Prepare your salon calendar for AI bookings

The connected calendar must reflect bookings accepted at the desk, by phone and by message. An appointment written only in a notebook remains invisible to a calendar check. Before connecting reception, choose where the team will maintain the valid record.

In VozAgenda, preparation covers Services, Team and schedules, Hours and booking rules, Business profile and Integrations. These areas were reviewed against the product configuration in November 2026 for the Portuguese source guide. The application supports Portuguese and English; the Portuguese labels are included below to help you find the corresponding areas. The salon example is illustrative, not a customer operation.

Under Settings → Services (Definições → Serviços), choose Add service (Adicionar serviço). The main fields cover the service name, category, duration in minutes and price. Choose names the team and customers recognise, such as “Haircut and beard trim”, rather than several indistinguishable services all called “Haircut”.

The duration should represent the entire interval you want to reserve. If the service takes 30 minutes and you need another 15 before receiving someone else, the example reserves 45 minutes in total. Check that interval in a test booking; do not add the same 15 minutes again elsewhere in the configuration.

Keep professionals and their hours current under Team and schedules (Equipa e horários). Within a service, the eligible-team area (Equipa que pode realizar este serviço) associates the people who can provide it. A free professional who does not offer colour services is not a suitable answer to a colour enquiry.

Separate the salon’s opening hours from each person’s hours. If the salon opens at 09:00 but Pedro starts at 14:00, a morning slot at the salon is not a slot with Pedro. Ask for him by name in the demonstration and check the assignment in the result.

Under Hours and booking rules (Horário e regras de marcação), configure weekly availability. You can use two blocks on the same day, such as 09:00–13:00 and 14:00–19:00, to exclude lunch. Each professional’s hours and calendar conflicts also affect availability.

In Business profile (Perfil do negócio), check the time zone and minimum booking notice in minutes (Fuso horário and Antecedência mínima de marcação (min)). Notice answers a different question from duration: how much preparation time do you need before accepting a new request? A 45-minute service might, for example, require at least 60 minutes’ notice.

These example numbers are not a recommendation for every salon. Use your own timings and test one request that meets the notice rule and another that is too soon. For a business in Portugal, keep the salon’s time zone explicit even when the owner is travelling or using an English device.

Under Integrations → Calendar (Integrações → Calendário), check which calendar receives bookings. Connecting a Google or Outlook account does not correct the selection of the wrong calendar within that account. A personal booking only blocks a time if it is in a calendar the configuration actually checks.

The staff calendars area (Calendários do pessoal) lets you assign a calendar to each professional. A person without their own assigned calendar uses the default. Check this before assuming everyone has an independent calendar.

For testing, put a controlled unavailable period in Pedro’s test calendar and request exactly that time. Also test a free time. Review Google Calendar and Outlook Calendar to choose the connection your salon uses.

Imagine a test prepared in advance for a future Tuesday. Pedro works from 14:00 to 19:00. “Haircut and beard trim” reserves 45 minutes and only Pedro provides it. His calendar already contains a booking from 17:00 to 17:45.

The table describes expected results for validating that setup. It is neither measured customer evidence nor a screenshot of a real calendar.

The conversation must match the final record. Check the service, professional, day, start and end time. If reception reserves 45 minutes but the event shows only 30, the configuration still needs review.

In VozAgenda, a request awaiting team confirmation must be followed up as pending. Customer confirmation depends on the calendar synchronization result. The WhatsApp booking guide shows a conversation rehearsal and explains that distinction.

Record the request, the observed result and the configuration used. This makes a demonstration or support enquiry more useful than simply saying “the calendar is wrong”.

Individual provides voice reception, answers everyday questions, checks availability and routes enquiries. Equipa includes WhatsApp reception, configuration for several professionals and bookings through supported integrations. Review the plans and bring the calendar and scenarios you want to use.

Good preparation ends with saved information and a checked test. A service list alone does not demonstrate that reception can complete the booking you need. See how VozAgenda works and walk through your case in a demonstration.