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AI connectors

"AI connectors" let people on your team connect the business to their own AI application — Claude or ChatGPT — and ask it about the schedule, the clients, the tasks and the revenue in plain language. This page is for the owner, because the owner decides who has access and who may make changes: when the owner allows it, the application can also book, move and cancel appointments, change clients, block time and work with the team's tasks.

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AI connectors are in beta — a trial version that is still being improved. If an answer from the AI application looks wrong to you, check the data in Reservation.Studio.

When to use this page​

  • when you want to allow AI connectors in your business;
  • when you decide who on the team may use them and who may make changes;
  • when you want to know what a connector can see and do.

How each person connects their own AI application is described in My AI connectors. What to ask for your work and how to get accurate answers is in the AI connectors guide.

Before you start​

  • Only the owner of the business changes the AI connector settings. Everyone else sees the "AI connectors" card with the text "Only the owner of the business can change this."
  • AI connectors are off by default.
  • The business must have an active subscription.
  • Everyone who will use a connector needs their own Reservation.Studio account.
  • The connector is added in the AI application itself — Claude or ChatGPT — under its provider's terms.

How to allow them in the business​

  1. Open Integrations and in the "AI connectors" card choose "Settings".
  2. Switch on the main switch "Allow AI connectors in this business".
  3. In the "Allow AI connectors?" window read the text and choose "Allow".

The "Who may use a connector" list then appears. While the main switch is off, all connectors are stopped — including the owner's own.

The "How to connect" button at the top opens the same instructions your team sees.

Who may use a connector​

The list shows the active employees with two switches:

  • "Access" lets the person connect their own AI application to this business. If you turn it off, "Can act" is turned off too.
  • "Can act" lets the connector make changes: book, move and cancel appointments, change clients, block time and work with tasks — within the person's own permissions.
    • The switch can only be turned on while "Access" is on; otherwise it shows "Switch on the access first."
    • Turning it on asks "Allow changes?" — confirm with "Allow changes".

Also in the list:

  • If the owner is in the list of employees, their row is on and locked: "The owner always has full access. Only the main switch above stops it."
  • An employee without an account has locked switches: "This person has no account yet, so nothing can be attached."
  • Under a person's name you see "Has a connector attached" when they have already connected an AI application.
  • The switches save immediately.
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"Can act" gives more than reading: within the person's own permissions their connector can book, move and cancel appointments, change clients, add and remove blocked time, and create, change and close tasks in the business. Switch it on only for people whose work needs it.

What a connector can do​

What it can read​

For every person with "Access", according to the permissions of their role:

  • the schedule: the appointments for a day or a period, who is booked, with whom and where;
  • the free times for a service at a location;
  • clients: search by name, phone or email and by filters — for example who has not been in since a given date, whose birthday falls in a given month, who is in a group or who accepts marketing;
  • a client profile: contact details, last and next visit, visits and no-shows, what they have paid and still owe, memberships with visits left, vouchers, balance and staff notes;
  • the client groups and how many clients are in each;
  • services with prices and durations;
  • the team and the working hours of locations, employees and resources;
  • the blocked time of employees, resources and locations — who is away and when;
  • the team's tasks: the open and overdue ones, who has what, the steps and the latest comments. The connector sees the same tasks the person sees in Tasks;
  • reports for a period: revenue, payments (also by location), sales (also by discount), appointments and commissions;
  • reports on the memberships issued: the list, by membership and by client.

The connector filters the data the same way the screens in the application do — for example by employee, resource, location, service category or payment method.

Reports on revenue, payments, sales and appointments are available only if the business has Reports PRO. Reports on commissions and on memberships issued, as well as a client's memberships and vouchers, are visible only if the business has the matching feature.

What it can change​

Only for people with "Can act" switched on:

  • book appointments for existing clients and add a client to a group class;
  • move appointments;
  • cancel appointments or take a client off a group class;
  • change clients: add them to a group or remove them from it, set whether they accept marketing, activate or deactivate clients;
  • blocked time: add it for an employee, a resource or a location, change its period, reason or colour, and remove it;
  • tasks: create, change, close and reopen tasks, tick steps and add comments.

Through the connector a task cannot be deleted or made to repeat — that is done in Tasks. Working hours and shifts are not changed through the connector either.

How changes are confirmed​

  • Before every change Reservation.Studio describes what will happen. The AI application must show you the description and wait for your "yes". Reservation.Studio does not see your conversation with it, so the confirmation is given in the conversation, not on a separate screen in Reservation.Studio.
  • When cancelling, the description says how many clients will be notified.
  • A booked client receives the same confirmation as when booked directly in Reservation.Studio.
  • Clients taken off a cancelled appointment are notified just as when you cancel it in Reservation.Studio.
  • When moving appointments, clients are notified only if you ask the AI application to do so.
  • Before blocking time, the description shows the appointments already booked in the period. They stay as they are — they are not cancelled or moved, and nobody gets a notification.
  • For a task, the description says who will get a notification — for example the person you assign it to, or the others on the task when you close it or comment on it.
  • Notifications are sent and charged by the same rules as an action from the screen — see Notification prices.
  • Everything the connector does is recorded under the name of the person who connected it.

What a connector sees and where the data goes​

  • A connector sees only what the person who connected it sees. If the role has no access to certain reports, the connector does not show them. Permissions are described in Roles and access permissions.
  • Clients' phone and email are partly hidden unless the role has the "View sensitive information" permission.
  • What the connector reads is sent to the provider of the AI application and handled under that provider's terms, not under Reservation.Studio's. Before you confirm, the "Allow AI connectors?" window says so. Details: Privacy Policy.
  • Reservation.Studio records who used a connector, when and for which action, but does not keep the content of the questions and answers.

How to stop access​

  • For the whole business: switch off "Allow AI connectors in this business". It stops every connector, including the owner's. It does not ask for confirmation.
  • For one person: switch off "Access" on their row.
  • Only the changes: switch off "Can act".
  • A deactivated employee: their connector does not reach the business.
  • A change of the employee's email: if the email is removed or moves to another account, "Access" and "Can act" are switched off for that employee.
  • By the person themselves: "Turn off everywhere" in My AI connectors stops the connector in every business it reaches.

The connector stops working the next time the AI application tries to get data from the business.

Frequently asked questions

Why does the AI application say it reaches no business?

Most often AI connectors are not allowed in the business, "Access" is not switched on for the person, the employee is deactivated, or the business subscription is not active. Switch on "Allow AI connectors in this business" and "Access" for the person. If you are not the owner, ask the owner.

Why does the connector refuse to make a change?

Most often "Can act" is not switched on, or the person's role does not have the permission for that action. Switch on "Can act" for the person (if you are not the owner, ask the owner) and check the role's permissions in "Roles and access permissions".

Why does the connector not show a report?

Reports on revenue, payments, sales and appointments are available only if the business has Reports PRO, and commissions, memberships issued and vouchers only with the matching feature. The person's role must also have permission to see the report. Check the business's features and the role's permissions.

Why does the connector not answer questions about the business?

Most often the business subscription is not active. Activate a subscription for the business from the "Subscription" screen.

Can the connector delete clients?

No. The connector can change clients, for example add them to a group or deactivate them, but it cannot delete them. It can also book, move and cancel appointments, block time and work with tasks.

Does the connector see clients' phone numbers and emails?

Only if the person's role has the "View sensitive information" permission. Otherwise the phone and email are partly hidden.
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