Booking System
Overview
DM Champ includes a built-in appointment booking system that lets your AI bot schedule meetings, consultations, and events directly within conversations. When a contact wants to book a time, the AI checks your availability, offers open slots, and confirms the appointment - all without you lifting a finger.
Who is this for? Any business that takes appointments or reservations. For example:
A hair salon that books styling appointments through WhatsApp
A real estate agency that schedules property viewings via Instagram DMs
A restaurant that takes table reservations through a chat widget
A consulting firm that books discovery calls through automated campaigns
A medical clinic that lets patients schedule appointments via SMS
The booking system integrates with Google Calendar for two-way sync (see Google Calendar Integration), Zoom for automatic video meeting creation, and restaurant booking platforms like Formitable and Zenchef.
Creating Event Types
Event types define the kinds of appointments your contacts can book. Think of each event type as a different service you offer.
Examples of event types:
"30-Minute Free Consultation"
"Product Demo"
"Haircut Appointment"
"Restaurant Reservation for 2"
To create an event type:
Click Events in the left sidebar.
Click the New Event button (or the "+" button).
Fill in the event details:
Event name - A clear name that describes the appointment (for example, "Free Consultation" or "Property Viewing").
Slot duration - How long each appointment lasts, in minutes (for example, 30 or 60 minutes).
Location - Where the meeting takes place. This can be a physical address, "Online," or a specific meeting link.
Max bookings per slot - How many contacts can book the same time slot. Set this to 1 for one-on-one appointments, or higher for group events, classes, or restaurant tables.
Click Save to create your event.
Tip: Give your event types customer-friendly names. Your contacts may see these names during the booking process, so "Free 30-Minute Strategy Call" is better than "Initial Consult v2."
Time Slot Configuration
Availability Windows
Set when you are available for each day of the week:
Monday through Sunday - Set your start and end times for each day (for example, Monday 9:00 AM to 5:00 PM).
Leave a day blank or set it to closed to block it off entirely (for example, close Sundays).
Times respect your account's time zone setting, which you can configure in Settings > Account.
Tip: Set your availability slightly narrower than your actual working hours. This gives you breathing room at the start and end of each day.
Rooms
Events support multiple rooms, each with its own availability schedule. This is useful when you have:
Multiple meeting rooms or locations - for example, "Room A" and "Room B" at your office.
Different staff members with different schedules - for example, "Dr. Smith (Mon-Wed)" and "Dr. Jones (Thu-Fri)."
Separate Google Calendars for different people or purposes.
Each room can be linked to its own Google Calendar, so DM Champ checks the right calendar for each room's availability.
Granularity and Buffers
These settings control how your time slots are offered and spaced:
Granularity - How frequently time slots appear. For example, if set to 15 minutes, contacts see options like 9:00, 9:15, 9:30, and so on. If set to 30 minutes, they see 9:00, 9:30, 10:00, etc.
Buffer before - Minutes of padding before each appointment. For example, a 10-minute buffer gives you time to prepare.
Buffer after - Minutes of padding after each appointment. For example, a 15-minute buffer gives you time to wrap up notes.
Notice - Minimum advance notice required for booking. For example, set this to 2 hours so contacts cannot book an appointment starting in 30 minutes.
Booking window - How far into the future contacts can book. For example, set this to 30 days so contacts can only book within the next month.
Recurring Appointments
DM Champ supports recurring appointments for contacts who need regular sessions - perfect for ongoing coaching, therapy, training, or maintenance services.
Set the recurrence frequency (for example, weekly, biweekly, or monthly).
Define the interval between occurrences.
Optionally set a limit so the series ends after a certain number of sessions (for example, "repeat 10 times").
Recurring appointments are tracked as a series, making it easy to manage ongoing client relationships without rebooking each time.
Booking Confirmation and Notifications
When a contact books an appointment through the AI, here is what happens:
The appointment is created and saved in DM Champ.
