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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 app.resepta.xyz and choose Continue 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. 2Set your opening hours and mark the team members who take appointments as Available.
  3. 3Add any customer information fields the voice agent should collect.
  4. 4Ask your Resepta operator to connect the phone line, WhatsApp number or email your setup needs.
  5. 5Create the voice agent, assign an available line, and make a test call.
  6. 6Review the default confirmation and reminder rules before going live.
Good to know: Bookings from your booking page, the phone agent and the WhatsApp assistant are checked against your opening hours and the number of team members marked Available, so set both before customers start booking.

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, such as a shampoo or 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 Business 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.
How double bookings are preventedWhat Resepta checks before a booking is made, and where you still need to look yourself.+
  1. 1Set your opening hours in Business, on the Hours tab, under Days you're open. Without them your booking page asks customers to call or message you instead, and the assistants can book any time of day.
  2. 2Add lunch breaks, holidays and other closed times in Calendar: select the time, then choose Blocked time.
  3. 3Mark each team member who takes appointments as Available in Business, on the Team tab. Resepta counts them: with two people available, two appointments can overlap, and a third at the same time is refused.
  4. 4Every booking made on your booking page, by the phone agent or by the WhatsApp assistant is checked against your opening hours, your blocked times, how many team members are available, and the customer's other appointments. Moves made by the assistants, or by the customer from their appointment link, are checked the same way.
  5. 5When a time is taken, the phone agent and the WhatsApp assistant offer the nearest free times instead.
  6. 6Appointments your team adds or moves in the calendar are checked the same way, and against the team member picked. The booking sheet says whether the time is free as you pick it. If it is not, Resepta asks before booking it anyway, and dragging a booking onto a taken time asks too.
Good to know: Bookings from your booking page and the assistants are not given to a named team member. Decide who takes each one when you plan the day.

