One booking system.
Every channel.
Customers book by phone, in your website chat, on your booking page or on your Aiva Chat website. Every booking follows the same rules and lands in the same book, so nothing gets double-booked.
- Phone calls
- Website chat
- Booking page
- Your website
Plans from $49/mo14-day free trialno card
Services & hours
Your rules, applied the same way everywhere.
Set your services and hours once. The phone agent, website chat and booking page all check the same rules before they offer a time.
Every channel books without a calendar, on your hours and Aiva Chat’s own appointment book. Connect Google Calendar and its busy times are checked too. Website text chat can book straight into Aiva Chat’s own calendar without one. Bookings your team adds in the dashboard can override a clash; you just get a warning.
Staff, rooms & resources
Book the right person and the right room.
Attach staff and rooms to a service, and Aiva Chat only offers times when everything it needs is free.
Staff, rooms, vehicles, equipment
Each one has its own hours, time zone, daily limit, colour and time off.
Two at once when two are free
A service can need up to three resources, for example any therapist plus any room. If two therapists are free at 10:00, two customers can both book 10:00.
Pick a person, or let it pick
When a service allows it, customers can choose who they see, and the AI can book a named staff member on request. Otherwise Aiva Chat picks the free person with the fewest bookings that day.
Approval & payments
Approvals, deposits and a clear policy.
Decide which bookings need your OK, take deposits up front, and let the cancellation policy handle refunds.
Approve bookings first
Turn on approval for any service. A request holds the time until you accept or decline it in the dashboard, and the AI tells the customer it is a request, not a confirmed booking.
- Requests expire after 24 hours by default
- Choose anywhere from 2 hours to 6 days
Deposits in your own Stripe
Deposits are paid through Stripe Checkout in your own Stripe account, with your own key. For services that need approval, the card is only charged when you accept.
- Fixed amount, percentage, or per place for classes
- Taken on your booking page and website
Prices that follow the calendar
Set different prices by weekday or season, discounts for longer stays and a price per rental item. One sales tax can be added on top or included.
A cancellation policy that runs itself
Free cancellation until a set number of hours before. Cancel in time and the refund goes out automatically; late cancellations and no-shows keep the deposit.
- Full or partial refunds from the dashboard
- Mark bookings paid by cash, card, bank or other
Booking types
More than one-to-one appointments.
Group classes, rentals, repeat visits and more, all in the same book and under the same rules.
Classes with seats
Run a weekly timetable of group sessions with a set number of places each. Customers book up to 20 places at once and pay per person.
Multi-day rentals
Rent by the day or night with pick-up and return times, up to 90 days. Add turnaround time, track numbered items and send a return reminder.
Repeating bookings
Weekly, every 2 or 4 weeks, or monthly. Change just one visit, this one and the ones after, or the whole series.
A waitlist that fills gaps
When a time frees up, it is offered to the first 1, 3 or 5 people on the list for 1, 2 or 4 hours. The first to confirm gets it. Off by default; not for classes or rentals.
Packages and memberships
Sell credit packs and monthly or yearly memberships online through your own Stripe, or in person. Customers book with a pass link or code. Passes aren't sold by the AI.
Several locations
Run up to 50 locations, each with its own hours. A phone number can be tied to one location, so callers book the right place.
Online appointments
In person, by video or by phone.
Set how each service happens. Video bookings carry their link everywhere the customer looks.
Meeting links made automatically on a connected Google or Microsoft calendar (Google Meet or Teams) are coming. Today a video booking uses the link you or your staff member set. Rentals are always in person, and phone appointments need the customer’s number.
Calendar & setup
A calendar your team can work from.
See every booking by month, week or day. Set up with a short checklist, in your business's own words.
Every booking in one view
Bookings from calls, chat, text, your booking page and your team land on one calendar, with a summary of what’s waiting for you, today, this week and no-shows this month.
- Month, week and day views, an Agenda list and a Table
- Filters for status, assistant, location and team member or resource
- Click an empty time to book it, or drag a booking to a new time
- Add time off for a team member straight from the calendar
- Accept or decline requests that need your OK
- Export what you see as a CSV or calendar (.ics) file
A five-step setup checklist
Booking setup opens on a checklist that ticks itself off as you go: a service, opening hours, a booking page, your calendar (optional) and reminders. Then it suggests next steps such as your team, locations, deposits and the waitlist.
