vcita Reviews

No-brainer for appointment based business

Comments: I provide business management consulting for optometrists. All my work is done through appointments and email. vCita flawlessly syncs my calendar and allows clients to schedule when I'm actually available. Prior to vCita, I spent way too much time suggesting times, getting voicemails, etc. Besides that, they have done a great job of allowing a feature-rich "live-site" that is easy to set up and super customizable. I think for many businesses it would suffice to be the landing page.

Pros:

Very simple appointment set-ups. Before vCita there was a ton of back and other emails, or worse than that - phone calls.

Cons:

The invoicing/billing system is not as robust as some other programs out there. Specifically I would like the program to send out regular monthly retainer billing.

All around perfect solution for all types of businesses.

Pros:

I love how this app was thought through very carefully. Everything you need is literally within the app.

Cons:

I wasn’t very fond of the lack of offerings for integration. More partnerships would help with that.

Setting Up for Your Business - Not easy at all!

Comments: It has been a pretty frustrating experience trying to get this running smoothly. I have spent SEVERAL hours/days trying to figure out glitches, workarounds, etc. I don't feel it's the right product for my company. I do plan to switch to another platform that will work better for my needs. I know they have tried, but I only get short timeframes to work with them and then I have to schedule another appointment. I would have rather paid a lot more money upfront to have them work on it until it was perfect. I have now given up because I'm just tired of it.

Pros:

I love the way it looks on my website. I am able to use the colors of my logo, etc. so it looks professional. I think customers like to be able to book on the spot. I think it's nice that I can approve each event. It helps me from doing back and forth phone calls. I like that it gets integrated with my gmail calendars that are shared with the employees.

Cons:

It is taking FOREVER to figure out how to set things up to streamline for my personalized business needs. Not sure this is the best platform for my business. I don't like how "wordy" it is in my gmail calendar. I wish I could customize things more, like addresses for instant. It requires them to put an address in, but it is not integrated to ensure it is a true address. We have gone to the wrong location multiple times. I have multiple services w/ 2 separate trucks. I find myself having to try to do a lot of workarounds that don't go well for the customers.I wish it was easier to use with Quickbooks. You can do a one-time sync but then it only syncs if customers get sent an invoice, and only a few details get synced over to Quickbooks. My CRMs don't match.

Get it!

Comments: Vcita has seriously freed up so much of my time with the automation and client portal. Now the client no longer have to call for a copy of their documents, they can just login and grab

Pros:

It’s too much to like. I like Everything about the software.

Cons:

There’s nothing I really don’t like about the software.

Review

Comments: I needed a way for a small team to organize group classes, private appointments and lessons, communications with clients, and invoicing all in one tool. This does almost 95% of what I need, in one location.

Pros:

It contains all of our client information, calendar, scheduling, document sharing, invoicing and payments all in one convenient tool.

Cons:

When there are issues, they are usually epic and the support team isn't quick about fixing them (if they get fixed at all). The Marketing tool is very basic and isn't 'pretty' enough for my monthly marketing Newsletter.

Great Robust Scheduling & Invoicing System

Pros:

I needed software that could both schedule 1 to 1 services as well as group events. VCITA does both. I like that the appointment reminders can be customized.

Cons:

In the past I've had patients have trouble with rescheduling an appointment but this hasn't been an issue recently.

December 2022

Comments: At first I absolutely loved it. The separate calendar has made it especially difficult and currently the sink is not working, so I am not able to see you on calendar in any place. This is created major problems for my business.

Pros:

I like how you can customize different meetings with a lot of detail. The user experience overall is pretty good.

Cons:

The sync snd recurring Meeting functionality needs work. If it doesn’t work all the time then we can’t rely on it. I really don’t like the fact that we have to have a separate for vcita feed rather than feeding into our Google calendar like it used to. It has added a lot of complexity to our end.

Great software for small business owner/solopreneur

Pros:

It enables me to easily communicate with prospective clients, book them on my calendar, and send reminders for appointments. It's great for invoices, allowing online payments and tracking of income.

Cons:

Sometimes it's hard to navigate to find the client or invoice I'm looking for. But honestly, there's not much to dislike.

Great Value and Features for the money.

Comments: Fantastic. Very Happy, would recommend to anyone without hesitation.

Pros:

Ease of use and general CRM functionality. This software really does what it says and does it well. Feature updates are great (could be a little more timely, but I'm a Tech Geek and can never get them fast enough)!

Cons:

Scheduling of single and groups can get a little confusing especially when adding and selling care packages, so if this could be made a little easier/clearer on how to do for new users, that would be great.

