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Practical guides for setting up your AI front desk, managing the working day, and keeping every customer informed.

Start here

Set up the business basics and understand what Resepta connects.

Create your Resepta workspaceSign in with Google and give the workspace your business name.+
  1. 1Open resepta.xyz and choose Start with Google.
  2. 2Use the Google account that should own the business workspace.
  3. 3Enter the business name when Resepta asks for it. You can update the business details later under Business.
Recommended setup orderA short path from a new workspace to the first connected appointment.+
  1. 1Add the services customers can book and the team members who deliver them.
  2. 2Add any customer information fields the voice agent should collect.
  3. 3Ask your Resepta operator to connect scheduling, phone, WhatsApp, or email accounts that your setup needs.
  4. 4Create the voice agent, assign an available line, and make a test call.
  5. 5Review the default confirmation and reminder rules before going live.
Good to know: Resepta can store appointments without an external calendar, but conflict checking requires a connected scheduling account.

Business setup

Tell Resepta what you offer, who can be booked, and what you need to know about customers.

Add services, products and team membersCreate the bookable work that appears in appointments and voice-agent conversations.+
  1. 1Open Business and use Add service. Give each one a clear name and duration.
  2. 2For something you sell rather than book time for — a shampoo, a gift box — set Type to Product. It takes no time on the calendar and gets its own card in Business and its own group on your booking page.
  3. 3Prices are optional. Leave one blank while you decide; a blank price is different from a price of zero.
  4. 4Prices are written without decimals unless you ask for them — the switch sits beside Currency in Business. A price that genuinely has kuruş always shows them.
  5. 5Add your team on the same page, marking the people customers can book.
  6. 6Archive a team member when they should stop appearing in new bookings. Archive before deleting so historic appointments stay understandable.
Choose the customer details Resepta keepsAdd fields such as preferences, notes, or identifiers and decide how they can be filled.+
  1. 1Open Voice agent from the sidebar and choose Contact fields.
  2. 2Create a field with a name, type, and choices where needed.
  3. 3Choose whether staff, the voice agent, or both may fill it.
  4. 4Use the Customers table Columns menu to show the fields that matter for day-to-day work.
Good to know: A field used by a published voice agent keeps its internal key even if you later rename its label. This protects previously collected answers.
Connect scheduling and availabilityUse a connected scheduling account when the agent must check real availability and prevent collisions.+
  1. 1Ask your Resepta operator to connect your scheduling account and event type.
  2. 2Make sure every service duration you offer is allowed by that event type.
  3. 3Disable duplicate attendee emails in the scheduling tool when Resepta owns confirmations and reminders.
  4. 4Test creating, moving, and cancelling one appointment before opening the phone line to customers.
Good to know: Without a connected scheduling account, manual and phone-created appointments still appear in Resepta, but double-booking protection is not available.

Voice agent

Create the receptionist, shape the conversation, and review every call result.

Create or connect a voice agentStart with a new Resepta receptionist or connect one that already exists.+
  1. 1Open Voice agent and choose Add agent.
  2. 2Choose Create new, then select a name, language, and voice. Connect existing is available when an agent is already prepared for the business.
  3. 3Assign an available phone line if one has been provisioned for the workspace.
  4. 4Wait for setup to finish, then open the agent by selecting its name.
Good to know: Resepta can assign an available line, but phone-number purchasing and regulatory setup are completed outside the app.
Edit instructions, opening line, and voiceControl how the receptionist sounds and what it should do during a call.+
  1. 1Open Voice agent, then select the agent name.
  2. 2Write the business instructions and the opening line in the order a real receptionist would use them.
  3. 3Insert customer or business variables with @ where the conversation needs them.
  4. 4Choose the voice and save once. Resepta publishes the voice and script together.
Collect information during callsUse variables to pass known context in, confirm details live, and save new answers.+
  1. 1Open the agent and find Variables.
  2. 2Add the customer field the agent needs and describe the exact information to collect.
  3. 3Choose whether it is known before the call, confirmed during the call, recovered after the call, and where it should be stored.
  4. 4Save the agent so the updated variables and instructions become live together.
Good to know: Caller-confirmed information wins. After-call analysis fills missing information instead of overwriting a value the customer confirmed live.
Review calls and fix missing resultsRead the recording, summary, transcript, collected values, and end reason in one place.+
  1. 1Open Voice agent and switch to Calls.
  2. 2Open a call to see its recording, summary, collected values, transcript, and why it ended.
  3. 3Open the same call from the customer activity history when you need the surrounding context.
  4. 4If Resepta reports that call results are not arriving, open the agent and choose Fix, then place another test call.

