Add a booking or block time

Summary

You add a booking by hand, or block a stretch of time so nobody can book it, on the Bookings screen in the KonversAI console. Select Calendar in the left sidebar, then select Bookings, then select + New event. Use a manual booking for something arranged outside the chat, such as a phone booking. Use a time block to hold a slot for yourself, with no customer and no notification.

Who can do this

A Tenant Admin, or any team member whose role includes the calendar permission. The console calls the two calendar permissions View calendar and Modify calendar. You need Modify calendar to add a booking or a time block. A Tenant Operator does not get the calendar permissions by default. If you do not see Calendar in the left sidebar of the KonversAI console, ask a Tenant Admin to change your role.

Before you start

Create at least one calendar first. + New event stays disabled with the tooltip Create a calendar first until a calendar exists. See Set up a booking calendar.

Decide the exact start and end time. A manual booking or a time block does not check the calendar’s weekly schedule, bookable date range or slot length — you can set any start and end you choose.

Decide whether to notify the customer. KonversAI can email a calendar invite for a manual booking, but only when you give it the customer’s email address.

Steps

Add a booking for a customer

1. Select Calendar in the left sidebar of the KonversAI console, then select Bookings.
2. Select + New event. A window opens with the heading New booking.
3. Keep Booking selected in the event type toggle at the top of the window.
4. Select the calendar in Calendar. This field only appears when your tenant has more than one calendar.
5. Set Start and End.
6. Type the customer’s name in Customer name, and their Email and Phone as far as you know them.
7. Check Notify customer (send calendar invite) to email the customer a calendar invite. The checkbox needs a value in Email first — KonversAI disables it otherwise, with the hint Add a customer email to send an invite.
8. Type anything you want to remember in Notes (optional).
9. Select Create booking. KonversAI saves the booking with the status Confirmed and closes the window.

Block time on a calendar

1. Select Calendar in the left sidebar of the KonversAI console, then select Bookings.
2. Select + New event. A window opens.
3. Select Block time in the event type toggle at the top of the window. The window subtitle changes to Reserve time on a calendar — no customer, no notification.
4. Select the calendar in Calendar, when your tenant has more than one.
5. Set Start and End.
6. Type a short note in Reason (optional), such as Team meeting. KonversAI uses Blocked when you leave this empty.
7. Select Block time. KonversAI reserves the time on that calendar. No customer fields appear, and KonversAI sends no notification.

You can also open this window from the calendar grid. Select an empty slot on the Bookings screen to open New event with Start and End already set to that slot.

FAQ

What is the difference between a manual booking and a time block?

Both come from the + New event window on the Bookings screen in the KonversAI console, and both save with the status Confirmed. A booking holds customer details — Customer name, Email, Phone — and can email the customer a calendar invite. A time block holds none of that. Use a time block to keep a slot free for yourself, such as a lunch break or an internal meeting, without it looking like a customer booking.

Does adding a booking here check the calendar’s opening hours?

No. + New event does not check the weekly schedule, the bookable date range, the booking slot length or any date override. You choose Start and End directly. Use this when a customer books over the phone for a time outside your usual hours, or when you need a time block that does not follow your slot length.

How do I notify the customer about a booking I add for them?

Check Notify customer (send calendar invite) before you select Create booking, in the + New event window on the Bookings screen. The checkbox needs an address in Email first. When checked, KonversAI emails the customer a calendar invite for the exact time you set. Leave the checkbox clear to add the booking with no email to the customer.

Can I cancel a booking or a time block I added by hand?

Yes. A manual booking and a time block both appear on the Bookings screen and open the same booking panel as a booking a customer made. Select the booking, then select Cancel booking. See Cancel a booking.

Why can I not select a calendar in the New event window?

Your tenant has only one calendar. The Calendar field in the + New event window appears only when your tenant has more than one calendar to choose from. KonversAI uses your only calendar automatically.

I selected an empty slot on the calendar grid instead of + New event. What happens?

KonversAI opens the same New event window, with Start and End already filled in from the slot you selected. Every other field and both steps above work the same way.

Does a time block show to customers as a real booking?

No. A time block has no customer name, email or phone, but it still uses the status Confirmed and blocks that time the same way a real booking does. A customer looking at your public booking page or asking the assistant sees the time as unavailable, with no other detail.