Bookings Guide
Schedule appointments with businesses through AI-powered chat and manage them easily.
Quick Start
KwenTalk's booking system lets customers schedule appointments directly through chat with any business. Simply tell the AI when you'd like to book, and it handles the rest. Business owners can manage all bookings from their dashboard or mobile app.
For Customers
How to Book an Appointment
- Start a chat with any business on KwenTalk (web or mobile app)
- Example: kwentalk.com/b/treatbox-delish
- Request a booking in natural language:
- "I'd like to book a consultation tomorrow at 2pm"
- "Can I schedule an appointment for next Monday?"
- "What times are available this week?"
- Provide your contact info when the AI asks (name and phone)
- Receive confirmation with a reference code (e.g., BKG-ABC123)
- Save your reference code - you'll need it for changes
How to View Your Bookings
- Open the KwenTalk mobile app
- Go to the Bookings tab (bottom navigation)
- See all your bookings across different businesses
- Filter by status: All, Pending, Confirmed, Completed, Cancelled
How to Cancel a Booking
- Go to the Bookings tab in the mobile app
- Find the booking you want to cancel
- Tap the "Cancel" button (only for upcoming bookings)
- Confirm cancellation
Tips
- Book at least 24 hours in advance (most businesses require this)
- Include specific times for faster booking: "2pm" instead of "afternoon"
- Ask "What times are available?" if you're flexible
- Keep your reference code handy
For Business Owners
How to Enable Bookings
- Go to Dashboard → AI Assistants
- Select your chatbot
- Go to Settings → Booking tab
- Toggle "Enable Bookings" on
- Configure your availability (see below)
How to Set Your Availability
- In Booking Settings, find "Availability Schedule"
- Add days and hours you accept bookings:
- Select day of week (Monday, Tuesday, etc.)
- Set start time (e.g., 9:00 AM)
- Set end time (e.g., 5:00 PM)
- Add duration options customers can choose:
- Quick Consultation (15 min)
- Standard Appointment (30 min)
- Extended Session (60 min)
- Save changes
How to Create a Manual Booking
For walk-in customers or phone reservations:
On Web Dashboard:
- Go to Dashboard → Bookings
- Click the "Create" button (top right)
- Select your chatbot/business from the dropdown
- Enter guest information: Name and phone (email optional)
- Select a date - available dates are highlighted
- Select a time - only shows available slots
- Select duration from your configured options
- Add purpose and notes (optional)
- Click "Create Booking"
The booking is automatically confirmed (no need to approve).
How to Manage Bookings
On Web Dashboard:
- Go to Dashboard → Bookings
- View all bookings in week, month, or list view
- Click a booking to see details
- Update status: Confirm, Complete, or Cancel
- Add internal notes if needed
On Mobile App:
- Go to the Bookings tab
- Filter by status using the filter icon
- Tap a booking to view/edit
- Update status or add notes
- Tap the + button to create a manual booking
Settings Reference
| Setting | What it does | Recommended |
|---|---|---|
| Timezone | Display times in your local timezone | Your city (e.g., Asia/Manila) |
| Buffer Time | Gap between appointments | 15-30 minutes |
| Min Advance Notice | How early customers must book | 24 hours |
| Max Advance Days | How far ahead customers can book | 30 days |
Industry Settings (New!)
Configure how bookings work for your specific business type:
| Setting | What it does | When to use |
|---|---|---|
| Booking Type | Changes AI messaging | Select your business type |
| Multiple Bookings | Allow several bookings at same time | Restaurants, salons with multiple staff |
| Max Capacity | How many bookings per time slot | Set to # of tables, stylists, etc. |
| Enable Delivery | Track preparation + delivery times | Food delivery, product shipping |
| Prep Time | Minutes to prepare order | Set based on your prep needs |
| Delivery Time | Minutes for delivery | Average delivery time |
| Confirmation Message | Custom text after booking | "Bring valid ID", "Free parking at B" |
Booking Types Explained
Choose the type that matches your business:
| Type | Best For | Customer Sees |
|---|---|---|
| Appointment | Consultations, viewings | "Your viewing is at 2pm" |
| Reservation | Restaurants, hotels | "Your table is reserved for 8pm" |
| Delivery | Food delivery | "Your order arrives around 12pm" |
| Pickup | Order pickup | "Your order is ready at 3pm" |
| Service | Salons, spas | "Your appointment is at 10am" |
Multiple Bookings Per Slot
Enable this if you can serve multiple customers at the same time:
- Restaurant: Set to number of tables (e.g., 10)
- Salon: Set to number of stylists (e.g., 3)
- Food Delivery: Set to orders you can handle (e.g., 20)
FAQ
Q: How do customers find available times? A: They can ask the AI "What times are available?" or provide a specific time. The AI checks your availability rules automatically.
Q: What if two people try to book the same slot? A: The system prevents double-bookings automatically. First confirmed booking wins.
Q: Can customers reschedule? A: Currently, customers can cancel and rebook. Direct rescheduling is coming soon.
Q: How do I get notified of new bookings? A: You'll receive push notifications on mobile and can see new bookings in your dashboard.
Q: What's the reference code for? A: It's a unique identifier (like BKG-ABC123) for each booking. Customers use it to reference their appointment.
Q: Can I create bookings for walk-in customers? A: Yes! Click the "Create" button on the Bookings page to manually create a booking. These are automatically confirmed.
Q: Why are some time slots not showing? A: Time slots that are already booked are automatically hidden. Past times for today are also filtered out. If you enabled "Multiple Bookings", slots only hide when they reach max capacity.
Q: How does the AI confirm bookings? A: Before finalizing, the AI shows a summary with all details and asks "Is everything correct?". The customer must confirm before the booking is created. This prevents mistakes.
Q: What's the "Booking Type" setting for? A: It changes how the AI talks about the booking. A restaurant uses "reservation" language, while a salon uses "appointment" language. Choose the one that fits your business.
Q: Can I accept multiple bookings at the same time? A: Yes! Enable "Multiple Bookings" and set your capacity. Perfect for restaurants (multiple tables) or salons (multiple stylists).
Troubleshooting
Issue: AI says bookings aren't available Solution: Check that bookings are enabled in Chatbot Settings → Booking tab.
Issue: Customer can't book their preferred time Solution: Verify your availability rules include that day/time. Check min advance notice settings.
Issue: Bookings not showing in dashboard Solution: Refresh the page. Make sure you're looking at the correct chatbot's bookings.
Issue: Customer booked wrong time Solution: Cancel the booking and ask them to rebook with the correct time.
Mobile App
Bookings on Mobile (Business Owners)
- Open the KwenTalk app and sign in as a business owner
- Go to the Bookings tab in bottom navigation
- View upcoming bookings - today's bookings shown first
- Tap filter icon to filter by status
- Tap search icon to find specific bookings
- Tap any booking to view details and update status
Bookings on Mobile (Customers)
- Open the KwenTalk app
- Go to the Bookings tab
- View all your bookings across businesses
- Tap a booking to see business details
- Cancel upcoming bookings with the Cancel button
Booking Settings on Mobile
- Go to your chatbot in the mobile app
- Tap "Booking Settings" to configure:
- Enable/disable bookings
- Set timezone and advance notice
- Configure duration options
- Set availability schedule
- Choose booking type (appointment, reservation, delivery, etc.)
- Enable multiple bookings for restaurants/salons
- Configure delivery times if applicable
- Add confirmation message
Mobile Tips
- Pull down to refresh bookings
- Tap the business logo to visit their page
- Badge counts show how many bookings need attention
- Guest users need to sign in to view bookings
- Industry settings appear in a separate section when booking is enabled