02
AI Booking Coordinator
Confirms, reminds and reschedules every appointment, and fills the gaps cancellations leave.
What the AI Booking Coordinator does
Empty chairs cost money. The AI Booking Coordinator looks after every appointment after it is booked: it confirms it, reminds the customer the day before and on the day, moves it when plans change, fills cancellations from a waitlist and follows up with people who did not show. It works on WhatsApp first, with voice confirmations as an add-on, and it keeps your calendar or booking system up to date as it goes.
- 01
Confirms every booking
Sends a confirmation the moment a booking is made, with the time, the place, what to bring and how to change it.
- 02
Reminds at the right moments
Reminds the day before and a few hours before, and asks the customer to confirm, so you know who is coming.
- 03
Reschedules without staff
When a customer cannot make it, it offers the next real slots from your calendar and moves the booking itself.
- 04
Fills cancellations
Keeps a waitlist and offers a freed slot to the next person who wants it, until it is taken.
- 05
Recovers no-shows
Contacts people who missed their appointment, kindly, and offers a new slot.
- 06
Sends instructions
Sends preparation notes, directions, parking and documents to bring, in the customer's language.
- 07
Keeps the system right
Every confirmation, change and cancellation is written back to your calendar or booking system as it happens.
A reschedule on WhatsApp
Languages: Arabic and English, in the language the customer booked in.
- SMS where WhatsApp is not available
- Voice confirmations (add-on)
- AI agentHi Ahmed, a reminder of your service appointment tomorrow at 9:30am at our Al Quoz centre. Reply YES to confirm or let me know if you need another time.
- CustomerCan we do Saturday instead?
- AI agentSaturday has 10:00am or 1:30pm free. Which suits you?
- Customer1:30
- AI agentMoved to Saturday at 1:30pm. Your 9:30am slot tomorrow is now open for someone else. See you Saturday.
An illustration of how the agent talks, with invented names and details. Agents answer in Arabic or English, matching the customer.
What it connects to
What it never does alone
Every rule is set in your dashboard.
Never double-books: it only offers slots the system shows as free.
Never charges a cancellation fee on its own: your policy, applied by a person.
Always says it is an AI assistant.
Hands over to a person when a customer complains or asks for one.
Against doing it by hand
In the UAE an employer pays about 1.15 to 1.35 times the salary once leave, gratuity (21 days of basic pay a year for the first five years) and insurance are counted, plus a visa that costs about AED 3,000–7,000 in the first year.
- 01
Confirming and reminding 600 appointments a month by phone takes a coordinator about 40 hours, before reschedules and no-show calls.
- 02
A front-desk or admin coordinator in Dubai earns about AED 3,500–5,000 a month before employer costs.
- 03
The AI Booking Coordinator starts from AED 25,000, built once, with running costs paid to the providers. It works every evening and weekend, when most changes happen.
- 04
One filled cancellation a day usually pays for it several times over.
The price
25,000
Base build, once, plus 5% VAT.
- From the check-up to live
- 14 days
- Arabic and English, matching the customer
- Two languages
- The agent, its dashboard, your data
- Yours
For the AI Booking Coordinator, built once in your own accounts and handed over.
- Your WhatsApp number
- One calendar or booking system
- Reminder timing, waitlist and reschedule rules
- One AI agent for one role, in Arabic and English
- Up to two channels, for example WhatsApp and a phone line
- One system connected, for example your calendar or your CRM
- The full backend and its dashboard, in your own accounts: every conversation, the approvals inbox, results, users and roles, exports
- Testing on more than 100 real questions in Arabic and English, then three days of shadow mode
- Handover: admin access, documentation and a training session for your team
- Everything in your company's name; we keep no copy of your data
Chosen in the check-up and priced before anything starts.
- Update in plain words
- Voice confirmations
- More calendars or branches
Optional. Monthly, or yearly with two months free; stop at any time and the agent keeps working.
- A monthly report: what the agent did, what it could not answer and what changed
- Updates to the newest proven model
- Setup and version updates: the platform, the connections and their dependencies kept current
Paid by you straight to the providers, billed to your own accounts and estimated in your proposal.
- WhatsApp template messages for reminders
- Model usage for replies
- Voice confirmations, if added
- The agent, its backend and dashboard, its configuration and your data. It runs in your accounts; stop maintenance at any time and it keeps working.
What we need from you
- 01
Access to your calendar or booking system
- 02
Your reminder timing and your rescheduling and cancellation policy
- 03
Preparation notes and directions for each service
- 04
Who to tell about changes that need a person
Live in 14 days
- Day 1
Check-up and intake
The check-up is done and the proposal signed. You fill in one intake form: services, prices, hours, policies, the questions customers ask, and who takes handovers.
- Days 2–5
Knowledge and connections
We build the agent's knowledge from your material, connect your calendar, CRM, store or accounts, and set up the model account, the WhatsApp number and the UAE phone line, all in your company's name.
- Days 6–9
Build and test
We build the agent and test it on more than 100 real questions in Arabic and English, including Gulf dialects and mixed Arabic and English, until it answers them right.
- Days 10–12
Shadow mode
The agent drafts every reply and a person approves it in your dashboard. Anything it gets wrong is fixed before it answers alone.
- Days 13–14
Live and handed over
The agent answers alone, with your handover rules on. You get admin access, documentation and a training session. With maintenance, a monthly report.
What you see in your dashboard
Bookings confirmed
No-show rate, month by month
Cancellations refilled from the waitlist
Reschedules handled without staff
Industries
Works well with
AI Booking Coordinator: questions
Find out which agents to hire first.
A free 45-minute check-up of how your business answers, books, sells, serves and collects, and a written roster within 24 hours: which AI agents to hire, in what order, and what they cost against hiring.