Follow your sales professionally

Comments: Very good work tool for a business man

Pros:

I really liked the marketing side of the software

Cons:

No problems encountered with the software so far

Great for scheduling, other features not so much

Comments: I was using acuity but looked for other software, because of hippa option. I was ecstatic to see the client portal, unfortunately it is not optimal. Most features however aren’t hippa compliant. Really I only use client portal for scheduling and share patient handouts. Patients don’t have to log in like other apps, as it recognizing emails.
Overall I do think it offers more than competition , but make sure you try every part to see what works for you and what doesn’t. Also customer service must be more present. Even after you pay they limit features until you use for a while , which is ridiculous.
They will be better if they make conscious effort to improve

Pros:

Able to customize scheduling page to be more professional and to distinguish services offered. Like the idea of client portal. Clients can go to portal to pay , schedule and can share documents. Works for me who share patient education handouts.

Cons:

Some additional features are really glitchy and most features of the client portal I can’t use. When customers pay online , they are not taken to confirmation page or automated message . Messaging IS NOT secure , sometimes links In messages, don’t work. Documents are not secure. So since I’m using for health business, I had to get another program for secure messaging . Customer service good when you can each them, there is a 2 hour window only to call in a 24 hour day. Chat is not always available during business hours. It’s even worse if you are on east coast.

Vcita Review Transcend Company

Comments: Overall, the Vcita team takes care of their customers, they listen and they are helpful. I truly believe they do not shy away from what could improve the product. I would be great to see their engineering team increase in compacity to provide some customer wish list items

Pros:

Simple to use, simple for a team to grasp and implement and generally speaking relikable

Cons:

The abilities to customize the software

Vcita has grown along with my dog walking business

Comments: Automation, ease of use, runs my business life efficiently

Pros:

Vcita has "grown" along with my dog walking/pet care business that I started 3 years ago. I use it everyday. The facebook page for improvement suggestions has been a great way to listen to customer needs. I'm impressed by all of the positive changes so far

Cons:

The accounting aspect. I wanted to clear out my data so I could start the calendar year with a zero balance and use it to track my earnings/ cash flow. I am not able to use vCita for this so I have to pay a book keeper to do it. Cant archive old clients. I have about 70 customers over the last 3 years. I only have about 20 "active" at any one time so I'd like there to be a data file/storage for the in-actives that I can access/reactivate when they want my services. Not able to be able to color code my appointments so I use Google calendar. Server shuts down or times out so when I'm on the road when that happens I have to rely on my backup google calendar to make sure I'm on time for appointments or don't miss one.

The perfect solution for Service Professionals and small businesses

Comments: Overall our experience with vCita has been great. They add a lot of features that are in line with the current temperature of the market and they support their releases with webinars and training calls. It is nice to have training available for new release feature especially when those items are not at a cost so it doesn't feel like a sales pitch in disguise.

Pros:

vCita has a lot to offer small businesses and service providers. Great for booking, communication, and client management. Works exceptionally well in industries where email communication is not the norm. Lawn care, salons, medical offices (has levels with HIPPA compliance), Axe throwing bars (reservations and waiver completion).

Cons:

This solution would be perfect for solo entrepreneurs if they could lockdown being a legitimate email enabled system. As is it does everything a small business or single consultant needs except its painful to get clients to use the client portal once they have had a single email communication with you.

Unique Appointment Management Solution

Comments: For me, Vcita is now capturing more leads on my site because the visitors have a better interaction thanks to the widget that is constantly displayed, capturing the prospects and enticing them to contact me.

Pros:

This is the best FREE Appointment Generator system you can get. It differentiates from other products by letting you set up a widget on your website that will capture the prospects and notify them to initiate a conversation with you by calling you, sending an email or leaving a note. Once the potential prospect starts any action, you can follow up on the web portal and start your lead generation/marketing campaign from there if you want. Vcita is easy to use and setup, and I would recommend any business to incorporate it on their website since it is FREE.

Cons:

I didn't like the interface design of some web portal features.

Sinking Ship

Comments: Having been a customer for several years, vCita offered an all-in-one solution that few others compared to at the time. However, very little has changed in the last 3 years other than some unnecessary aesthetic updates and very minor enhancements. I got on board fully aware that there were several missing features I needed which were on the top of the feature request list and I put in place workarounds to suffice until these features were going to be implemented. I'm talking about pretty fundamental things, like the ability for online payments to be accepted with sales tax automatically calculated, and add-on/bundled products/services. Instead of the development team addressing critical upgrades the community is begging for, we get branding updates, color scheme changes, and random issues where things that have always worked fine no longer work properly.
Customer service is all but useless, and I constantly get the feeling their priorities lie in marketing the outdated product they have rather than improving it.
If you try the product and feel that it accomplishes 100% of what you need it to do, go for it. But if you find that it looks great but misses the mark on a few key areas, don't jump on board hoping it will be addressed in the next decade. Keep looking. I'm done waiting.

