AI Booking Assistant

With Baza Live Chat Pro and Baza Booking Calendar on the same site, visitors can book right in the chat. An AI assistant shows real free time slots from your booking calendar, offers the optional extras, works out the full price – including any surcharges, discounts and taxes – and creates the booking. The visitor then chooses how to pay: in full, as a deposit, or from their account balance.

Requirements

• Baza Booking Calendar, active, with at least one published service
• Baza Live Chat Pro with the Booking Assistant included in your license
• An AI provider API key: Google Gemini, OpenAI (GPT) or Anthropic (Claude)

What your visitor sees

1. Right after the automatic questions, a Book now button appears in the chat. Its text follows the visitor’s browser language.
2. If more than one service is bookable, the assistant asks which one and shows them as buttons. With only one bookable service it is used automatically – the visitor is never asked to choose.
3. The assistant asks for a date and offers only time slots that are really free, as buttons.
4. If the service has a question that changes the price – a guest count that triggers a surcharge, for example – the assistant asks it before going further.
5. The visitor is asked whether to add any extras and, if so, picks them as buttons, with a quantity for the ones that allow more than one.
6. Name, phone and email are asked – unless the visitor is logged in to their Baza account, in which case these are already known and the assistant greets them by name.
7. The assistant shows the full price as a breakdown – the booking, extras, any surcharges, discounts and taxes, and the total – and asks the visitor to confirm before booking.
8. Once confirmed, the booking is created in BBC with the status Pending, exactly like a booking made in the admin panel or through the customer’s own booking form.
9. The visitor is offered buttons to pay: in full, as a deposit (when your settings offer one), or from their account balance. A payment link is made only once they pick one – nothing is emailed automatically.

A visitor can also type a promo code at any point and the assistant will pass it on to the price check.

Set it up

1. Connect an AI provider

Go to Baza Live Chat, Settings, AI Assistant. Switch on Enable AI, choose an AI Provider, paste its API key and pick a model (or choose Custom model to type any model name). Save the settings. The Status field shows if the key works and the last provider error, if any.

2. Switch on the Booking Assistant

Open the Booking Assistant tab and configure:

• Enable Booking Assistant – turns the feature on.
• Bookable services – tick the services the chat may book. Leave all unticked to allow every published service.
• Trigger keywords – words that start the booking flow. Use Fill with default keywords for a ready list.
• Assistant tone – optional. Use Fill with default tone for a ready text.
• Chat button and Button text – show or hide the Book now button. Leave the text empty to translate it automatically.
• Telegram notification – get a message for every booking made in the chat.

The interface and the assistant’s own default tone are ready in 7 languages (Russian, Ukrainian, German, Polish, Portuguese, Slovak, plus English). The assistant itself always replies in whatever language the visitor writes in, no matter which of these you pick.

Pricing, surcharges and taxes

Every figure the visitor sees – the slot price, an extra’s price, a surcharge, a discount, a tax line, the total – comes straight from Baza Booking Calendar’s own price calculator. The assistant never works out or states a number on its own. If a service has a surcharge rule tied to a form question (for example, a fee once the guest count passes a threshold), the assistant asks that question and the surcharge is applied and shown exactly as Baza Booking Calendar would apply it on the customer’s own booking form.

Paying: in full, as a deposit, or from the balance

Once a booking is created, the assistant offers payment buttons:

• Pay in full – always offered when the booking has something due.
• Pay a deposit – shown only when Baza Booking Calendar’s own deposit setting applies to this booking, with the same share or amount your settings define.
• Pay from balance – shown when the site’s account balance feature is on and the visitor’s account can use it. If the balance does not cover the whole booking, the button says how much of it will be taken and the rest is paid another way.

If online payment is switched off for a service (or for the whole cart, in your Baza Booking Calendar settings), none of these buttons are shown – the booking is simply created and you take it from there.

Paying from the account balance

If the customer has a Baza Booking Calendar account with a balance, the assistant offers to pay from it. A logged-in customer sees the balance and confirms with a 6-digit code sent to their email, typed into the chat. A visitor who is not logged in is only asked whether they want to pay from the balance and is asked to log in first. The balance amount is never shown to anonymous visitors.

Once a payment arrives on a chat-made booking – by card, by deposit, or from the balance, even in another tab or later the same day – the chat notices it on its own and thanks the visitor, without them having to ask.

Signed-in visitors

A visitor logged in to their Baza Booking Calendar account is recognised the moment the chat opens. The assistant greets them by name, already knows their name, phone and email so it never asks for them again, and is aware of their discount and their account balance where relevant.

Troubleshooting

Open Booking Assistant, Status first. Each line is green when the check passes.

• “Sorry, I cannot process bookings right now” – the AI provider did not answer. Check the last error in Status.
• “Booking is not available right now” – no published services were found in Baza Booking Calendar.
• 429 / quota exceeded – the provider’s free limit is used up. Wait for the reset or enable billing.
• insufficient_quota – the account has no credits. Add credits in the provider’s billing page.
• invalid x-api-key / Incorrect API key – the saved key is wrong for the selected provider. The saved key is shown masked under the field, so you can spot a key pasted into the wrong provider.

Good to know

• One service per booking made in the chat. You can edit or confirm the booking afterwards in Baza Booking Calendar.
• Free slots, extras and every price figure always come live from Baza Booking Calendar, never from the AI.
• The visitor always confirms the exact price shown before a booking is created – the assistant cannot create one on a price it has not just shown.
• The Booking Assistant is a Pro feature and is not part of the free WordPress.org version.