A confirmation message is sent to the contact in the chat (for example, "Your appointment is confirmed for Tuesday at 2:00 PM").
The appointment syncs to your Google Calendar (if connected - see Google Calendar Integration).
A Zoom meeting is automatically created and the link is shared (if the event type is set to Zoom).
You receive a notification based on your notification settings.
Tip: Make sure your notification settings are turned on so you never miss a new booking. You can configure notifications in Settings.
Cancellation Handling
Both contacts and administrators can cancel appointments:
Cancellation reason tracking - When an appointment is canceled, the reason is recorded so you can spot patterns (for example, if many contacts cancel due to scheduling conflicts).
Status updates - The appointment status changes from "Confirmed" to "Canceled."
Calendar sync - Cancellations automatically sync back to Google Calendar, freeing up the time slot for other bookings.
Formitable cancellations - For Formitable restaurant bookings, a dedicated cancellation link is provided.
Formitable Integration (Restaurant Bookings)
Formitable is a restaurant reservation platform popular in the Netherlands and Europe. DM Champ integrates with Formitable so your AI bot can handle table reservations directly in chat conversations.
How to set it up:
Click Settings in the left sidebar.
Find the Formitable integration section.
Enter your Restaurant ID (you can find this in your Formitable dashboard).
Click Verify to confirm the connection.
Once verified, Formitable appears as a booking option when you set up campaigns.
How it works:
The AI bot checks available tables and time slots through Formitable in real time.
When a contact books, the reservation is created in both DM Champ and Formitable simultaneously.
Booking details include the table type, deposit information, and cancellation policies.
Zenchef Integration (Restaurant Bookings)
Zenchef is another restaurant management platform supported by DM Champ.
How to set it up:
Click Settings in the left sidebar.
Find the Zenchef integration section.
Enter your Restaurant ID (available in your Zenchef dashboard).
Click Verify to confirm the connection.
You can connect multiple restaurants under one DM Champ account.
How it works:
The AI checks Zenchef for available reservation slots in real time.
Bookings are created in both DM Champ and Zenchef.
Each restaurant can be independently activated or deactivated, so you control which locations accept AI-powered bookings.
Zoom Meeting Integration
When you connect Zoom, DM Champ automatically creates video meetings for booked appointments - perfect for remote consultations, sales calls, and virtual demos.
How to set it up:
Go to Settings > Account in the left sidebar.
Click Connect Zoom and follow the login steps to link your Zoom account.
When creating an event type, set the location type to "Zoom."
How it works:
When a contact books an appointment for a Zoom event, a Zoom meeting is automatically created.
The meeting link is included in the booking confirmation message sent to the contact.
The Zoom meeting details are stored with the appointment for your reference.
Tip: Test the Zoom integration with a sample booking before going live. This ensures the meeting links are generated correctly and the confirmation message looks right.
Import Calendar Events
If you already have appointments in another calendar, you can import them into DM Champ:
Click Events in the left sidebar.
Click Import Calendar Events.
Provide your calendar URL (also called an "iCal URL" - this is a special link that most calendar apps provide for sharing. You can usually find it in your calendar's sharing or export settings in apps like Google Calendar, Outlook, or Apple Calendar).
DM Champ reads your calendar data and imports the events.
This is useful when migrating from another scheduling system or when you want to bring in events from calendars that do not support two-way sync.
Using Events in Campaigns
To let your AI bot handle bookings during conversations:
When creating or editing a campaign, enable Bookings.
Select the event type the AI should use for scheduling.
The AI will automatically offer available time slots to contacts during conversations and handle the entire booking flow - from checking availability to confirming the appointment.
Example: A contact messages "I'd like to book a consultation." The AI responds with available time slots based on your event settings and Google Calendar. The contact picks a time, and the AI confirms the booking - all automatically.
Need Help?
If you have questions about the booking system or integrations, reach out via our help form.
Last updated
Was this helpful?