Case study · Service businesses
An AI receptionist for a beauty salon: advice, bookings and handoff to a human
An AI receptionist answers a beauty salon's clients on Instagram, Telegram and the website: it advises on services, prices and specialists from a knowledge base built for this particular salon, and books clients into real free slots. When a question goes beyond the knowledge base, a live administrator takes over the conversation, and their answer is added to the base — so over time the assistant needs a person less and less often.
24/7
answers and books clients even when the administrator is busy or the salon is closed
3 channels
Instagram, Telegram and a booking page on the website
0 double bookings
a free slot is re-checked right before a booking is confirmed
The challenge
The salon takes bookings through Instagram Direct, Telegram and the phone. The administrator greets guests, answers calls and replies to messages all at once: messages wait for hours, and evening ones wait until morning. Yet most questions repeat: how much is it, how long does it take, is there a slot on Saturday, how do I prepare for the treatment.
- Clients go to competitors while they wait for a reply in Direct
- The administrator spends hours on the same questions about prices, specialists and free time
- Bookings made after hours wait until the next morning
- Manual booking leads to mistakes: overlaps and forgotten changes
How it works
- 1
A client writes
Instagram, Telegram or the booking page on the website
- 2
The AI receptionist reads the request
a consultation, a booking or a question about the salon
- 3
Answers from the knowledge base
services, prices, duration, specialists, preparation, address
- 4
Offers free time
only real slots from the specialists' schedules
- 5
Books after confirmation
the client explicitly confirms the service, specialist and time
- 6
Doesn't know? Calls the administrator
a Telegram alert with the conversation context; the answer is added to the base
A knowledge base that grows with the salon
The assistant answers not with generic phrases but from the knowledge base of this particular salon: services and prices, treatment duration, specialists and what they do, preparation and contraindications, the address, parking, payment options and current offers. When a client asks something the base does not cover, the assistant says it will check and passes the question to the administrator. The administrator's answer is added to the base, so next time the assistant answers such a question on its own.
- Prices, services and free time come only from the base and the schedule — the assistant never makes them up
- Every new question the administrator has answered becomes part of the base
- Over time, fewer conversations need a person: the administrator spends time with guests, not with messages
- The base can also be updated by hand: a new service, offer or specialist shows up in answers right away
- Services and prices
- Specialists
- Treatment preparation
- Contraindications
- Address and parking
- Payment
- Current offers
What the AI receptionist does
Advises like a salon administrator
Explains services, prices and treatment duration, helps choose a specialist and answers questions about preparation.
Books real free slots
Sees the specialists' schedules, working hours and days off, and offers only free slots. The slot is re-checked before confirmation, so double bookings do not happen.
Hands hard cases to a person
When a question is unusual or the client asks for a human, the administrator gets a Telegram alert with the gist of the conversation, replies and hands the conversation back to the assistant.
Website booking without messaging
The booking page is a step-by-step form: service, specialist, time. The client's phone is confirmed through a messenger, with no passwords and no paid SMS. Clients see their bookings and can cancel them themselves.
Never leaves a client unanswered
The main model runs on a private AI server and a backup one in the cloud. If both are unavailable, the conversation goes straight to the administrator.
A control panel for staff
Services, specialists, working hours, days off and bookings in a simple admin panel. The assistant picks up every change right away.
Integrations
- Instagram Direct
- Telegram
- Booking page on the website
- Administrator alerts in Telegram
- Phone confirmation via Telegram, Viber and WhatsApp
- Private AI server
- Backup cloud model
Other channels and systems — WhatsApp, Viber, CRM — are connected to fit the salon's processes.
What the salon gets
- Clients get an answer right away — day, night and at weekends
- Booking happens without the administrator, from choosing a service to confirmation
- The administrator steps in only for unusual questions — and less often as the knowledge base grows
- No overlaps: the assistant sees the schedule and re-checks the slot before booking
- Every booking and every change is kept in a log
Who it's for
- Beauty salons and barbershops
- Nail studios and cosmetology
- Massage and spa
- Dental practices and clinics
- Fitness studios
- Any business that books clients with specialists
Questions and answers
What if the assistant doesn't know the answer?
It does not make one up. The assistant tells the client it will check and passes the question to the administrator in Telegram. The administrator's answer is added to the knowledge base, so next time the assistant handles it on its own.
Where do prices and free time come from?
From the salon's knowledge base and the specialists' schedules in the control panel. When staff change a service, a price or working hours, the assistant works with the new data right away.
Can a client book without messaging?
Yes: on the booking page the client picks the service, specialist and time themselves. The phone number is confirmed through Telegram, Viber or WhatsApp — no passwords and no paid SMS.
Can a client switch to a live administrator?
Yes, at any moment — it is enough to ask. The administrator gets an alert and continues the conversation.
How long does the launch take?
The first working version takes two weeks: we fill the knowledge base, set up services and specialists, and connect the channels.
Want the same for your business?
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