Using AI in Varisett Bookings

1. What it does, and what it never does

The AI does small, specific jobs inside Bookings: drafting the rota, offering a cancelled time to the waiting list, writing a payment reminder, briefing you on a client before a visit, a summary of your week, and more. It's included in every plan at no extra cost.

It never makes clinical or professional judgements, sets prices or refunds, or deletes anything. The rota and staff leave always wait for a person, whatever you choose. Payment reminders and other messages are only sent by the AI itself if you choose that for that job.

Everything can still be done by hand, exactly as before.

2. Choose how much it does

1. Setup → Business settings → AI: how much.
2. Software: no AI. Everything is done by people, as today.
3. AI Integration: AI drafts and suggests. You choose, job by job, where a person checks it.
4. AI Automated: AI runs every job as far as it's allowed, within your limits. Locked check-ins stay with a person.
5. Press Save AI settings.

Good to know: If you chose "Drafts for me to check" when you ordered, you're on AI Integration, and every job starts with a person checking it.

3. Set each job

On AI Integration, AI: each job lists every job, who checks it, and its level. A job only offers the levels it's allowed:

1. Off: the job doesn't run.
2. Assist (flags and suggests): it shows you a note or a suggestion. Nothing changes until you act.
3. Draft (a person approves each): it prepares the work, and nothing is sent or changed until someone approves it.
4. Auto with review (acts, can be undone): it does the job and tells you, and you can undo it for a while afterwards.
5. Auto (acts, logged): it does the job and records it in the AI log.

Good to know: "Always a person" next to a job means it can never go beyond Draft. For jobs that act on their own, "Act on its own only if at least (%) sure" makes anything it's less sure of wait for a person instead.

4. Your limits

1. Monthly AI limit (£): your plan includes a monthly AI allowance, shown here. At the limit the AI stops until next month, and everything carries on by hand.
2. Undo offered for (minutes): how long you can undo anything done on Auto with review.
3. Waiting list: people offered each freed time, Recalls: messages each time, and Payment reminders: days between for one invoice keep the messages it sends in check.
4. Email me at 7am when something is waiting for me to check: one email a day, only when there's something to look at. It says how many, not what.

5. Where the AI shows up

Each page has an AI box with buttons for its jobs. A button only appears when that job is switched on.

1. Today: Book from a message, Ask a question, Who might not turn up, Who's due back, This week in brief, and For you to check.
2. An appointment: Ask them to confirm, Offer this time to the waiting list, and Tidy my notes.
3. A client's page: Brief me on this client, and Book from a message.
4. Rota: Draft the rota for the week shown. Leave: what a request affects. Attendance: Check this week's clock-ins.
5. Invoices: Check the last 30 days' invoicing, and on an unpaid invoice, Write a payment reminder.

Good to know: Some jobs also start by themselves, at the level you set. When something happens: a cancelled appointment is offered to the waiting list, a leave request is checked, and an overdue invoice gets a reminder. Every morning from 7am: who might not turn up, with a confirmation message for each. Monday mornings: the weekly summary, who's due back, last week's invoicing and clock-ins, and next week's rota.

6. Check, change or turn down a draft

1. Today → For you to check lists everything waiting. The same item also shows on its own page.
2. Waiting for you: press Approve to send or save it as it is, or Turn down.
3. To change the wording first, press Edit wording, change it, then press Approve with my changes. Under each box, Improve: Friendlier, More professional or Shorter rewrites it for you.
4. A Suggestion is a note to read. Press Seen when you've read it.
5. Done with an Undo button: the AI acted, and you can still undo it.
6. Details shows what it produced.

7. The AI log and letting it do more

The AI log (a link on Today and on Business settings) shows everything the AI did, at what level, what happened, who decided, and what it cost, month by month. Anything still in its undo time can be undone there too.

When you've approved a job's drafts many times without changing them, Today asks whether to let the AI do it itself. Yes, let it moves that job to Auto with review, so it acts and you can still undo it. Not now asks again in 30 days. Change it any time in settings.

8. Clinics, salons and studios: clients' records stay off

The AI features are designed so that they don't process clients' health records. If your kind of business is Health & wellbeing, Hair & beauty or Studios & training, or your services look like treatments (massage, aesthetics, physio and so on), every AI job that reads clients' records is off and can't be switched on. That means booking from a message, the waiting list, no-show risk, confirmations and recalls, client briefs, notes, invoice checks, payment reminders, rewording a message and asking questions. Business settings shows each one as off, and why.

You can still use AI for the rota, leave, attendance checks and the weekly summary.

9. What's sent to the AI

Only what each job needs, for example a client's first name, the invoice number and the amount for a payment reminder. It's sent to our AI provider, which doesn't use it to train its models. Everything the AI did is kept in your own records, in the AI log.

Have an idea, or something not right? Suggest a change in the menu goes straight to us, and we reply within 2 working days.