Using AI Boss for Bookings

AI Boss is your AI assistant in admin and can help you manage all three booking types via chat – table bookings, events and resource bookings – and most settings under Bordsbokning. Describe what you want to know or change and specify the date, time, party size and which booking you mean.

What AI Boss can do:

Table booking:

• Show today's bookings with status, and the activity log (new, cancelled, no-shows and table moves)
• Summarize confirmed, seated and available seats
• Find a guest with history and VIP status
• Create a new table booking or walk-in, with email, requests, allergies, internal note and tags
• Change time, party size, table, contact details, requests and tags
• Make a booking an option, lock a table or set a custom status
• Cancel with or without reason
• Find available times and suggest tables for a party
• Read and reply to guest messages, and propose a new time
• Confirm a guest from the waitlist
• Write the day note and suggest table swaps that free up space during the evening
• No-show statistics and top offenders

Tables and settings:

• Create and change tables and sections, table combinations, table features and the assignment order
• Change the booking settings section by section: times, parties, guest texts, waitlist, card guarantee, text messages, reconfirmation, feedback and notifications
• Create, change and delete seatings, duration per party size, special periods and closed dates
• Manage booking tags, custom guest questions, custom statuses and booking rules
• Change the booking page design, menu highlights, reviews shown as quotes and the English version of guest texts
• Give you the booking page link, widget address and embed code

Events:

• Show events with occurrences and capacity
• Create and edit events, including seated/standing setup, booking windows, payment, ticket VAT, cancellation deadline and guest questions
• Add a new date for a recurring event
• Add an event booking for a guest and move a booking to another occurrence (standing events)
• Cancel an occurrence that has no bookings

Resources:

• Show resources with type, capacity and pricing
• Create and edit resources, their units (e.g. lanes) and weekday opening hours
• Block a specific time for maintenance/event, for the whole resource or one unit
• Book a resource for a guest and show resource bookings and availability

Examples of what you can say:

Table bookings:

• "Show today's bookings"
• "How does tonight look?"
• "Book a table for 4 at 7pm tomorrow, name Andersson"
• "Move the Andersson booking tonight to 8pm and note that they are celebrating a birthday"
• "What times are available Friday for 6 people?"
• "Make the Svensson booking an option until Thursday"

Tables and settings:

• "Make tables 4 and 5 a combination for 8 guests"
• "Close dinner on Christmas Eve"
• "Add a special period for the Christmas buffet 1–23 December that only applies to dinner"
• "Let parties of 5–6 sit for 2.5 hours"

Events:

• "Show all active events"
• "Add a wine tasting Friday May 3 at 7pm"
• "How many spots are left for the holiday dinner on December 22?"
• "Book two places at the wine tasting for Karin Ek"

Resources:

• "What resources do we have?"
• "Block Private Room A next Wednesday 2–4pm, we need to scrub the floor"
• "Add a third lane to the bowling"
• "Set bowling availability on Fridays to 16:00–23:00"

Combined questions: AI Boss can combine multiple tools in the same conversation:

• "Search Eriksson and book a table for 4 at 7pm Friday if he doesn't already have a booking" → searches guest + checks slots + creates booking
• "How are our wine tastings performing compared to regular Fridays?" → lists events + pulls table booking stats for the same weekdays

Check the bookings: Ask AI Boss to go through the bookings for you, for example:

• "Which bookings are on too few chairs?"
• "Show unconfirmed bookings this week"
• "Does anything clash with the closure?"
• "Are any tables double-booked this weekend?"
• "Which bookings have no table tomorrow?"
• "Who has arrived tonight?" or "Who didn't show up last week?"

You get the bookings concerned, with name, time and table. Without a date, the check covers today and two weeks ahead. Correct what you find in the booking or ask AI Boss to do it.

Why does a party end up at a certain table? Ask for example "Why do parties of four end up at tables 13–16?" or "Which tables does a party of 7 get?". AI Boss shows the tables' rules – minimum and maximum party, whether the table is bookable online, the combinations and the assignment order – and which table the booking picks first, second and third. You also learn what changes the choice: the table's minimum or maximum party, the assignment order or whether the table takes online bookings. If you give a day and time, existing bookings are taken into account. Otherwise the answer applies to the guest's booking on the booking page; ask about the staff booking to see the choice when you book yourselves. Then change the rule through AI Boss or on the floor plan, see Table combinations and assignment order.

Reopen a booking: Say for example "Open Mikaela Oscarsson's booking today again". A booking where the guest has left becomes Sittande (seated) again, and a cancelled or no-show booking becomes Bekräftad (confirmed). You reactivate a cancelled or no-show booking the same way with Återaktivera bokningen (reactivate the booking) in the booking panel. If you reopen late in the evening, after the booking's end time, AI Boss asks how long the party should stay. Otherwise Vendion closes the seated booking automatically one hour after the end time. Reopening sends no text message to the guest.

Several changes in one go: You can ask for several table combinations or a whole week's times for a resource in the same message, for example "Make 1+2, 3+4 and 5+6 combinations for 4 guests each". AI Boss tells you how each row went, for example "2 of 3 done, row 3 was declined" with the reason. Check the declined rows and ask again once the cause is fixed.

Permissions and checks:

• AI uses your permissions. New bookings require Skapa bokning. Changes, cancellations, seatings, special periods, events and resources require Redigera bokning. Tables and sections require Hantera bord och golvplan, booking rules Hantera bokningsregler, and the booking settings and booking page Hantera restauranginställningar
• A new table booking through AI gets the same duration as in the booking wizard. If you give a time, e.g. "19–23", the booking gets that duration, and "change her to 3 hours" changes an existing booking. Without a table, table assignment suggests one when it is turned on. Check time and table in the booking view
• Bookings that AI creates, moves or confirms from the waitlist only send a text message to the guest if you ask for it. Cancelling through AI sends no cancellation text message. Make sure the guest is informed
• AI Boss first shows changes to the card guarantee, text messages, reconfirmation, feedback, notifications and booking rules with a card guarantee or message. The change is saved after you say yes
• New recipients for booking emails can, through AI, only be the restaurant's own address or an address already listed as a recipient. You add colleagues' addresses in Admin
• Cancel paid bookings through the booking detail panel and its refund choice. A changed status is not a card refund
• If an event occurrence has bookings, AI Boss does not cancel it. Cancel it under Bordsbokning → Events & Resurser, where paid tickets are refunded and guests are cancelled
• The cover image, furniture on the floor plan and QR codes for printing are handled in Admin
• For a visual review of the series or resource units, open Bordsbokning → Events & Resurser

Tip: Review the AI response and open the booking after a change. The booking history and Bordsbokning → Aktivitet help you follow recorded events.