The AI Setup assistant lets you configure your whole booking offering by describing it in plain English. Instead of filling in the Overview and Locations & Hours tabs one by one, you tell the assistant how your business works and it prepares all the changes for you to review.
Where to Find This
Navigate to Services → Bookings → Booking Management → AI Setup sub-tab.
It sits alongside the Overview and Locations & Hours sub-tabs — and it can set up everything those tabs cover.
What It Does
You describe your offering in your own words. The assistant works out what services, plans, allowances, and time slots are needed and shows you a clear list of proposed changes. Nothing changes until you review the plan and click Apply.
A good description covers:
- Services – what customers book (name, length, one-to-one or group)
- Plan access – which of your plans can book each service, and how many sessions per week or month
- Rules – how far ahead members can book, how much notice they need to cancel, how close to the start bookings close, and how long a freed spot is held for the waitlist
- Shared allowances – services that draw from one combined allowance (for example, in-person and online versions of the same class)
- Availability – your locations, weekly slots (day, time, capacity, and any age bands or requirements), holiday camps, or open hours for flexible booking
- Breaks & closures – site-wide holiday closures, or break weeks a single service skips (for example, half term)
- Seasons & packs – enrol customers into a dated block up front — a season, short course or taster pack — with per-location pricing and a cancellation policy
- Your season calendar – the named blocks of your year themselves ("Autumn runs 8 September to 12 December", with a later start at one location). The assistant can add or change these as part of a plan, so a season you describe here is created alongside the packs that sell it — see Setting Up Your Seasons
- Pricing – plan prices, whether you're adding new plans or changing existing ones
- Joining fees – whether buying a particular thing counts as joining. Say "the taster shouldn't charge the joining fee" and the plan includes a step reading "never bundle the joining fee with this purchase"; ask for it back and the step reads "bundle the joining fee with a first purchase again". See Account Fees
How to Use It
1. Describe your offering
Type a description into the message box at the bottom, then press Enter to send (use Shift+Enter for a line break). For example:
"We offer 1:1 sessions (45 min) and group sessions (60 min). Basic gets 2 sessions a month; Premium gets unlimited sessions. Book up to 30 days ahead, cancel with 24 hours' notice."
If you'd rather not start from a blank box, the panel gives you two shortcuts before your first message:
- Use this template – fills the box with a fill-in-the-blanks outline you can edit.
- Or start from an example – fills the box with a ready-made example built from your own services and plans, so you can tweak it and send.
2. Review the proposed changes
When the assistant replies, a Proposed changes list appears beside the conversation. Each step is labelled with what it does — for example New service, Plan access, New plan, Update plan, Archive plan, Price change, New slot, New location, Per-service pricing, New closure, New season, Update season, Remove season, Season venue dates, Purchase policy, or Fee bundle exemption — and the panel shows how many steps there are in total.
Watch for two warnings:
- If a change affects people who already subscribe, you'll see a note such as "Affects 12 active subscribers — quota changes apply to them immediately."
- Steps that remove things (deactivating a service, deleting a shared allowance, archiving a price, an Archive plan step) are flagged as destructive. Changing a season's dates counts too — it moves the sale window and the roll boundary for every plan on that season, so expect the warning even though nothing is being deleted.
You can keep chatting to adjust the plan before applying it — just send another message describing what to change.
3. Apply or discard
- Click Apply (the button reads Apply 6 changes, with the actual number of steps) to make the changes. If the plan includes any steps that remove things, you'll first see a confirmation box that lists exactly what will be removed — read it, then confirm to go ahead or cancel to stop.
- Click Discard to throw the proposal away without changing anything.
- Click Start over at the top of the conversation to clear the chat and begin a fresh description.
When you apply, the assistant works through the steps and confirms with a message like "Done — 6 changes applied. The Overview tab now reflects the new configuration." If your description set up session times or opening hours, those appear on the Locations & Hours sub-tab too.
If you (or someone else on your team) changed the Overview or Locations & Hours tabs after the plan was drawn up, applying is held back. The assistant shows a refreshed plan built from the current setup and asks you to review and apply again — so it never runs a plan that no longer matches what's there.
When you change a plan's price, people who are already subscribed stay on the price they signed up at. New pricing applies to new subscribers only.
The assistant always shows its plan first and never changes anything until you click Apply. Read the step list — especially any destructive or subscriber-impacting steps — before confirming.
If You Reach the AI Limit
The AI Setup assistant uses your plan's monthly AI generations. If you run out, the panel shows an AI limit reached message with an Upgrade plan button. You can upgrade for more generations, or wait for your allowance to reset at the start of your next billing period. You can still set everything up by hand from the Overview and Locations & Hours sub-tabs in the meantime.
For how the allowance works across all the AI assistants, see Usage Limits.