Appointments

HaveAI's built-in appointment system lets you open your services for booking and follow records from the calendar in the panel. You can set service durations, working hours and booking rules; add appointments yourself or manage records the AI creates during a customer conversation.

Records appear in the HaveAI calendar

All appointments created here or booked by the AI during customer conversations appear in the HaveAI calendar.

1. Open Your Services for Booking

Open the Services section

Open the Appointments > Services section in the panel.

Find the service

Find the relevant service in the list coming from your product and service catalog.

Open for booking

Turn on the Bookable option.

Set the rules

From the Edit option, set the duration and rules and save.

If your catalog is empty, you can use the option to add sample services suited to your industry. Check the name, duration, price and rules of the examples against your business.

Without at least one service open for booking, you cannot use the new appointment button in the panel.

2. Set the Service Rules

When editing a service, you can use the following fields:

Setting	Meaning
Duration	The time allotted for the service. For example, a 30-minute consultation.
Buffer before	The gap reserved for preparation before the appointment starts.
Buffer after	The gap reserved after the appointment ends. For example, a 15-minute preparation or cleaning time.
Minimum notice	How far in advance the appointment must be booked at the earliest. For example, 2 hours.
Furthest booking date	Determines how many days ahead an appointment can be booked.
Slot interval	The interval of suggested start times. For example, in a 30-minute interval, times such as 09:00, 09:30 and 10:00 are offered.
Daily limit	Limits the number of appointments that can be booked in a day for the service.
Capacity	Determines how many appointments can be accepted in the same time slot. In the current version it is not calculated over the total number of people.
Location	Information on where or through which link the service will be provided.
Color	Helps you distinguish the service in the calendar.

About capacity

Even though the screen says "People / slot", the current calculation counts overlapping appointment records. A group of four is treated as a single appointment. For group bookings, check the total number of people separately.

Multi-day bookings

Even though days can be selected in the duration field, the availability calculation does not offer complete support for multi-day stays and bookings. Do not use this field to manage multi-night hotel reservations.

3. Set the Time Zone and Working Hours

In the Appointments > Settings section, select your business time zone. The AI's interpretation of date and time and the calculation of available slots use this setting. If no time zone is specified, Europe/Istanbul is used.

In the same section, set the days you are open and the working hours for each day. For example, if you provide service Monday–Friday between 09:00 and 18:00, turn on these days and enter the hours.

Working hours never being set and all days being closed give different results. When no setting is made, no working-hours restriction is applied. When you save the weekly setting and close all days, no available slot is offered. Before you start taking appointments, clearly set the open days and hours.

4. Choose the Auto-Confirmation Preference

The Appointments > Settings > Auto-confirm AI appointments option determines the initial status of records the AI creates:

If off: The appointment is saved as Pending. Your team reviews and confirms it.
If on: The appointment is saved as Confirmed.

The service edit screen also has confirmation mode options. The current AI record flow uses the general auto-confirmation setting instead of these service-specific options. Manage your confirmation process according to the general setting.

How Does the AI Create an Appointment?

When a customer requests an appointment, the assistant clarifies the service, date and time. An incomplete statement such as just "I want to book an appointment" is not enough to create a record.

When the service, a concrete date and time are set, the system checks availability. If the record succeeds, the appointment appears in the HaveAI calendar and list. The initial status depends on your general auto-confirmation setting.

Distinguish a confirmed appointment from phrases like "Your request has been received" or "availability is being checked." Follow whether the record was created and its confirmation status from the panel.

For example, when a customer says "Can we talk tomorrow?", the service and time must be clarified first. A request for "a 30-minute consultation tomorrow at 14:30", however, can be subject to an availability check.

Adding an Appointment from the Panel

New appointment

Use the new appointment button in the Appointments section.

Select the service

Select a bookable service.

Date and time

Set the date and choose one of the available slots offered.

Customer information

Enter the customer name or phone. If needed, add the number of people and a note.

Check and save

Check the start, end and status and save.

In a manually created record, the initial status comes as Confirmed; you can change it before saving.

If no available slot is found, check the working days, hours, booking rules and existing appointments.

For some availability warnings, the panel may still offer a save option. Using this option overrides the relevant rules. In normal use, choose one of the available slots.

Calendar and List Views

In the calendar you can switch between month, week, day and agenda views. By clicking an appointment you can open its details.

Colors help you distinguish two pieces of information: the status color shows the appointment status, and the left-edge color shows the service. The source information indicates whether the record was created by the AI or manually.

The list view shows the customer, service, date, source and status together. The current list returns at most 100 records; to find older records, go to the relevant period in the calendar.

Appointment Statuses

Status	Meaning
Pending	The record has been created and is awaiting confirmation.
Confirmed	The appointment has been confirmed.
Completed	The service or meeting has been marked as completed.
Cancelled	The appointment has been cancelled.
No-show	The customer has been marked as not having attended.

You can change the status from the selection field in the list. Keeping the status up to date makes it easier for your team to distinguish pending and completed work.

Editing or Cancelling an Appointment

By opening an appointment you can edit its date, time, customer information, number of people or note. To keep the record of a cancelled meeting, change its status to Cancelled. Before using the delete action, make sure you have selected the correct record.

Before saving

When changing an appointment's time, extending its duration or re-confirming a cancelled record, check the entire new time slot from the calendar. Do not proceed by relying on the automatic availability check for these actions.

Industry-Appropriate Naming

Some terms on screen change according to your industry. In a hotel you may see names like "Reservation" and "Room / Service", in a restaurant "Table Reservation", and in education "Lesson / Service".

This naming brings the screen closer to your business language. You still need to set the service duration, capacity and working hours according to your own operation.

If an Appointment Does Not Appear

First make sure you are viewing the correct date range. Then check that the service is open for booking, and check the working hours and time zone.

In a request made through the AI, the service, date or time may have been left incomplete. If the request was saved, it may be in Pending status. Review the information in the conversation together with the record in the calendar.