Managing appointments can feel overwhelming when you’re running a beauty or wellness business. Between answering phone calls, serving clients, and handling walk-ins, keeping track of bookings manually becomes nearly impossible. That’s where the Fresha booking system comes in—a completely free solution that helps salon owners, spa therapists, barbers, and wellness professionals organize their schedules without the headache.

This comprehensive guide walks you through everything you need to know about setting up and using Fresha, even if you’ve never used online booking software before. We’ve broken down the entire process into simple, manageable steps that anyone can follow. You don’t need to be tech-savvy or have previous experience with booking platforms. If you can send an email, you can master Fresha.

What makes the Fresha booking system special is that it’s actually free forever. There are no hidden monthly fees, no surprise charges, and no limits on how many appointments you can take. You get unlimited bookings, client profiles, team member accounts, and automatic reminders without paying a single penny. For small business owners watching every expense, this is a game-changer.

Throughout this guide, you’ll discover how to create your account in minutes, set up your services with proper pricing and timing, customize your booking page to match your brand, and share your link so clients can book appointments 24/7. We’ll show you how to manage your calendar efficiently, handle multiple staff members if you have a team, and avoid the common mistakes that trip up beginners.

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Before You Start

✓ Valid Email Address
✓ Business Information Ready
✓ Service List
✓ Internet Connection
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Video Tutorial

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Step-by-Step Instructions

Create Your Fresha Account

Go to Fresha.com and click the “For Business” button at the top right. Click “Sign Up Free” and enter your email address, create a strong password, and add your full name. Check your email inbox for a verification link from Fresha and click it to confirm your account. This activates your free account with no credit card required.

Create Your Fresha Account
💡 Note: Use a business email if you have one. This looks more professional when clients receive booking confirmations.

Enter Your Business Details

After verification, Fresha will ask you to set up your business profile. Enter your business name exactly as you want clients to see it. Add your complete business address including street, city, and postal code. Enter your phone number with country code. Select your business category from the dropdown menu (hair salon, spa, barbershop, nail salon, etc.). Choose your business size and how many staff members work there.

Enter Your Business Details
💡 Note: Fill in accurate information because this appears on your public booking page and helps clients find you on maps.

Set Up Your Working Hours

For each day of the week, toggle on the days you’re open for business.

Set Up Your Working Hours
💡 Note: Be realistic about your hours. You can always adjust them later, but starting with accurate times prevents double bookings.

Add Your Services and Prices

Go to “Setup” in the main menu and click “Services.” Click the “+ Add Service” button. Enter the service name (like “Men’s Haircut” or “Deep Tissue Massage”). Set the duration in minutes using the dropdown menu. Enter the price in your local currency. Add a short description of what the service includes. Choose a category for the service (haircare, skincare, nails, etc.). Mark if the service can be booked online. Click “Save” and repeat for all your services.

Add Your Services and Prices
💡 Note: Start with your most popular services first. You can always add more later. Clear service names help clients book the right treatment.

Create Staff Profiles

Click “Setup” then select “Team Members.” Click “+ Add Team Member” button. Enter the staff member’s name and email address (they’ll receive an invitation). Assign which services this person can perform by checking the boxes next to service names. Set their working days and hours using the calendar tool. Choose their role (owner, manager, or staff). Upload a profile photo if available. Click “Save” to add them to your team.

Create Staff Profiles
💡 Note: If you work alone, add yourself as the only team member. Clients like seeing who will serve them, so add a friendly photo.

Customize Your Booking Page

Navigate to “Setup” and click “Online Booking.” Toggle on “Accept online bookings” to activate your booking page. Upload a cover photo or logo for your business (recommended size: 1200×400 pixels). Write a welcome message that appears when clients visit your page. Choose your booking page color theme. Add photos of your work or salon space to the gallery. Set booking rules like minimum advance notice (2 hours, 1 day, etc.) and maximum advance booking time. Click “Save Changes.

Customize Your Booking Page
💡 Note: Your booking page URL will be fresha.com/yourbusinessname. Test it yourself by making a fake booking to see how clients experience it.

Set Up Notifications

Go to “Settings” and select “Notifications.” Toggle on email notifications for new bookings, cancellations, and reminders. Enable SMS notifications if you want text alerts (may require phone verification). Choose how far in advance you want reminder notifications (1 hour, 1 day before appointments). Set up client notification preferences – automatic booking confirmations and appointment reminders. Enable calendar sync if you use Google Calendar or Outlook. Click “Save Notification Settings.

