Setting Up Bookings with the AI Assistant

Title: Setting Up Bookings with the AI Assistant
Category: booking-calendar

The AI Setup assistant lets you configure your whole booking offering by describing it in plain English. Instead of filling in the Services, Plans, and Availability 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 → Booking Management tab → AI Setup sub-tab.

It sits alongside the Services, Plans, and Availability 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, and how much notice they need to cancel
• Shared allowances – services that draw from one combined allowance (for example, in-person and online versions of the same class)
• Availability – your locations, weekly class slots (day, time, capacity), or open hours for flexible booking
• Pricing – plan prices, whether you're adding new plans or changing existing ones

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 run a fitness studio. Members can book 1:1 personal training (45 min) and group classes (60 min). Basic gets 2 classes a month; Premium gets unlimited classes plus 4 PT 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.
• 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, Price change, or New slot — 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) are flagged as destructive.

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 to make the changes. If the plan includes any destructive steps, you'll be asked to confirm first.
• 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 Services and Plans tabs now reflect the new configuration." If your description set up class times or opening hours, those appear on the Availability sub-tab too.

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 Services, Plans, and Availability sub-tabs in the meantime.

For how the allowance works across all the AI assistants, see Usage Limits.