Set up a booking calendar

Summary

You create a booking calendar on the Calendar settings screen in the KonversAI console. The Create calendar page then asks for a name, a weekly schedule, a bookable date range, slot lengths and an approval rule. After you save the calendar, customers can book a time through the assistant and through your public booking page.

Who can do this

A tenant administrator, or any team member whose role includes calendar access. If you do not see Calendar in the left sidebar of the KonversAI console, you do not have this access, or your tenant does not have the calendar feature. Ask an administrator to change your role, or ask support to switch the calendar feature on.

Before you start

Make sure your tenant has the calendar feature. Calendar is a per-tenant feature flag. When the feature is off, the Calendar item is missing from the left sidebar of the KonversAI console, and no booking calendar exists. Contact support to switch the feature on.

Write down your opening hours for each weekday. The Create calendar page in the KonversAI console sets hours per weekday on the whole hour, from 00:00 to 24:00. Mark a day closed when the calendar takes no bookings that day.

Decide three slot lengths: the shortest booking, the longest booking, and the one you offer by default. The Create calendar page accepts 15 to 480 minutes, in steps of 15 minutes. The default must sit between the shortest and the longest.

Decide how a booking becomes final. KonversAI can confirm a booking at once, or hold it as In review until a person approves it. Decide also whether the customer must prove their email or phone with a one-time code first.

Steps

1. Select Calendar in the left sidebar of the KonversAI console, then select Calendar settings.
2. Go to Your calendars and select New calendar. The Create calendar page opens.
3. Under Basics, type a Name. The name is required, and each calendar in your tenant needs a different name.
4. Fill the three text fields under Basics if you need them. Booking guidance gives the assistant extra context for this calendar. Pre-booking instructions shows the customer a condition before the booking is confirmed, for example a minimum spend. Post-confirmation questions holds questions the assistant asks after the booking is confirmed, one question per line.
5. Under Opening hours and dates, set the Weekly schedule. Clear the Open checkbox on a closed day. On an open day, drag the Open and Close handles to your hours.
6. Set Bookable dates under Opening hours and dates. Type a date in Opens on and a date in Closes on. Closes on must be on or after Opens on. Keep the wide default range for year-round booking.
7. Under Booking rules, set Booking slot length with the Min, Default and Max handles. The slider covers 15 to 480 minutes, in steps of 15 minutes.
8. Set Booking approval under Booking rules. Check Auto-accept verified bookings to confirm a booking as soon as the customer is verified. Clear the checkbox to send every booking to In review for a person to approve.
9. Set Require verified identity before confirming under Booking rules. Keep it checked to make the customer verify their email or phone with a one-time code. Clear it to let the assistant confirm with contact details the customer gives in the conversation.
10. Under Notifications, type an address in Email notifications to get a copy of every booking and to appear as the organizer on the invite. The person who booked always gets the invite at their own address.
11. Select Save calendar. The KonversAI console returns you to Your calendars on the Calendar settings screen.
12. Select Edit on your new calendar to add Event reminders and Integrations. Both sections appear only after the first save.

FAQ

Why can I not add a reminder while I create the calendar?

The Event reminders section under Booking rules needs a saved calendar, so the section is hidden on the Create calendar page in the KonversAI console. Select Save calendar first. Then open Calendar settings in the left sidebar, select Edit on the calendar, and select + Add reminder. Each reminder takes an Offset, a Unit of minutes, hours or days before, and a Message template. Two reminders on one calendar cannot share the same offset.

How does a booking become confirmed?

A booking on a KonversAI calendar has one of four statuses: Tentative, In review, Confirmed or Cancelled. The Booking approval setting under Booking rules on the calendar page decides the path. With Auto-accept verified bookings checked, a verified booking goes straight to Confirmed. With the checkbox clear, the booking waits at In review until a person approves it in the KonversAI console.

What is the difference between Booking guidance and Pre-booking instructions?

Both fields sit under Basics on the calendar page in the KonversAI console. Booking guidance is context for the assistant only, such as how to greet or what to confirm. The customer never reads it word for word. Pre-booking instructions is text the assistant must show the customer before it confirms a booking, such as A minimum spend of 5,000 NOK applies to all weekend bookings. It acts as a gate on the confirmation.

How do I close the calendar on a public holiday?

Use a date override, not the weekly schedule. Select Calendar in the left sidebar of the KonversAI console, then select Calendar settings. Go to Date overrides and select + Add override. Pick the Calendar, set the Date, and set Type to Closed. Set Type to Custom hours instead to open for a shorter day. Check Apply to all calendars to make one override for every calendar you have.

How do I hide the hourly planner from customers?

Select Calendar in the left sidebar of the KonversAI console, then select Calendar settings. Go to Availability display and clear the checkbox Show per-hour availability. The public booking widget then hides the hourly planner. It shows day-level dots and a button that starts a booking chat for that day. The change saves as soon as you clear the checkbox.

Can I block time from an external calendar?

Yes, for a saved calendar. Select Calendar in the left sidebar of the KonversAI console, then select Calendar settings. Select Edit on your calendar and go to Integrations. Paste the secret iCal address of the external calendar into the Secret iCal address field. In Google Calendar you find that address under Settings for my calendars, in the Integrate calendar section, as Secret address in iCal format. Busy time from that feed then blocks your availability.

Why does my calendar card say “Season ended”?

The card in Your calendars on the Calendar settings screen in the KonversAI console shows Season ended when the Closes on date is in the past. The calendar then takes no new bookings. Select Edit on the card, go to Bookable dates under Opening hours and dates, and set a later date in Closes on. Select Save calendar. The badge changes back to Active.

How do I cancel a booking a customer already made?

You do not cancel a booking on the calendar set-up page. Select Calendar in the left sidebar of the KonversAI console, then select Bookings. Open the booking and select Cancel booking. KonversAI sends the customer a cancellation email and frees the time slot. See the help page Cancel a booking for the full steps.