Account Setup

Basic Information

Set up your business profile in the dashboard. This information is used by the AI assistant to answer customer questions and appears in booking confirmations:

• Business Name: Your official business name as it should appear to customers. Use the exact name customers know you by, as this appears in all communications and confirmations.
• Business Logo: Upload a high-quality logo (recommended: 512x512px, PNG or SVG format, transparent background preferred). The logo appears in booking confirmations and can help with brand recognition.
• Description: Write a clear, comprehensive description of your business (200-500 words recommended). Include what services you offer, your specialties, years in business, and what makes you unique. This description helps the AI assistant answer general questions about your business.
• Contact Email: Primary email for business communications. This is used for system notifications, booking alerts, and customer communications if email is enabled.
• Phone Number: Business contact number in international format (e.g., +1 234 567 8900). This appears in booking confirmations and can be used for SMS reminders if configured.
• Website: Your business website URL (optional but recommended). Include this so customers can learn more about your business.
• Social Media Links: Add links to your social media profiles (Instagram, Facebook, etc.) to help customers find and follow you.

Best Practice: Be thorough and accurate with your business information. The more detailed your profile, the better the AI assistant can answer customer questions and represent your business professionally.

Location Information

Accurate location information ensures proper timezone handling and helps customers find you:

• Address: Your complete business physical address including street address, city, state/province, postal code, and country. This appears in booking confirmations and helps with location-based features.
• City & Country: Location details for timezone and regional settings. These are used to automatically suggest the correct timezone and set regional preferences.
• Time Zone: Select your business timezone carefully (critical for accurate booking times). This ensures all bookings are scheduled in your local time, and the AI assistant understands time references correctly. If you have multiple locations, each location can have its own timezone.
• Multiple Locations: If you have multiple locations, add each one separately with its own address, timezone, and business hours. Customers can book at specific locations, and you can manage each location independently.
• Location-Specific Services: Assign services to specific locations if certain services are only available at certain branches.

Important: Timezone accuracy is crucial. Incorrect timezone settings can cause bookings to be scheduled at the wrong times, leading to customer confusion and missed appointments.

Configure when your business is available for bookings:

Regular Hours

Configure your standard operating hours that apply week-to-week:

• Day-by-Day Configuration: Set operating hours for each day of the week independently. For example, you might be open 9am-6pm Monday-Friday, 10am-4pm Saturday, and closed Sunday.
• Multiple Time Blocks: Configure multiple time blocks per day if you have lunch breaks or other closures. For example, 9am-12pm and 2pm-6pm with a 2-hour lunch break.
• Lunch Breaks: Configure lunch breaks or other daily closures that occur regularly. These are automatically excluded from available booking times.
• Different Hours by Day: Set completely different hours for different days if your schedule varies significantly throughout the week.
• Location-Specific Hours: If you have multiple locations, each location can have its own business hours.

Special Hours

Override regular hours for specific dates or periods:

• Holiday Hours: Add special hours for holidays or events. For example, you might close early on Christmas Eve or have extended hours during a special promotion.
• Extended Hours: Set extended hours for busy periods like holiday seasons, special events, or promotional periods.
• Reduced Hours: Configure reduced hours for specific dates when you need to operate with limited capacity.
• One-Time Closures: Mark specific dates as closed (holidays, personal days, maintenance days) without affecting your regular schedule.
• Date Ranges: Apply special hours to date ranges, useful for seasonal changes or extended holiday periods.

Recurring Closures

Set up closures that repeat on a schedule:

• Weekly Closures: Set recurring closures (e.g., closed every Sunday, closed every Monday morning) that apply automatically without manual configuration.
• Holiday Schedules: Configure holiday schedules that repeat annually. For example, always closed on New Year's Day, Christmas, etc.
• Maintenance Windows: Set recurring maintenance windows (e.g., first Monday of every month, last Friday of every quarter) when you're unavailable for bookings.
• Staff-Specific Hours: Set individual staff member hours if they work different schedules than your business hours.

Best Practice: Be thorough with your business hours configuration. The AI assistant uses this information to only offer available time slots, preventing double-bookings and customer frustration. Update hours regularly to reflect any schedule changes.

