Check What Your AI Receptionist Booked
Every booking the AI receptionist makes, by phone or by text, is listed under Messaging → AI Bookings with where it stands: booked, held for a payment, expired unpaid, awaiting your approval, or cancelled. Here is what each status means, why an unpaid hold disappears from the calendar, and how to confirm or decline a request from the list.
When the AI receptionist books a visit, it does not always become a confirmed appointment straight away. It can be held until the client pays a deposit or adds a card, it can wait for you to approve it, and a hold the client never pays runs out and is cancelled. On the calendar a held booking and a request look like any visit that is not confirmed yet, and a cancelled one is hidden by default, so "the receptionist said it booked me, but I can't see it" usually means one of these.
The AI Bookings list answers it: every booking the receptionist made, with its status.
Open the listCopy a link to this section
- Open Messaging from the main menu.
- Choose AI Bookings in the section list. A number beside it counts the bookings made in the last 30 days that are waiting on someone: holds the client still has to pay and requests you still have to confirm. Older ones are still in the list; filter it by status to find them.
Each row shows when the receptionist made the booking, its status, the client, the services, the professional, the time of the visit, and how it was booked (Phone Call, SMS, Web Chat and so on). When the visit is for someone other than the client, for example a parent booking for their child, the receptionist writes who it is for in the booking note, shown under the client's name.
Use the icons on the right to open the conversation the booking was made in, or the appointment itself. Double-clicking a row opens the appointment too.
What each status meansCopy a link to this section
- Booked: confirmed and on the calendar. Nothing is waiting on anyone.
- Held: the time is kept for the client while they pay a deposit, prepay the visit or add a card, through the link the receptionist sent them. Under the badge you see how long they have left to pay. Once they pay, the booking becomes Booked on its own.
- Expired Unpaid: the client did not pay in time, so the hold ran out, the time was released and the appointment was cancelled automatically. The client was told. Under the badge you see when it was released. To keep a hold from running out, open the appointment while it is still held and use Extend Hold (see Require Deposits and Prepayment).
- Awaiting Approval: the client asked for a time that needs your approval. It is not booked until you confirm it.
- Cancelled: cancelled by the client or the shop after it was made, or a request you declined. A hold the client paid and later cancelled is Cancelled, never Expired Unpaid: only a hold that ran out unpaid is.
Hover a status badge for the same explanation.
Confirm or decline a requestCopy a link to this section
Rows that are Awaiting Approval have two extra buttons:
- Press the check mark to confirm the booking, or the cross to decline it.
- Choose whether the client is told, then confirm.
These are the same Confirm Appointment and Decline Appointment actions as in the appointment window, with the same permissions: a member who may only ask for the change sends it for approval instead.
Filter the listCopy a link to this section
- The status buttons above the list show one status at a time; All shows every booking.
- Booked on the right limits the list to bookings the receptionist made in the last 7, 30 or 90 days, or All Time.
Who can see itCopy a link to this section
The list is part of Messaging, with the Two-Way Messaging add-on, and shows to members who can manage conversations. A member whose inbox shows only their own clients sees only those clients' bookings here too.