AI agent
Booking agent
Online booking that follows your hours, your services and your rules, and never books two people into one slot.
Overview
How it works
The booking agent lets customers pick a time for a service on your website, through your AI assistant, or from a link in an email. It works out open times from your business hours, each service's length, the buffer you need between jobs and your time zone. It skips your closed dates and respects your minimum notice.
You decide how each service is booked. Some services confirm instantly. Others come in as requests that you approve or decline. Some services take no booking at all, and the customer's details still land in your lead inbox. Every message the customer gets says clearly whether their time is requested or confirmed.
Behind the scenes, every booking is checked against every other booking in one protected step. Two customers who click the same slot at the same moment never both get it. Customers can reschedule or cancel from a secure link, and your team sees each change as it happens.
What it looks like
A typical walkthrough
For example, here's how a week looks for a landscaping company that offers yard consultations and spring cleanups.
A customer picks a time on the website
A homeowner opens the booking page on Sunday night and chooses a yard consultation. They see only the times that fit your hours, the 60 minutes the visit takes and the 30-minute buffer you set for travel.
They get a clear answer right away
Consultations are set to confirm instantly, so the customer gets an email that says "confirmed" with the date, the local time and your phone number. It also includes links to reschedule or cancel.
A larger job comes in as a request
Another customer asks for a full spring cleanup. You've set cleanups to request mode, so the customer is told their time is requested and not confirmed yet. The slot is held so nobody else can take it while you decide.
You approve it from the dashboard
Monday morning you open the dashboard, see the request and press Approve. The system checks the slot again, confirms it and emails the customer that their cleanup is confirmed.
Reminders go out on their own
The day before and two hours before each confirmed visit, the customer gets a reminder. Texts go only to customers who agreed to receive them.
A customer moves their appointment
One customer clicks Reschedule in their reminder and picks Thursday instead. The old time opens up, the reminders move with the booking, and your team gets an alert marked "by customer".
Under the hood
How our system does it
Availability from your business profile
Open times come from your weekly hours, closed dates, each service's duration and buffer, your minimum notice and how far ahead customers can book. All of it lives in your business profile, so changing your hours changes your availability everywhere at once.
Time zones and daylight saving handled correctly
Every slot is calculated in your business's time zone. When the clocks change, your 8:00 opening stays 8:00 local time. The hour skipped in spring produces no slots, and the repeated hour in autumn is never counted twice.
Double-booking protection at the database level
Each new booking is checked for overlaps and saved in a single locked step. If two people try for the same slot at the same moment, one gets it and the other is told the time is no longer open. Requested and confirmed bookings both hold their slot, buffer included.
Requests and confirmations are never blurred
Each service has a booking mode: confirm instantly, take a request, or capture the lead only. If a service is set to confirm but instant confirmation is turned off for your business, it falls back to a request. The customer is always told which one they have.
Safe retries
Every booking submission carries a one-time key. If a customer's connection drops and the form sends twice, they get the original booking back and nothing is duplicated. Approving an already confirmed booking or cancelling an already cancelled one changes nothing.
Signed self-service links
Reschedule and cancel links carry a signed token tied to your business, that booking and its start time. A link that's been edited, or one meant for something else, is refused. Links stop working at your cutoff, and old links stop working after a reschedule.
Every change recorded
Requests, confirmations, declines, reschedules and cancellations are each recorded with who made them, customer or staff. A confirmed booking moves the lead to "booked" in your lead inbox, which also stops any follow-up messages.
Works with
What it does
What it does
Shows only real open times
Customers see slots that fit your hours, service lengths, buffers, closed dates and minimum notice.
Confirms or requests, per service
You choose instant confirmation, approval first, or no booking for each service you offer.
Holds requested slots
A pending request keeps its time reserved until you approve or decline it.
Lets you approve, decline, reschedule or cancel
Every booking action is one step from the dashboard, and the customer is told the result.
Prevents double booking
Overlapping bookings are refused, even when two customers book at the same moment.
Sends reminders that follow the booking
Reminders move when a booking moves and disappear when it's cancelled.
Gives customers self-service links
Customers reschedule or cancel from a secure link up to the cutoff you set.
Captures the lead every time
Every booking or request creates or updates the customer's record in your lead inbox.
