🎯 What you'll have at the endYou'll have an AI that answers the phone when you're closed and books, moves or cancels appointments in your booking system.

🧰 Before you start

An appointment booking system (the example used Mindbody)
A provider like BookingBee.ai that connects to it, or a general voice-AI platform
Your services, durations and prices

⏱️ Time needed2-3 days

💵 Rough costMonthly subscription (varies by provider)

🪜 Step by step

🐣 Beginner mode: showing the 7 essential steps only. Extra steps are hidden; tap 🚀 Advanced at the top to see all 7.

✅ 0 of 7 steps done 📄 Printable page

1
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Check your booking system is supported
Look at the provider's list of integrations (connections) for your booking software.
Mark as done
2
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Sign up and connect
Create an account and connect your booking system so the AI can see free slots.
Mark as done
3
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Add your services
Enter each service, how long it takes, price and which staff do it.
Mark as done
4
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Write the greeting and rules
Use the prompt below: what to say, what not to promise, how to handle cancellations.
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5
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Set the hours
Make the AI answer only when the front desk is closed (or when nobody picks up).
Mark as done
6
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Test it
Call after hours yourself and try booking, moving and cancelling.
Mark as done
7
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Review monthly
Check calls handled, bookings made and money recovered.
Mark as done

💬 Copy-paste prompts

Tap Copy prompt, paste it into your AI (Grok, ChatGPT, Claude or Gemini), then replace the [yellow bits] with your own details.

💬 After-hours receptionist

You answer calls for [business] when we're closed. Our hours are [hours].
You can: book, reschedule or cancel appointments using the booking system; answer questions about services and prices: [list].
Collect name and phone for every booking. Confirm date, time, service and staff member before booking.
For complaints or anything you can't handle, take a message and promise a call back at [time]. Be warm and brief.