Importing Bookings with AI

Paid plan required. Bookings is available on a paid plan. It is not included on the free Basic plan. View plans

Bookings arrive everywhere — messages, a phone call scribbled on a pad, a
spreadsheet from an event. If you've connected an AI assistant, you can hand it
the lot and ask it to put them in the calendar. You get a preview of every
booking it would create, and nothing is written until you approve it in the
chat.

Customers are never messaged automatically

No email and no SMS goes out for an imported booking. Nobody gets a surprise
confirmation for a time you haven't checked yet. You confirm with your
customers yourself, the way you already do.

Before you start

Connect an AI tool

Follow Setting up an AI connection
if you haven't already.

Grant the Booking Import permission

On the approval screen, tick Booking Import. It is never granted
automatically. See Understanding permissions.

Set up your services first

An appointment needs a service that already exists in your store. Add them in
Bookings → Services before your first import. See
Managing bookable services.

On ChatGPT, tick the import permission

Imports only work if you granted the matching Import permission on the
Fuze Store approval screen when you connected. If you unticked it — or you're
not sure — reconnect and leave it ticked. See
Connecting ChatGPT.

How it works

You share the bookings

Paste the messages, share a photo of the booking sheet, or upload a
spreadsheet. Ask the AI to add them to the calendar.

The AI shows you a preview

It reads the names, dates, times, and services, and lists every booking it
would create. Nothing has been written yet.

You check the times

Read the dates and times against what you were sent. If something's wrong,
correct it and ask for a new preview. The preview expires after 15
minutes — shorter than other imports, because a calendar moves.

It writes, all at once

On approval every booking is created in a single batch.

You confirm with your customers

Nothing was sent on your behalf. Message them yourself.

What it can create

Type	Needs
Appointment	A service that already exists. Optionally a specialist
Reservation	A party size of at least 1. Optionally a table

Up to 50 bookings per import, so the preview stays short enough to actually
read.

Double-bookings are caught at the last moment

Availability is checked when the bookings are written, not when the preview
was made. That matters: a slot that was free while you were reading the preview
can be taken by a walk-in a minute later.

If any booking in the batch conflicts, the whole import is refused rather
than half-booked, and the AI tells you which one clashed. Fix that line and
re-run it — the rest is still there.

What it will never do

It never emails or texts a customer.
It never creates a service. An unmatched service is an error in the
preview, not a new row in your menu.
It never adds a customer to your CRM. Imported bookings carry the name and
contact details as booking details only.
It never cancels, completes, or reschedules an existing booking — those
stay manual.
It never writes without your approval, and that approval covers only the
one preview you read.

Getting a good result

Say the date explicitly. "Tuesday 3pm" is ambiguous a week later — "5 August,
3pm" is not.

Include the service name for appointments, matching what's in your store.
Include the party size for reservations.
Do one day at a time when working from messages; it keeps the preview
checkable and makes a conflict easy to spot.

Troubleshooting

The AI says it can't write — the Booking Import permission wasn't granted,
or your role doesn't cover bookings. Reconnect and tick it, or ask a store
owner about your role.
"That service doesn't exist" — add it in Bookings → Services, then
re-preview.
The import was refused for a conflict — someone took that slot while you
were reviewing. Pick another time for that one booking and re-run.
The preview expired — booking previews last 15 minutes. Ask for a new one.
A customer says they got no confirmation — that's expected. Imported
bookings never message anyone; send it yourself.

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