Set Up Notifications
💡 Note: Turn on all notifications at first. You can always reduce them later if you get too many alerts.

Create Your First Booking

Click on “Calendar” to open your appointment view. Click on any time slot on the calendar. Select the client’s name (or click “+ New Client” to add their details: name, phone, email). Choose the service from your service list. Pick which team member will perform the service. Confirm the date and time. Add any notes about the appointment (first-time client, special requests, etc.). Click “Book Appointment” to confirm. The client will automatically receive a confirmation email or SMS.

Create Your First Booking
💡 Note: You can create bookings for walk-in clients or phone bookings. Fresha tracks everything in one place.

Share Your Booking Link

Go to “Marketing” and select “Share Booking Link.” Copy your unique booking link (it looks like: fresha.com/yourbusiness). Share this link on your Facebook, Instagram, and other social media profiles. Add it to your website if you have one using the “Copy Code” button for embedded booking. Send it directly to clients via WhatsApp, SMS, or email. Add the link to your email signature. Print QR codes (available in the Marketing section) for your physical location.

Share Your Booking Link
💡 Note: The easier you make it for clients to find your booking link, the more online bookings you'll receive.

Download the Fresha Business App

Open the App Store (iPhone) or Google Play Store (Android) on your phone. Search for “Fresha Business” and download the app with the purple icon. Log in with the same email and password you used for your account. Allow notifications when prompted so you get instant alerts for new bookings. Explore the app – you can view your calendar, add bookings, check in clients, and manage your schedule on the go. Turn on push notifications in your phone settings for the Fresha app.

Download the Fresha Business App
💡 Note: Keep the app installed even if you use the computer version. It's perfect for managing last-minute changes when you're not at your desk.
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Key Takeaways

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Fresha is Completely Free for Businesses
Unlike other booking systems that charge monthly fees, Fresha never charges businesses to use their platform. You get unlimited bookings, staff accounts, and clients at no cost. They make money by offering payment processing, so the core booking system stays free forever.
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Clients Can Book 24/7 Without Calling
Once your booking page is live, clients can schedule appointments anytime - even at midnight when you're sleeping. This reduces phone calls during busy work hours and captures bookings from clients who prefer online scheduling. Your availability automatically updates based on existing appointments.
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Everything Syncs Across All Devices
Changes made on your computer appear instantly on your phone app and vice versa. If you add a booking on mobile, it shows on your desktop calendar immediately. This means you can manage your business from anywhere with internet access.
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Automated Reminders Reduce No-Shows
Fresha automatically sends reminder emails and texts to clients before their appointments. This dramatically reduces no-shows and late cancellations because clients receive timely reminders. You can customize when these reminders go out.
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Client Database Builds Automatically
Every time someone books, their information saves to your client list. You can see their booking history, contact details, and notes all in one place. This helps you provide better service and track your regular clients.
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Pro Tips

✨ Pro Tip
Set buffer times between appointments (5-15 minutes) to give yourself cleaning time and prevent running late. Go to Settings > Services and add "processing time" to each service.
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Reduce no-shows by requiring deposits for first-time clients or expensive services. Go to Settings > Payments and set deposit amounts or percentages.
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Create "unavailable" blocks on your calendar for lunch, meetings, or personal appointments. This prevents clients from booking during your break times.
✨ Pro Tip
When you're fully booked, enable the waitlist so interested clients can join. If someone cancels, Fresha automatically notifies waitlist clients.
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Common Mistakes to Avoid

✕ Not Adding Service Descriptions
Many beginners leave service descriptions blank. This confuses clients who don't know what's included. Always write 1-2 sentences explaining what each service includes.
Instead: Go back to Setup > Services and add clear descriptions for each service.
✕ Setting Unrealistic Service Times
New users often set service times too short (30 minutes for complex treatments that need 60 minutes). This causes overlap and schedule chaos.
Instead: Time yourself performing each service and add 10-15 minutes buffer. Update service durations in your service list.
✕ Forgetting to Test the Booking Process
Owners set up Fresha but never test booking as a client. They miss errors in the booking flow
Instead: Create a test booking using a friend's phone number. Go through the entire client experience yourself.
✕ Not Updating Opening Hours for Holidays
Forgetting to block off holidays means clients can book when you're closed, leading to confusion and cancellations
Instead: At the start of each month, check your calendar and mark any holidays or vacation days as unavailable. Set this as a monthly reminder.