Pros:

Relatively easy to use and deploy. Client interface is mostly intuitive and easy to use.

Cons:

Product development is nonexistent. Customer support is a joke. On the rare occasion there is an update, I find something on my website no longer works, instead of being improved.

Good Place to Start for Small Business

Comments: Overall, Vcita helped us get our small business off the ground with the scheduling and billing features. It was a good place to start for our business.

Pros:

Calendar synch was helpful, scheduling and billing were easy to manage.

Cons:

Confusing layout, CRM features were not very robust, customer support was spotty.

The Lead Funnel Starts with Vcita

Comments: Contacts. Leads. Connections. Conversations. What more can a consultant ask for? I run a small business, and Vcita is my call center, appointment manager and more.

Pros:

This tool has been my number one go-to resource for lead generation. In my business, contact is king. Giving clients and potential clients an easy way to access my calendar, and set up a time to talk, is a central part of my business model. It links in easily with my website, you can see it in action at westfallonline[dot]com

Cons:

I wish that there was a link from email on iPhone to the actual software (app). An email link pops open the browser, and asks me to login. For some reason, my browser doesn't remember that Vcita and I have been dating for quite some time, and it asks me to login. Which causes me to open the app. Not sure if this is an iPhone issue, or an operator error, but I don't like the extra steps to confirm an appointment.

Love it and I love that it keeps getting better

Pros:

I like having all my clients in one place. I love that new features are being added all the time. I love that I can integrate it with my website

Cons:

I would like more payment processing options I would like to schedule my campaigns I would like to add videos and more than one image to my email campaigns I would like a better followup system so I can note what the followup is about how many times I have called and moniter my contact so they can be removed if not intreseted

Running a professional business

Comments: Support very good except they are not interested when I ask them about integration with our CRM

Pros:

Puts me in control of my diary Gives clients choice Provides us with a professional image

Cons:

It does not integrate with our main CRM system - Intelliflo's Intelligent Office. Databases have to be synchronised manually which wastes time and is frustrating.

WAS CHARGED TO TRY THE SOFTWARE

Cons:

In order to test the product's capabilities that were needed for my business, I had to sign up for a monthly membership and upgrade my membership 3 separate times. Once I saw how mediocre the software is, I ruled it out, emailed customer service to cancel my trial, and continued shopping for a better software. A few days later, I again reached out to customer service about canceling my trail, and again for a 3rd time. Finally, I reached out for the 4th time and got ahold of someone who told me that the membership and upgrade fees weren't refundable. Also, when I started adding clients, during my trial, all of my clients received some bizarre message from VCita to join their client porthole. It is such an aggressive feature to automatically turn on. I wish I had never even messed with VCita.

Hands down, the best CRM service available!

Comments: Ease of use, intuitive, and consistently faultless over time. Customers always comment on how good the system is from their perspective.

Pros:

The software is easy to use, intuitive and performs consistently over time. I searched a long time for a CRM system that I could use for my small coaching and consulting practice.

Cons:

Sometimes, it would be helpful to have tutorials to assist in infrequently used procedures or attributes of the program.

All docs and invoicing in on platform

Comments: Ease of taking payments and invoicing for services

Pros:

Invoicing and doc library and the website widget for scheduling and taking payments. Ease of use and cost effective when considering the payment platform build in with Stripe

Cons:

Can attach more than one doc from the library to the same recipient. Not a lot to mention here over all the program is a good investment.

Great solution for small bussiness

Comments: Overall, we've had a terrific time with vCita. They provide a number of features that are in accordance with market conditions, and they back up their releases with webinars and training calls.

Pros:

Appointments are put up in a very straightforward manner.  Ability to personalize the schedule page to make it look more professional and to differentiate the services available. The concept of a customer portal appeals to me. Clients can use the portal to make payments, book appointments, and send documents.

Cons:

The billing/invoicing mechanism isn't as robust as some other systems. I'd like the program to send out monthly retainer billing in particular.

Ease of using for business

Comments: Great experience

Pros:

Ease of scheduling and the reminders are ideal. I like how easy it is for my clients to pay online

Cons:

When I have an appointment scheduled and want to change the cost I have to cancel the whole appointment rather than have the ability to change cost.