Creating Services

Add services that customers can book. Well-configured services lead to better bookings, fewer misunderstandings, and higher customer satisfaction:

1. Navigate to Services: Go to Services in your dashboard navigation menu. You'll see a list of all your current services (empty if you're just starting).
2. Add New Service: Click the Add Service or Create Service button, typically located at the top right of the services page.
3. Enter Service Details: Fill in all required and recommended fields:
   • Service Name: Use clear, customer-friendly names (e.g., "Women's Haircut", "60-Minute Deep Tissue Massage", "Initial Consultation"). Avoid internal codes or jargon. Include key details in the name when helpful (duration, type).
   • Description: Write a comprehensive description (100-300 words) covering what the service includes, what customers can expect, any preparation needed, and what makes it special. Good descriptions help the AI assistant answer questions accurately.
   • Duration: Set accurate service duration including actual service time plus any setup/cleanup time. Add 5-10 minutes buffer for services that often run over. Accurate durations prevent back-to-back booking conflicts.
   • Pricing: Set fixed prices, price ranges (e.g., "$50-$80 depending on length"), or custom pricing. Include all fees upfront. Be transparent about pricing variations to avoid customer confusion.
   • Service Image: Upload a high-quality image (recommended: 800x600px) that shows what the service includes. Visuals improve booking confidence.
   • Prerequisites: Note any prerequisites (e.g., "Requires consultation first") or restrictions (e.g., "Not suitable for pregnant women") to prevent inappropriate bookings.
4. Configure Availability Settings: Set booking rules and availability:
   • Booking Window: Set how far in advance customers can book (e.g., "Book up to 4 weeks in advance"). Too short reduces opportunities; too long creates uncertainty.
   • Minimum Notice: Set minimum notice required (e.g., "Book at least 2 hours in advance") to give you time to prepare.
   • Buffer Time: Add buffer time between appointments (typically 5-15 minutes) to allow for cleanup and prevent running late. Essential for services requiring setup/cleanup.
   • Maximum Advance Booking: Set maximum advance booking limits (e.g., "Book up to 3 months in advance") to prevent bookings too far in the future.
   • Booking Capacity: Set how many customers can book this service simultaneously (useful for group services or classes).
5. Assign Staff Members: If certain services require specific staff members, assign them here. You can assign multiple staff members if any of them can perform the service. Leave unassigned if any staff member can handle it.
6. Assign Resources: If the service requires specific resources (rooms, equipment, vehicles), link them here to prevent double-booking of limited resources.
7. Set Service Category: Assign the service to a category (create categories first if needed) for better organization.
8. Save the Service: Review all information, then click Save or Create Service. The service will immediately be available for booking.

Best Practice: Start with your most popular services first. You can always add more services later. Be specific in descriptions—customers appreciate knowing exactly what to expect. Test the booking flow for each service to ensure everything works correctly.

Service Categories

Organize services into logical categories for better navigation and customer experience:

• Create Categories: Go to Services → Categories and create categories like "Hair Services", "Facial Treatments", "Massage Therapy", "Consultations", etc. Use clear, intuitive category names.
• Assign Services: When creating or editing services, assign them to appropriate categories. Services can belong to multiple categories if needed.
• Category Benefits: Categories help customers find what they're looking for, help the AI assistant suggest relevant services, and make your service list more organized and professional.
• Category Display Order: Arrange categories in order of importance or popularity. Most important categories should appear first.
• Category Descriptions: Add brief descriptions to categories to help customers understand what services are included in each category.

Tip: Keep categories broad enough to be useful but specific enough to be meaningful. Too many categories can be overwhelming; too few can be unhelpful.

Adding Staff Members

If you have staff members, add them to manage their individual bookings, schedules, and availability. Proper staff setup ensures accurate scheduling and prevents double-bookings:

1. Navigate to Staff: Go to Staff or Team Members in your dashboard navigation menu. You'll see a list of all current staff members.
2. Add New Staff: Click Add Staff Member or Invite Staff button, typically located at the top right of the staff page.
3. Enter Staff Information: Fill in all required and recommended fields:
   • Full Name: Enter the staff member's full name as it should appear to customers (e.g., "Sarah Johnson" not "Sarah J."). This appears in booking confirmations and the calendar.
   • Email Address: Enter their professional email address. This is used for account access, notifications, and booking alerts. They'll receive an invitation email to set up their account.
   • Phone Number: Enter their contact number in international format (e.g., +1 234 567 8900). Used for SMS notifications if enabled.
   • Photo: Upload a professional photo (recommended: 400x400px, square format). Photos help customers recognize their service provider and build trust.
   • Job Title/Role: Enter their role (e.g., "Senior Stylist", "Massage Therapist", "Consultant") to help customers understand their expertise.
   • Bio/Description: Add a brief bio highlighting their experience, specialties, and what makes them unique. This helps customers choose the right staff member.
4. Set Permissions & Access Level: Choose the appropriate permission level based on their role:
   • Owner/Admin: Full access to all features including billing, account settings, staff management, and all bookings. Use for business owners or trusted administrators.
   • Manager: Can manage bookings, customers, services, and most settings (except billing and account deletion). Can view and manage all staff bookings. Use for managers or supervisors.
   • Staff: Limited access to their own bookings, assigned customers, and personal schedule. Cannot modify business settings or view other staff's bookings. Use for regular staff members.
   • Viewer: Read-only access to view bookings and reports but cannot make changes. Use for accountants or reporting purposes.
5. Assign Services: Select which services this staff member can perform. Only assigned services will be available when customers request this specific staff member. You can assign multiple services.
6. Set Default Availability: Configure their default working hours (can be adjusted per day). This sets their base schedule that applies unless overridden.
7. Send Invitation: Click Save or Invite Staff. They'll receive an email invitation to set up their account and access the dashboard.