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.
Open each call with the right first sentenceSay something different to a first-time caller, someone you spoke to last week and someone you could not reach.+
  1. 1Open the agent and put Opener in the opening line with @, where the changing part should be said.
  2. 2Fill the four sentences under it: when you have not spoken before, when you have spoken before, when you tried but did not speak, and when they call you.
  3. 3Use When in a sentence to say how long ago, for example "we spoke yesterday" or "I tried you on Tuesday".
  4. 4Save. The next call uses the new sentences; no new version is needed.
Good to know: A call only counts as spoken when the customer really talked to the agent. A missed call, voicemail or hang-up counts as a try.
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. The panel on the left jumps to any date and shows or hides each team member and service. The menu button above it folds the panel away.
  2. 2Select an empty time to add a booking. In Day view each team member has a column, and a time selected in someone's column books them.
  3. 3Choose the customer, service, team member, date, and start and end times.
  4. 4Each team member's bookings wear their own color. To change it, open Business, go to the Team tab and select the dot before their name.
  5. 5Move, resize, complete, cancel, or mark the appointment as a no-show as the day changes.
  6. 6An appointment whose start time has already passed, such as yesterday's walk-in, is kept as a record. The customer gets no confirmation for it, and cancelling it later sends no cancellation notice.
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, such as a shampoo or 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.
  7. 7Customers pick a day from a month where every day with a free time is filled in, then a time from that day's list. Someone abroad can switch the time zone to read the times on their own clock; the appointment is the same either way.
  8. 8Your address from Business shows beside the time, on the confirmation and on the customer's appointment page.
  9. 9To link your own terms and privacy pages, fill in Terms and privacy under the booking switch. The page then says, above the Book button, that booking agrees to them.
  10. 10To show the page on your own website, select the code button beside Copy and paste what it copies into your website where the calendar should go. It opens in your website's language when that is Turkish, English or German.
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 your minimum notice, set under Business: an hour unless you change it.
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.
Delete a customerErase a customer and everything held on them, for example when they ask you to under KVKK.+
  1. 1Open their record, choose ⋯ at the top right of the record, then Delete customer. Only the business owner sees this.
  2. 2The confirmation lists what goes with them: appointments, messages, calls, notes and assistant replies. Choose Delete permanently to erase it all.
  3. 3Their record leaves every list and search at once, and anything still waiting to be sent to them is cancelled. Nothing is sent to the customer about it.
Good to know: Deleting cannot be undone. Copies kept by the phone, WhatsApp and email services are not touched.
When a customer asks not to be called by the AIStop AI calls to one customer and keep their reminders and messages going.+
  1. 1Turn on No AI calls at the bottom of their record. Bulk call runs skip them, and their reminders and messages keep going.
  2. 2A phone agent with its latest update turns No AI calls on by itself when a caller asks for it on a call. Only someone on your team can turn it off.
  3. 3To call a customer who asked for no AI calls, use Place call on their record and choose Call anyway. Do that only when they agreed to the call.
When a caller asks to be called backThe phone agent calls a customer back once, at the time they asked for on a call.+
  1. 1When a customer on a call asks to be called back at a day and time, an agent with its latest update notes the time. Nothing is booked for a vague "call me later".
  2. 2The customer's record shows the callback as Queued at the top of the Calls tab: when it rings, which agent rings, and the call it was asked on.
  3. 3It rings once, during your opening hours. A time when you are closed moves to your next open hour, and the card says so. Customers with No AI calls are never called back. Unsubscribe does not stop it, because they asked for this call.
  4. 4If you talk to them before then, or call them yourself, the callback is cancelled. Press Cancel on the card to stop it by hand.
  5. 5The call they asked on reads "Asked to be called back", and the callback's own call says it was the callback they asked for.
Call a list of customersLet the phone agent call the customers you tick, one at a time, while you are open.+
  1. 1In Customers, tick the people to call, choose Call, pick the agent and confirm. Customers who unsubscribed or asked for No AI calls are left out.
  2. 2Calls ring one at a time and only during your opening hours, with your blocked time left out. A list started after closing waits and begins when you open. Without opening hours, calls ring during your message sending hours, 09:00 to 21:00 unless they were changed.
  3. 3When a customer's turn comes, they are skipped if they already have an appointment coming up or have already had a call with you that day.
  4. 4If no phone line is free at that moment, the customer goes back in line and is tried again a few minutes later. They are not counted as called.
  5. 5Open the Bulk tab in Customers to follow a list. Each person shows what happened: how long you talked, voicemail, busy, declined, no answer, refused by the network, or why they were skipped. Pause or stop the list there.
When a customer unsubscribesOne switch takes a customer out of your campaigns, bulk messages and calls, and win-backs.+
  1. 1Campaign, bulk and win-back emails end with an unsubscribe link. When a customer uses it, Unsubscribe turns on at the bottom of their record.
  2. 2From then on your campaigns, bulk messages, bulk calls and win-backs leave them out, on WhatsApp and by email alike.
  3. 3Confirmations, reminders, follow-ups and the messages you write to them yourself keep going.
  4. 4If a customer asks you to stop sending offers, turn on Unsubscribe yourself. Turn it off only if they ask to hear from you again; Resepta asks you to confirm.

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 Automations. A new business starts with five messages switched on: a confirmation when an appointment is booked, reminders 24 hours and 2 hours before it, a cancellation notice, and a win-back message 14 days after a no-show.
  2. 2An away reply for messages that arrive while you are closed is there too, switched off until you turn it on.
  3. 3Add or open a rule, then choose its timing and WhatsApp, email, or both.
  4. 4Edit the wording and use the preview to check customer details and appointment tokens.
  5. 5Pause 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. 4A customer's language is the business language until they write or speak in another. Their own WhatsApp reply or an answered call sets it when the business has templates in that language, and you can change it on the customer record under Language.
  5. 5Check 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 ✕ 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. 5All, Unread and Pinned choose what the list shows. A conversation you open from Unread stays there without its dot until you pick another filter or leave the Inbox.
  6. 6Right-click a conversation, or the small arrow at the end of its last line, to pin it, mark it as read or unread, mute it or open the customer. Marking as unread only changes your own Inbox, not your colleagues'.
  7. 7Right-click a WhatsApp message, or the small arrow in its corner, to reply to it, copy it, react to it or save it as a note on the customer. Reactions reach the customer only on a connected WhatsApp Business number, so the shop phone does not offer them.
  8. 8To email a customer, open their Email tab and click Compose, or Reply on one of their emails. The email opens in a window at the bottom right that you can shrink or enlarge while you keep using the page. Closing it keeps what you wrote on this computer until you send it or delete it with the bin.
  9. 9After you click Send you have ten seconds to click Undo at the bottom left. The arrow beside Send schedules the email for later instead; a scheduled email waits in the customer's Email tab, where Cancel stops it.
  10. 10Use the pen on the email window's bar to add a signature. Each person keeps their own, only for themselves or shared with the team, and the star chooses the one your emails start with.
  11. 11Reply from the connected channel and use the attention marker to find conversations that still need someone.
  12. 12Open Automations when a WhatsApp number is connected. Campaigns live at the foot of that page; choose an approved template for outreach.
  13. 13Review send outcomes on the customer timeline instead of treating the campaign as a separate list.