Your kind of business, your words
Say what kind of business you are, from 16 kinds or Other, and change any word you like. Screens use your words, you can add typical services in one click, your booking page asks “Choose your dentist”, and the AI is told to use the same words. Every feature stays on for every kind.
“Choose your …” appears in all six booking-page languages for most built-in kinds; a word you type yourself shows in English. Confirmations and reminders still say “appointment”.
Reminders & self-service
Fewer no-shows, fewer calls to move a time.
Aiva Chat reminds customers by text and email, and gives them a link to sort out changes themselves.
Reminder texts go from your own Twilio number. US and Canadian numbers need approved A2P 10DLC registration. Customers who only gave a number in website chat get email reminders, not texts.
For your team
Your staff always know what's next.
Staff get emails, a private schedule page and a calendar feed, even without a login of their own.
Staff hear about every change
Staff get an email when they are booked, or when a booking is moved or cancelled.
A private schedule page
Each person gets a private page with their next 14 days, plus a calendar feed they can add to Google, Apple or Outlook calendar apps.
A 7 AM summary
Optionally, each staff member gets a list of the day’s bookings by email every morning at 7 AM.
Reports & events
Know your numbers. Connect your systems.
Booking pages and messages work in English, Spanish, Hindi, Gujarati, Polish and German.
See what is working
Booking reports in the dashboard, broken down the way you run the business.
- Show-up rate and repeat bookings
- By source, service, staff and location
- Busiest hours and how full classes are
- Money collected, still to collect, refunded and tax
- Waitlist fills, passes and members
Send booking events anywhere
Signed webhooks tell your own systems, or any tool that accepts a webhook URL, when something happens. Workflow rules can also run on bookings and filter by location.
- Booked, rescheduled, cancelled, completed
- Confirmed, no-show, requested, accepted, declined, expired
- Paid, refunded, repeating series booked
- Class sessions cancelled, waitlist and pass events
On every plan
Every booking feature, on every plan.
Plans differ only by the number of assistants, phone numbers, team members, simultaneous calls and campaigns. Staff, classes, deposits, reminders and reports are included from Starter up.
What’s not included yet, so you know before you start.
Phone calls answered by the AI, voice and text chat in your website widget, your public booking page, the "Book online" section and /book page on your Aiva Chat website (paid plans, not the trial), text messages to your number once Booking by text is on, and your team in the dashboard. They all use the same rules and the same book.
No. Without one, every channel (calls, website voice and chat, texts and your booking page) books into Aiva Chat’s own calendar, using your opening hours and the appointments already there. Connect Google Calendar if you also keep appointments there: its busy times are then checked on every channel, and bookings are written back to it.
Yes, when the service uses staff or rooms and two of them are free. A service can need up to three resources, such as any therapist plus any room. Services with no staff or rooms attached still take one booking per time.
Yes, if you allow it on that service. Customers can pick a person on the booking page, and the AI can book a named staff member when asked. Otherwise Aiva Chat picks the free person with the fewest bookings that day.
Deposits are paid through Stripe Checkout in your own Stripe account, on your booking page and website. Your cancellation policy refunds automatically when someone cancels in time, and you can give full or partial refunds from the dashboard. The AI and dashboard don’t take deposits.
Yes. Text and email reminders are on by default, up to two per booking at 24 hours, 2 hours or 1 hour before. Customers can reply "C" to confirm or use their own link to confirm, move or cancel. Texts go from your own Twilio number and respect quiet hours.
Yes, once you turn on Booking by text for an assistant (it’s off by default). Customers text your number and the AI books, moves or cancels their appointment in the thread, using the same rules as calls and website chat, and replies with their own link. Services that take a deposit get your booking page link instead. Your team can take over any conversation, and a reply from the inbox pauses the AI on it. Reminders then invite a reply to change or cancel; replying "C" still confirms.
Yes. Invite people as Admin, Staff or Viewer, and each signs in with their own password. Staff can run the calendar, waitlist and refunds but not change your booking setup, and you can limit a staff member to their own bookings. Viewers can only look. Billing and your keys stay with the owner. The number of team members depends on your plan.
No. Every booking feature is on every plan, including staff and rooms, classes, rentals, deposits, waitlists, packages, reminders and reports. Plans differ only by assistants, phone numbers, team members, simultaneous calls and campaigns.
Get started
Let customers book however they reach you.
Set up your services and hours, then switch on phone, chat and your booking page. Or call our demo line, +1 (970) 972-0974, to hear the assistant first.