Appointments and customers

Keep the working day and each customer’s history in one shared record.

Create and manage appointmentsAdd walk-ins or phone bookings and work from day, week, month, year, or list views.+
  1. 1Open Calendar and choose the view that matches the work you are doing.
  2. 2Select an empty time or use the new-appointment action to add a booking manually.
  3. 3Choose the customer, service, team member, date, and duration.
  4. 4Move, resize, complete, cancel, or mark the appointment as a no-show as the day changes.
Share your online booking pageOne link customers open to pick what they want, choose a time, and book themselves in.+
  1. 1Open Business and switch Taking bookings on. The link appears beside the switch with a Copy button — put it in your Instagram bio, your WhatsApp profile, or on a card.
  2. 2The address comes from your business name, so renaming the business renames the link. The old one stops opening, so update it wherever you have shared it.
  3. 3Customers can choose more than one thing at once. A haircut and a beard trim arrive as one appointment on your calendar, with the times added together.
  4. 4Anything you sell without booking time for it — a shampoo, a gift box — appears under Products, with a quantity picker instead of a duration.
  5. 5Set your opening hours first. Without them the page tells customers to call you instead of showing times it cannot honestly offer.
  6. 6Customers can leave a note when they book. It lands on their customer record, so you read it in the same place as everything else about them.
Good to know: The page shows the times that are genuinely free, using your opening hours and how many people are on the roster. Bookings need at least an hour's notice.
Work with customer recordsSee contact details, appointments, messages, calls, and custom information together.+
  1. 1Open Customers and search by name, phone number, email, or a visible custom field.
  2. 2Use Columns to keep the table focused on the information your team uses most.
  3. 3Open a customer to review appointments, calls, WhatsApp, email, and notes in context.
  4. 4Keep phone numbers and email addresses unique so new messages land on the correct person.

Messages and reminders

Confirm bookings, remind customers, follow up, and keep replies in the Inbox.

Set confirmation and reminder rulesChoose when each message runs, which channel it uses, and what it says.+
  1. 1Open Messages. New workspaces begin with a confirmation and one 24-hour reminder.
  2. 2Add or open a rule, then choose its timing and WhatsApp, email, or both.
  3. 3Edit the wording and use the preview to check customer details and appointment tokens.
  4. 4Pause a rule when it should stop sending without deleting its setup.
Understand WhatsApp templates and languagesBusiness-initiated WhatsApp messages use approved templates in the customer’s language.+
  1. 1Connect the business WhatsApp account with your Resepta operator.
  2. 2Register and approve the templates used for confirmations, reminders, cancellations, and campaigns.
  3. 3Keep a matching template for every customer language you serve.
  4. 4Check failed messages in the customer conversation when a template is missing or rejected.
Good to know: Resepta does not send a template in the wrong language as a fallback. A missing language fails visibly so the customer never receives misleading copy.
Use the Inbox and campaignsContinue customer conversations and send approved outreach without losing the customer record.+
  1. 1Open Inbox to see every conversation, newest first — each row shows the channel it happened on and the last thing that was said.
  2. 2A red ✕ on a row means that message could not be sent. Open the conversation to see why and send it again.
  3. 3On a call, an arrow says which way it went: up and to the right means you called them, down and to the left means they called you.
  4. 4Click a conversation to open that customer's record, with the thread already on the channel their last message came in on.
  5. 5Reply from the connected channel and use the attention marker to find conversations that still need someone.
  6. 6Open Automations when a WhatsApp number is connected — campaigns live at the foot of that page — and choose an approved template for outreach.
  7. 7Review send outcomes on the customer timeline instead of treating the campaign as a separate list.

Troubleshooting

The fastest checks for the issues that can interrupt a booking or message.

Common problems and first checksA compact checklist for availability, calls, messages, and sign-in.+
  1. 1Double booking: confirm that scheduling is connected and the service duration exists in the external event type.
  2. 2No call result: open the voice agent, check its result health, choose Fix if offered, and place a fresh test call.
  3. 3WhatsApp failed: open the customer conversation and check that the exact language template is approved.
  4. 4Email failed: confirm the customer has an email address and ask your operator to verify the workspace email connection.
  5. 5Cannot sign in: use the Google account that belongs to the workspace. Resepta does not use password-based accounts.