What the assistants may change

How the phone agent and the WhatsApp assistant handle bookings, and what waits for you.

The assistants act only for the person they are talking toThe phone agent and the WhatsApp assistant book, move and cancel appointments only for that customer, and only their own.+
  1. 1The phone agent knows the caller by the number they are calling from, and the WhatsApp assistant knows the customer by their chat. Neither acts on a phone number someone reads out or types, so nobody can reach another person's appointments by quoting their number.
  2. 2If a call shows no number, for example a hidden caller ID, the phone agent books and changes nothing and asks the caller to ring back from their own phone with caller ID on.
  3. 3An assistant moves or cancels only that customer's own upcoming appointments. It names the appointment by its day, time and services, and asks which one when more than one could fit.
  4. 4A move is checked like a new booking: opening hours, blocked times, how many team members are available, and the customer's other appointments. When the time is taken, the assistant offers the nearest free times.
  5. 5Asking for the same booking twice makes one booking. The assistants and your booking page book nothing new for a customer who already has five upcoming appointments; your team can still add more in the calendar.
Suggested replies change nothing until you send themWhen the WhatsApp assistant suggests a reply, any booking, move or cancellation in it waits for you.+
  1. 1If your business has the WhatsApp assistant, choose under Automations whether it Suggests or Answers. Any single chat can be set differently above its message box.
  2. 2In Suggests, the assistant writes a draft into the message box for each new message. Nothing is sent, and nothing in your calendar changes, until someone presses Send.
  3. 3When the draft would book, move or cancel an appointment, or save a detail to the customer's record, a line above the message box says what sending it will change.
  4. 4Choose × on that line to keep the words without the change. The message then goes out as an ordinary one.
  5. 5Sending makes all of the draft's changes or none of them. If the calendar changed in the meantime, for example the time was taken, nothing is sent and the message box says why.
  6. 6In Answers, the reply goes out by itself after a short countdown. Choose Stop in the message box to keep it as a draft instead.
The daily limit on changesA customer can make six changes a day through the assistants or on their own. After that, your team takes over.+
  1. 1Every booking, move or cancellation the phone agent or the WhatsApp assistant makes for a customer counts. So does every move or cancellation the customer makes from their appointment link, or by replying to cancel on WhatsApp.
  2. 2After six in 24 hours, the assistants stop booking, moving or cancelling for that customer and pass the request to your team. The phone agent tells the caller someone will be in touch and emails everyone with Failed message alerts on. The WhatsApp assistant hands the chat over the way your When a person is needed setting says.
  3. 3From their appointment link, the customer can no longer move the appointment that day and is asked to call you. Cancelling always works.
  4. 4Changes your team makes in the app never count and are never limited. The count looks back 24 hours, so it frees up by itself.
Good to know: The limit stops a customer, or a phone line stuck on repeat, from cancelling and rebooking over and over, with a new message going out each time.

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: check your opening hours and who is marked Available on the Team card. A booking someone chose to make anyway, after the calendar asked, is the other way it happens.
  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.