferred channel (WhatsApp, web, marketplace?). We verified public prices on official websites in May 2026; they may change. The aim is to give you a quick picture so you can discard 4 of 7 before testing.
Which tool to pick given your situation
If you run a hair salon, barbershop, beauty centre or clinic with clients booking via WhatsApp in Spain, Marai is the cleanest bet: AI bot in Spanish, 0 % commission, free plan forever, and EU-hosted data. If you live off international online appointments (coaching, remote advice), Calendly has more integrations and plugs better into an English-language stack. If you want a beauty marketplace with its own traffic, Fresha or Treatwell give visibility but charge per booking. For personal trainers and small studios with zero budget, Setmore or SimplyBook have decent free plans.
What we do NOT recommend: choosing on price alone without testing the booking flow with a real client. The difference between a good and a bad product shows when your client tries to book at 10 p.m. on a phone with weak Wi-Fi.
Marai is appointment-management software with an AI WhatsApp bot, automated reminders and Stripe payments. Built for Spain and the EU, with native GDPR compliance and 0 % booking commissions.
Frequently asked questions
The most important answers before you pick an appointment software.
Which is the best appointment software for a hair salon in Spain?
For a hair salon with clients writing on WhatsApp and a high in-person volume, Marai covers the full case (AI bot, reminders, multi-stylist schedule, no per-booking commission). If you want marketplace-driven acquisition, Treatwell or Fresha bring traffic in exchange for commission.
Is any of them free forever?
Yes. Marai has a free plan forever with 1 professional and a basic AI WhatsApp bot. Setmore also offers a free plan for up to 4 users. Fresha is "free" on management but monetises through marketplace and payment processor commissions.
Which one has an AI WhatsApp bot?
Among the big names in Spain, Marai is the only one with a conversational AI bot in Spanish integrated from origin. Others offer WhatsApp Business templates or third-party integrations, but not a bot that understands natural language and checks the schedule in real time.
Is a marketplace or a direct software better?
It depends. Marketplace = more acquisition + per-booking commission. Direct software = no commission + less initial visibility. If you already have a client base, the direct software costs less and keeps brand control. If you are starting and need traffic, the marketplace accelerates but locks you in.
Keep exploring
Dive deeper into features, sectors and head-to-head comparisons that matter to you.
The most common questions
The questions we get every week — answered straight, no fluff.
Do I need a credit card to start?
No. The free plan is permanent and never asks for a card. You can be live in under 5 minutes with just your email and a mobile number.
How long does setup take?
Around 5 minutes. Import your services, connect your WhatsApp Business number and publish your booking portal. No installs, no training required.
Will I lose my data when migrating?
No. We offer a guided migration from Fresha, Booksy, Calendly and spreadsheets. Clients, services and appointment history all carry over.
Is it hard for my team to use?
No. Marai is designed for non-technical staff: a clear interface, human support and onboarding included. Your team gets it on day one.
Is it GDPR compliant?
Yes. EU-hosted servers, AES-256 encryption at rest, processing records ready for the data protection authority, and digital consent for your clients.
Can I cancel anytime?
Yes. No lock-in, no penalty. One click to cancel and you can export all your data as CSV at any time.
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