Best Practice: Add staff members before creating services so you can assign services to staff immediately. Ensure staff members complete their profiles with photos and bios for better customer experience. Regularly review and update staff permissions as roles change.

Staff Availability

Configure individual staff availability to ensure accurate scheduling and prevent conflicts. Each staff member can have their own schedule independent of business hours:

• Individual Working Hours: Set working hours for each staff member that may differ from business hours. For example, a part-time staff member might work 10am-2pm while the business is open 9am-6pm.
• Day-by-Day Configuration: Set different hours for different days if staff schedules vary. For example, a staff member might work full days Monday-Wednesday and half days Thursday-Friday.
• Staff Breaks: Configure lunch breaks, coffee breaks, or other regular breaks for each staff member. These times are automatically excluded from available booking slots.
• Time Off Management: Mark vacation days, sick days, or personal time off for each staff member so those times are excluded from availability.
• Recurring Availability Patterns: Set recurring patterns (e.g., "Every Monday off", "Alternating weekends") that apply automatically without manual configuration each time.
• Holidays and Special Dates: Mark holidays, special events, or personal days when staff members are unavailable. These override regular schedules.
• Time Blocks: Mark specific time blocks as unavailable (e.g., "Training session 2pm-4pm every Tuesday") for recurring commitments.
• Availability Overrides: Temporarily override regular availability for special circumstances (e.g., extended hours during busy periods, reduced hours for personal reasons).

Important: Staff availability takes precedence over business hours. If a staff member's hours are more restrictive than business hours, only their available times will be shown to customers requesting that staff member. Always keep staff availability up-to-date to prevent booking conflicts.

Knowledge Base

Build a knowledge base with Q&A pairs so your AI assistant can answer customer questions accurately. The AI uses Retrieval-Augmented Generation (RAG) to find relevant Q&A pairs and provide context-aware responses:

• Access Q&A Pairs: Go to AI Assistant → Q&A Pairs in your dashboard to add and manage question-answer pairs.
• Q&A Pairs: Add question-answer pairs in the Q&A Pairs section of the dashboard. Add pairs for FAQs, service descriptions, policies, and any business information customers ask about. After adding or editing a pair, use the embed action so the AI can use it.
• What to Include: Add Q&A pairs for information customers commonly ask about:
  • Service Descriptions: Detailed descriptions of all services, what they include, duration, pricing, and any special requirements.
  • Pricing Information: Complete pricing lists, package deals, discounts, and payment options.
  • FAQs: Frequently asked questions with detailed answers covering common customer inquiries.
  • Cancellation & Refund Policies: Clear policies on cancellations, refunds, rescheduling, and no-shows.
  • Business Information: Business hours, location details, parking information, accessibility features, and contact methods.
  • Preparation Instructions: What customers need to know before their appointment (e.g., "Arrive 10 minutes early", "Bring ID", "Wear comfortable clothing").
  • Special Policies: Age restrictions, health requirements, what to bring, what's included, and any other important information.
• Embedding: After adding or editing Q&A pairs, use the embed action so the AI can use them. Embedding status is shown in the Q&A Pairs list.
• Updates: Add, edit, or remove Q&A pairs anytime. Re-embed after changes so the AI has the latest content.
• Test: Use the Agent Playground or messaging to ask sample questions and verify the AI uses your Q&A pairs correctly.

Best practice: Start with services, pricing, and FAQs. Use clear questions and accurate answers. Update pairs when information changes.

Assistant Configuration

Configure your AI assistant in Settings → Agents:

• Agent name and status: Give each agent a name and turn it on or off. You can have separate agents for WhatsApp, Instagram, and Facebook.
• Tools: Enable or disable tools (booking, availability, rescheduling, cancellation, customer info, etc.). Required tools for messaging agents are always on.
• Knowledge base: Add Q&A pairs so the AI can answer questions using your business information. The AI uses this plus your business profile and services to respond.
• Test: Use the Agent Playground to send sample messages and verify responses. Test after changing Q&A pairs or services.

