The calendar brings together the whole team's bookings in one place: both the ones you created and the ones AI employees made. This is also where you set up services, specialists and working time, which AI uses to offer customers free time slots.
Where to find it
The “Calendar” item appears in the top menu when the “Appointments and bookings” module is connected. The “Booking setup” page opens with the “Set up bookings” button at the top of the calendar.
How to set up booking
The easiest way to start is the “Set up bookings in one step” block on the “Booking setup” page:
- In the “Service to book” field, leave “New service” or choose an existing one.
- Fill in “Service name” and “Duration (minutes)”. For on-site visits, select “Travel to customer”.
- In the “Who provides the service” field, choose a specialist or leave “New Specialist” and enter a name.
- In the “Working hours” block, select the days of the week and enter the start and end of the working day.
- Click “Confirm booking setup”.
If you already have a price list or a schedule, click “Set up bookings with the assistant”.
Further down the same page, there are six sections for detailed setup:
- “Specialists” — who sees customers.
- “Services” — what can be booked and how long an appointment lasts. In the “Who provides the service” field, select the specialists.
- “Business hours” — the days and hours when a specialist is available for booking. The “Save Schedule” button replaces the entire weekly schedule of the selected specialist.
- “Appointment locations” — addresses that the team and AI can give to customers.
- “Breaks and days off” — close off time for a holiday or a break with the “Block time” button. To make it available for booking again, click “Unblock time”.
- “Stays” — rooms and units with the maximum number of guests and check-in and check-out times.
You can correct saved data with the “Edit” button. Bookings that have already been created stay in the calendar.
How to view the calendar
- Choose a view: “Day”, “Week”, “List” or “Stays”.
- Switch the period with the arrows, or return to the current date with the “Today” button.
- To find a specific booking, set filters: “Date”, “Service”, “Specialist / accommodation”, “AI employee” or “Search” by customer name and service. Click “Show”.
The “Stays” view shows rooms as rows and reservations by night.
How to create a booking
- Click “＋ New booking”.
- Enter “Customer name” and choose “Service or unit”.
- Choose a specialist or unit, the date and the start time.
- Click “Check time” to make sure the time is free.
- Click “Create booking”.
For accommodation, instead of a time, enter “Check-in”, “Check-out” and the number of guests. For a visit to the customer, enter “Service address”. A booking created manually immediately gets the “Confirmed” status and is visible to the whole team.
How to change a booking
Click a booking in the calendar to open its card. The card shows the time, specialist, service, comment and who made the booking. If the booking is linked to a chat, click “Open chat”.
The available actions depend on the booking status:
- “Awaiting confirmation” — “Reschedule”, “Confirm”, “Cancel booking”;
- “Confirmed” — “Reschedule”, “Mark as complete”, “Customer did not arrive”, “Cancel booking”.
To reschedule a booking, click “Reschedule”, choose a new date and time, and click “Save new time”. After cancellation, the time becomes free again. Bookings with the “Cancelled”, “Completed” and “No-show” statuses stay in the history.
Good to know
- All members of the business can view the calendar.
- The Owner, Administrator and Operator can create, reschedule and cancel bookings.
- The Owner and Administrator can set up services, specialists and schedules. Only they see the “Set up bookings” button.
- Booking data is shared by the team and all AI employees. To let an AI employee book customers, allow this action on the “Access” tab.
- Times in the calendar are shown in the business's time zone. The time zone is shown at the top of the “Booking setup” page, and you can change it in the business settings.
- If the module is paused, the history and unfinished bookings stay available, but you cannot create new bookings.