Booking System Instructions
Business Type Selection
Selecting a business model will allow us to tailor the instructions to the specifics of your industry:
Services
Salons, offices, hairdressers, massages
Gastronomy
Restaurants, cafes, bars, catering
Rentals
Cars, equipment, rooms, tools
Hotels
Hotels, guesthouses, apartments
Select one of the business models above to unlock the next steps of the guide.
Section locked
Select a business model above to unlock this section of the guide.
Creating Booking System
Creating a new chatbot
Start by creating a new chatbot by clicking "Create Chatbot" in the menu.
Choosing an integration method
Next, choose how to integrate your chatbot with your systems:
- Website Widget - to embed the chatbot on your website
- API Integration - for advanced integration with your own systems
- Facebook Messenger - for communication via Messenger
Enabling the booking system
To enable booking functionality for your chatbot, check the following option:
Booking and appointment scheduling system
Add the ability to schedule appointments and manage time slotsSelecting a business model
After checking the booking system option, a "Business model" selection field will appear:
Company Data Configuration (Services)
Now configure the basic information about your service-providing company:
Company Name
Location and Contact
Company Description
Working Hours
Define your company's working hours:
Resources and Workstations
Describe the workstations or specialists available in your company:
Service List
The last step is to define all services offered by your company:
Company Data Configuration (Gastronomy)
Now configure the basic information about your restaurant:
Company Name
Location and Contact
Menu
Company Description
Godziny pracy
Define your restaurant's working hours:
Tables and Rooms
Describe the available tables and rooms in your restaurant:
Standard Booking Duration
Define the standard booking duration:
Company Data Configuration (Rentals)
Now configure the basic information about your rental business:
Company Name
Location and Contact
Company Description
Godziny pracy
Define your rental company's working hours:
Items for Rent
Describe items available for rent along with prices:
Rental Time Options
Specify available time options for customers:
Equipment Management
To manage rental equipment, click the Equipment tab from the navigation bar. In this section, you can add various types of equipment that clients can rent:
Equipment Types
Equipment
Electronics, tools, specialized devices
Sala
Pomieszczenia, sale konferencyjne, studia
Space
Larger areas, halls, workshops
Adding Equipment
Company Data Configuration (Hotels)
Fill in the basic information about your hotel:
Room Management
To manage hotel rooms, click the Rooms tab from the navigation bar. In this section, you can add various rooms and apartments that clients can book:
Room Types
Room
Standard hotel room
Apartment
Larger room with kitchenette
Adding a Room
Booking System Management
Navigating to the Booking System
After creating a chatbot with the booking system enabled, the first step is to navigate to the booking management panel:
Booking Advance Settings
To configure basic booking advance settings, click the General Settings tab from the navigation bar. These settings are the same for all business types:
Booking Advance
Define how far in advance clients can make bookings and what is the minimum time required to place a booking.
Working Hours Configuration
To configure working hours for your booking system, click the Working Hours tab from the navigation bar. Define on which days and at which hours clients can schedule appointments:
Booking System Availability
For each day of the week, you can individually set working hours or disable a given day entirely.
Additional Features
- Copy hours: You can copy hours from one day to other days (all, weekdays, weekend)
- Toggles: Easily enable/disable individual days with a single click
- Live preview: Changes are immediately visible in the weekly preview
- Default settings: Restore standard working hours (9:00-17:00 for weekdays)
Managing Time Blocks
To manage time blocks, click the Blocks tab from the navigation bar. The blocking system allows you to suspend accepting bookings at specific times for various reasons. It enables blocking selected dates and hours when the system will not accept bookings:
Block Types
The system offers various types of time blocks tailored to different needs:
Manual Block
Custom time block according to your own needs
Holiday / Day Off
Automatic or manual addition of public holidays
Vacation
Employee or company-wide vacations
Maintenance
Service work, renovations, equipment upgrades
Break
Temporary breaks in business
Quick Add
Advanced Options
Block Example
Epiphany
Automatic Holidays
Equipment Configuration
To manage rental equipment, click the Equipment tab from the navigation bar. In this section, you can add various types of equipment that clients can rent:
Equipment Types
Equipment
Electronics, tools, specialized devices
Room
Premises, conference rooms, studios
Space
Larger areas, halls, workshops
Adding Equipment
Workstation Configuration
To manage workstations, click the Workstations tab from the navigation bar. In this section, you can add various workstations where clients can schedule appointments:
Workstation Types
Workstation
Service delivery point, desk, cash register
Specialist
A specific person providing services
Office
Premises, office, treatment room
Adding a Workstation
Table Configuration
To manage restaurant tables, click the Tables tab from the navigation bar. In this section, you can add various tables and spaces that clients can book:
Table Types
Table
Regular table in the main restaurant area
Private Room
Separate room or VIP booth
Space
Larger areas, terrace, garden
Adding a Table
Room Configuration
To manage hotel rooms, click the Rooms tab from the navigation bar. In this section, you can add various rooms and apartments that clients can book:
Room Types
Room
Standard hotel room
Apartment
Larger room with kitchenette
Adding a Room
Venue Configuration
To manage venues and spaces, click the Venues tab from the navigation bar. In this section, you can add various venues and spaces that clients can book for events:
Venue Types
Venue
Conference room, training room, event hall
Space
Larger areas, halls, auditoriums
Adding a Venue
Service Configuration
After adding resources, proceed to service configuration. Click the Services tab from the navigation bar:
Service Addition Form
Room Properties Form
Rental Properties Form
Booking Properties Form
Mobile Application
The mobile application is designed for managing bookings in an easy and accessible way. With it, you can give your employees access to booking management without granting them access to the rest of the system configuration.
Navigating to QR Access Management
In the chatbot management panel, go to the bookings section, then click the "QR Access" tab.
Creating a New QR Access
On the QR access management page, click the button:
After clicking, a modal form for creating new access will open.
Filling in the Access Form
In the opened form, fill in the following information:
- Access name - descriptive name to identify the code (e.g. "Reception - Anna")
- Description - additional information about the usage
- Expiration date - until when the code should be active
- Permissions - what operations will be available
After filling in the form, click the button:
Displaying the QR Code
After creating the access, it will appear on the QR access list. To display the code for scanning, click the button:
A page with the QR code ready for scanning will open.
Downloading the Mobile App
To start using the mobile app, you need to download and install it first:
After downloading, install the application on your mobile device following the operating system instructions.
Logging into the App
After installing and launching the app:
- Select the QR code login option
- Use your phone camera to scan the previously generated QR code
- Wait for authorization confirmation
App Main Panel
After logging in, you will see the main application panel with:
- Current bookings list - all upcoming and current bookings
- Push notifications - automatic information about new bookings
- Filters and search - for easy finding of specific bookings
- Action buttons - for quick booking management
Accepting and Rejecting Bookings
You can quickly handle each booking directly from the list:
- Accept - confirms the client's booking
- Reject - cancels the booking with a reason
- Pending - leaves the booking for a later decision
Simply swipe left or right on the selected booking or use the action buttons.
Editing Bookings
The app allows simple editing of booking parameters:
- Date and time change
- Duration modification
- Assignment to another resource/employee
- Adding internal notes
To edit a booking, tap it on the list and select the "Edit" option.
Creating New Bookings
In addition to managing existing bookings, the app allows creating new ones:
- Click the "+" or "New booking" button
- Fill in the client details (name, phone, email)
- Select the service and resources
- Set the date and time
- Add any notes if needed
- Save the booking
Handling Bookings
The content of this step will be added in the next part...