Appointment booking
Service, time and guest details captured against real availability, with the next free slot offered when the first choice is gone.
Spas, wellness, salons & hospitality
Answer every guest, without leaving the one in front of you.
When the team is mid-treatment, a ringing phone is a choice between two guests. Wepickup takes the call, checks what is genuinely free, captures the booking, and leaves the guest’s details in the diary.
Free plan, no card required. 20 AI-answered calls a month.
Studio Bloom
14:10 on a Tuesday. Two therapists are mid-treatment. Reception is covering the front desk alone.
- Wepickup
Good afternoon, Studio Bloom. How can I help?
- Caller
I'd like to book a deep tissue massage — Thursday afternoon if you have anything.
- Wepickup
Deep tissue is 60 minutes at £75. Thursday at 14:00 is taken, but 15:30 is free.
check_availabilityLive availability, not a callback promise - Caller
15:30 works. Do I need to arrive early?
- Wepickup
Please arrive ten minutes before for a short consultation form. Cancellations are free up to 24 hours before.
search_knowledgeYour written policies, answered the same way every time - Caller
Great. It's Priya, 07700 900456.
- Wepickup
Booked, Priya — deep tissue, Thursday 15:30 with 10 minutes beforehand. I'll text the details now.
create_bookingBooking written to the calendar - Wepickup
Sent. We'll see you Thursday.
send_text_to_callerGuest gets it in writing
Illustrative call using the seeded demo business Studio Bloom. Tool names are the ones the live runtime calls.
A call while the team is with guests
Where the answers come from
Nothing in that conversation was improvised. Each step is a lookup against your service list, your calendar or your written rules.
- 1
It checks the diary, not a guess
Availability is read live during the call, per service and per staff member, so an offered time is a time you can actually deliver.
- 2
It answers from your written rules
Arrival times, cancellation windows, preparation notes and contraindications come from the knowledge base you control.
- 3
It holds the slot and confirms in writing
The booking lands in the calendar with the guest's name, number and any note, and the guest gets one text with the details.
What it handles
The calls that interrupt a treatment
Each of these is supported by the live runtime today.
Treatment questions
Duration, price and what a treatment involves, answered from your service list rather than from a brochure someone half-remembers.
Policy questions
Cancellations, deposits, arrival times, parking and preparation — one written rule, one consistent answer.
Guest recognition
A returning guest’s number is matched to their history, so the call starts from what you already know.
Handover to the team
Sensitive, clinical or complicated calls go straight to the person you nominate, and the handover is logged.
After-hours enquiries
Calls that arrive when the desk is closed still get an answer and still leave a record for the morning.
Your data
What you set up, and what it changes
The service list drives the conversation
Each treatment carries a duration and a price. That single row decides what the guest is quoted, how long a slot is held, and which rooms or therapists can deliver it.
Change the duration and the diary maths changes with it — there is nothing else to update.
Source of truth
Treatments
| Treatment | Duration | Price | Rooms |
|---|---|---|---|
| Deep tissue massage | 60 min | £75.00 | 1, 2 |
| Signature facial | 60 min | £68.00 | 1 |
| Hot stone | 90 min | £110.00 | 2 |
Duration and price drive both the spoken answer and the slot that gets held.
Your rules, answered the same way every time
The knowledge base is where your front desk knowledge stops living in individual heads: cancellation terms, arrival instructions, what to do about pregnancy or allergies.
When a question has no matching rule, the assistant says so and offers to take a message or transfer the call. It does not fill the gap.
Written once
Business rules
- CancellationsFree up to 24 hours before. Inside 24 hours we charge 50%.
- ArrivalArrive 10 minutes early for the consultation form.
- ParkingTwo spaces behind the building; street parking is free after 18:00.
- PregnancyNo hot stone in the first trimester. Offer to transfer to a therapist.
With no matching rule, the assistant says it does not know and offers to take a message or transfer.
The diary is the deliverable
A captured booking is not a message to process later. It is a slot in the calendar with the guest’s details and notes attached, ready for whoever opens the diary next.
Thursday
Treatment diary
13:00Facial · 60 minRoom 1
14:00Deep tissue · 60 minRoom 2
15:30Deep tissue · 60 minRoom 1
16:45Held for walk-insRoom 3
New booking captured from a call at 14:10, with the guest’s arrival note attached.
Straight answers
What spa and hospitality owners ask before they trust it
Our guest experience is the product. Will this cheapen it?
The alternative most guests meet is a phone that rings out or a voicemail nobody returns. This answers, uses your language and your policies, and hands over to a person when the call needs one.
Treatments have real constraints — rooms, therapists, prep time.
Duration, room and staff member are part of the availability check. A slot is only offered if it can be delivered.
Some questions must not be answered by software.
Write the boundary into your rules and nominate a transfer number. Those calls go to a person instead.
We are not going to rebuild our booking process.
You are not asked to. Add your services, connect a number, and let bookings arrive in the same diary the team already opens each morning.
How do we check it is behaving?
Every call is listed with its transcript and its outcome. Read a week of them and you will know exactly how your line is being answered.
We do not publish named spa or hospitality case studies yet. When a customer approves the use of their name and their figures, they will appear here with that permission on record.
FAQ
Spa and hospitality questions
Does it actually check availability, or just take a message?
It checks. The assistant looks at your real calendar during the call, and if the requested time is taken it offers the next slot that is genuinely free rather than promising a callback.
How does it know our treatments?
From your service list. Each service carries a duration and a price, and those drive both the answer the guest hears and the length of the slot that gets held.
Can it answer questions about our policies?
Yes, from the knowledge base you write. Cancellation windows, arrival times, parking, contraindications — you write the rule once and every caller gets the same answer. Where there is no rule, it says it does not know and offers a message or a transfer.
What about a guest with a medical or sensitive question?
Write the boundary into your rules — for example, that a specific condition should always go to a therapist — and set your transfer number. The call is handed over instead of answered.
Will it sound like a machine to our guests?
It is an AI voice and we do not suggest otherwise. What it does not do is put a guest through a keypad menu or a hold queue: the call is answered, the question is answered, and the booking is made.
Can it handle several therapists or rooms?
Yes, up to the team size on your plan. Availability is checked per staff member and per service, so the slot it offers is one that can actually be delivered.
Let the team stay with the guest.
Add your treatments, connect a number, and let the next call book itself into the diary.
Free plan, no card required. 20 AI-answered calls a month.