Booking Reminders

Configure automated reminders to reduce no-shows and keep customers informed. Reminders are sent via the same channel the customer used to book (WhatsApp, Instagram, or Facebook Messenger):

• Reminder Timing: Choose when to send the reminder: 1, 2, or 3 hours before the appointment. One reminder is sent per booking based on your setting.
• Reminder Messages: Customize the reminder message template to match your brand voice. Use placeholders for customer name, date, time, service name, and business name.
• Reminder Delivery Status: Monitor reminder delivery in your dashboard. Failed deliveries might indicate incorrect contact information.

Best Practice: Enable reminders and personalize the message with your brand. Test reminder delivery to ensure they're working correctly.

Business Notifications

Configure notifications to keep you and your team informed about booking activity and important events:

• New Booking Notifications: Configure email and/or in-app notifications for new bookings:
  • Receive instant notifications when bookings are created
  • Include booking details (customer, service, time, staff) in notifications
  • Set notification preferences (immediate, digest, or summary)
  • Configure different notification rules for different booking sources (WhatsApp, Instagram, manual)
• Booking Change Alerts: Set up alerts for booking modifications:
  • Get notified when customers reschedule appointments
  • Receive alerts for booking cancellations
  • Get notified of booking status changes (pending to confirmed, etc.)
  • Set up alerts for last-minute changes (within 24 hours)
• Cancellation Notifications: Configure specific notifications for cancellations:
  • Immediate alerts for cancellations to free up time slots
  • Include cancellation reason if provided by customer
  • Set up alerts for high-value service cancellations
  • Notify relevant staff members when their appointments are cancelled
• No-Show Alerts: Get notified when customers don't show up for appointments:
  • Immediate alerts for no-shows
  • Track no-show patterns for specific customers
  • Set up follow-up actions for no-shows

Best Practice: Enable notifications for critical events (new bookings, cancellations) but avoid notification overload. Use notification preferences to customize what each team member receives. Review notification settings monthly to ensure they're still relevant.

If you have multiple locations, branches, or franchises, set up each location separately. This allows customers to book at specific locations while maintaining centralized management:

1. Navigate to Locations: Go to Locations or Branches in your dashboard navigation menu. You'll see a list of all current locations.
2. Add New Location: Click Add Location or Add Branch button, typically located at the top right of the locations page.
3. Enter Location Information: Fill in all required and recommended fields:
   • Location Name: Enter a clear, descriptive name (e.g., "Downtown Branch", "Main Street Location", "Northside Clinic"). This appears in booking confirmations and the calendar.
   • Complete Address: Enter the full physical address including street address, city, state/province, postal code, and country. This appears in booking confirmations and helps with location-based features.
   • Time Zone: Select the location's timezone (critical if different from your main location). This ensures all bookings are scheduled in the correct local time. Each location can have its own timezone.
   • Contact Information: Enter location-specific contact details:
     • Phone number for this location
     • Email address (if different from main business email)
     • Location manager or contact person
   • Location Description: Add a brief description highlighting what makes this location unique, any special features, parking information, or accessibility details.
   • Location Image: Upload a photo of the location exterior or interior to help customers identify it.
4. Configure Location-Specific Settings: Set up settings that are unique to this location:
   • Business Hours: Set location-specific business hours that may differ from other locations. Each location operates independently with its own schedule.
   • Services Offered: Assign which services are available at this location. Some locations may offer different services than others. Customers will only see services available at their selected location.
   • Staff Assignments: Assign staff members who work at this location. Staff can work at multiple locations, and you can set their schedule per location.
   • Resources: Configure location-specific resources (rooms, equipment, parking spaces) that are unique to this location. Resources are location-specific to prevent cross-location conflicts.
   • Booking Rules: Set location-specific booking rules if needed (e.g., different advance booking windows, different cancellation policies).
5. Set Default Location: Mark one location as the default location. This is used when customers don't specify a location preference.
6. Location Status: Set the location status (Active, Inactive, Coming Soon). Inactive locations won't appear in booking options.
7. Save Location: Review all information, then click Save or Create Location. The location will be immediately available for bookings.

Location Management Features:

• Cross-Location Booking: Customers can book at any location, and you can view all locations' bookings in one calendar or separately.
• Branch filter: Filter and manage bookings by branch/location.
• Location Analytics: View performance metrics per location to compare booking volumes, revenue, and customer satisfaction across locations.
• Unified Customer Database: Customers can book at any location, and their history is tracked across all locations in one unified customer profile.
• Location-Specific Staff Schedules: Staff members can have different schedules at different locations. Manage each location's staff independently.

Best Practice: Set up all locations before going live to ensure accurate booking options. Use consistent naming conventions for locations (e.g., "Location Name - City" or "Branch Name - Street"). Keep location information up-to-date, especially business hours and contact information. Regularly review location performance to identify opportunities for optimization.