AI appointment booking
Booking that runs your whole team's calendar, not just one diary.
Ah Va takes bookings from calls, WhatsApp and your website into real team calendars: round robin across staff, group classes with seat limits, and sessions where everyone must be free. She confirms, reminds, recovers no-shows, and never double-books anyone.
How the booking works
One booking engine behind every channel.
She checks everyone's real availability
Before Ah Va offers a slot she reads the live calendars of everyone involved, not just one diary. If your consultant is in another meeting, or an invited team member has a clash, that slot is simply never offered. Google Calendar and Outlook sync two ways.
She books from calls, WhatsApp and your website
Whether the customer phones, messages your WhatsApp, or uses the booking page embedded on your own site, it is one booking engine underneath. Same rules, same calendars, same confirmations, no matter where the booking starts.
She confirms, reminds and recovers no-shows
Every booking gets an instant confirmation, reminders before the slot, and a win-back message if someone does not turn up. Customers reschedule or cancel through a self-serve link and the calendar updates itself.
Your calendar stays protected, not just full
Buffers keep breathing room around every appointment, a minimum gap stops back-to-back pile-ups, and daily caps stop any one day from overloading. She fills your calendar the way a careful human would.
Team calendars
Four kinds of calendar, one assistant running them.
Each calendar gets its own link, hours, buffers and questions. Ah Va books into the right one whether the customer called, messaged, or clicked.
One-to-one
The classic: one customer, one slot, straight into your calendar. Every plan includes this.
Round robin
Enquiries rotate across your team automatically, and only members who are actually free get assigned. New bookings go to the next available person, fairly.
Group classes
One session, many seats. Set the capacity and Ah Va fills the class until it is full, then offers the next session instead.
Team sessions
Everyone required must be free before the slot is offered. She checks each person's calendar, so a strategy call never lands while one of you is elsewhere.
One-to-one calendars are on every plan. Round robin, group classes and team sessions are included from Growth. See what each plan includes.
Example booking
From enquiry to confirmed slot, hands-free.
Your team does nothing. The booking is on the right person's calendar and the reminder is already set.
Over WhatsApp, while you're with a customer
Customer
Hi, can I book a session next week? Prefer Tuesday.
Ah Va
Sure! Next Tuesday I have 11am or 4pm open. Which works for you?
Customer
4pm please.
Ah Va
Booked for Tuesday 4pm with Sarah, and it's on her calendar. I'll send a reminder the day before. If you need to change it, just tap the link in the confirmation.
Illustrative example. Ah Va books using your real availability, calendars and rules.
The controls
Scheduling that fills your calendar and protects it.
Per-calendar booking hours, separate from your opening hours
Buffer time before and after every appointment, plus a protected minimum gap
Daily booking caps per calendar
Up to 12 qualifying questions on the booking page, answers attached to the booking
Send customers to your own thank-you page after they book
A booking page you can embed on your own website with one line
Booking alerts to the right team members by push, email or WhatsApp, including a team group
Self-serve reschedule and cancel links that keep calendars and reminders in sync
Appointment booking FAQ
Common questions.
What is an AI scheduling assistant?
An AI scheduling assistant books and manages appointments for you automatically. Ah Va talks to customers on the phone or WhatsApp, checks the right calendars, books the slot, confirms it and sends reminders, without anyone on your team lifting a finger.
Does it handle team scheduling, or just one calendar?
Real team scheduling. You can create round-robin calendars that rotate enquiries across staff, group classes with seat capacity, and team sessions where everyone required must be free. Each calendar gets its own link, hours, buffers and booking questions.
How does it avoid double-bookings?
Ah Va reads live availability for everyone involved before a slot is ever offered, then re-checks at the moment of booking in case something changed. She also keeps a minimum clear gap around every appointment, so bookings never land back-to-back against another commitment.
Can I put the booking page on my own website?
Yes. Each calendar has its own booking page and link, and you can embed it on your own site with a single line. It can pre-fill the customer's details, ask your qualifying questions, and send them to your own confirmation page afterwards.
Which calendars does it connect to?
Two-way sync with Google Calendar and Outlook, and she can write into your clinic, salon or studio software on request. Bookings made anywhere show up everywhere, and calendar events invite the right team members automatically.
How does it reduce no-shows?
Every booking triggers reminders by WhatsApp before the slot, customers can reschedule with one tap instead of simply not turning up, and genuine no-shows get an automatic win-back message to rebook. That combination is what brings no-show rates down.
Ah Va takes the booking on your phone answering service, over WhatsApp, and your team follows every conversation in the shared WhatsApp inbox. See pricing.
Get started
Put your appointment booking on autopilot.
Sign up and Ah Va starts booking into your calendars in about an hour, with free minutes to test. No more diary tetris, no more no-shows you could have prevented.