What it can do for you
Why it helps
Fewer back-and-forth messages
Customers pick a time that already fits your schedule, so you spend less time trading emails about availability.
Bookings outside business hours
Customers can book or request a time at night and on weekends, when you're not at the phone.
A calendar you can trust
Buffers and overlap checks keep your day realistic, with travel time built in.
Control over the bigger jobs
Request mode lets you review larger or unusual jobs before anything is confirmed.
Fewer forgotten appointments
Automatic reminders give customers a clear nudge and an easy way to reschedule instead of not showing up.
What you control
Your rules, your approvals
- Your weekly hours, closed dates and time zone
- Each service's duration, buffer and booking mode
- Minimum notice and how far ahead customers can book
- Whether instant confirmation is allowed at all
- Reminder timing and channels
- Whether customers can reschedule or cancel themselves, and the cutoff
Who it's for
Is this a good fit?
- Service businesses that book visits, consultations or appointments
- Owners who want some services confirmed instantly and others approved first
- Teams that lose time to scheduling calls and email threads
- Probably not the right fit if you schedule multiple crews or rooms side by side, since the booking agent manages one calendar per business
How we work
From first conversation to live
Discovery
We talk through your services, how long each takes, the travel time you need, and which jobs you want to approve yourself.
Setup on your business profile
We enter your hours, closed dates, services, buffers and booking rules into your business profile, and connect booking to your website and lead inbox.
Test in safe mode
We run test bookings through every path, including requests, approvals, reschedules and cancellations. Messages are recorded but not sent, so you can review them first.
Go live
Once you've approved the messages and rules, we switch on live sending and add the booking form or widget to your site.
Ongoing review
We check failures, booking patterns and customer changes with you, and adjust hours, buffers and rules as your business changes.
Scope
What's included, and what isn't
Exactly what's included is confirmed in writing for each project.
Included
- Availability rules set up from your business profile
- Booking form or widget for your website
- Request and confirmed booking modes per service
- Approve, decline, reschedule and cancel from the dashboard
- Confirmation emails and automatic reminders
- Signed customer self-service links
- Safe-mode testing before go-live
- Connection to your lead inbox and dashboard
Not included
- Scheduling for multiple crews, rooms or resources at the same time
- Taking payments or deposits at booking
- Text messages to customers who haven't agreed to receive them
- Changes to your website beyond adding the booking form or widget
What you'll provide
- Your list of bookable services with durations and the buffer you need
- Your weekly hours, closed dates and time zone
- Which services you want to approve before confirming
- Your preferred reminder timing
- Approval of the confirmation and reminder wording
Safeguards
Controls built in
- Overlap check and save happen in one locked step, so a slot is never given out twice
- Every customer message says "requested" or "confirmed" in plain words
- A booking is reported as confirmed only after the system has saved it
- Self-service links are signed, tied to one booking and expire at your cutoff
- Repeated or replayed submissions return the original result and change nothing
- Reminder texts go only to customers who agreed to texts, outside quiet hours
FAQ
Questions owners ask
Can I approve some bookings and let others confirm automatically?
Yes. Each service has its own booking mode. A quick consultation can confirm instantly while a larger job comes in as a request you approve or decline from the dashboard.
What happens if two customers pick the same time?
Only one of them gets it. The booking agent checks for overlaps and saves the booking in a single locked step, so the second customer is told the time is no longer open and shown other times.
How does it handle daylight saving time?
Every time is calculated in your business's time zone. Your opening time stays the same local time when the clocks change, and the skipped or repeated hour is handled without gaps or double counting.
Can customers change their own appointments?
Yes. Confirmation and reminder emails include secure reschedule and cancel links. They work up to the cutoff you choose, and after that the page tells the customer how to reach you. You can turn self-service off entirely.
Does a pending request block the slot?
Yes. A requested booking holds its time, buffer included, until you approve or decline it. That way you never confirm a job only to find someone else booked the same time.
How much does it cost?
Scope and price depend on your services and setup. We confirm both in writing after a short conversation. Email sales@vyybe.co or call (425) 428-8363 to start.
Put Booking agent to work
Tell us what you need. We reply with a few questions, and scope and price are confirmed in writing before any work starts.