Welcome to Gestion Citas!
Step-by-step guide to setting up and using your AI-powered appointment management assistant
1 Introduction
Gestion Citas is an appointment management system with an intelligent WhatsApp assistant powered by AI. The system helps you:
- Automatically confirm appointments via WhatsApp
- Reschedule appointments based on client requests in chat
- Send reminders before upcoming visits
- Manage calendar and client database
- Analyze statistics and generate reports
π― How long to set up?
Most businesses fully set up the system in 10-15 minutes.
2 Registration
Registration Methods
Classic registration with email confirmation
Instant registration via WhatsApp in one click
Telegram
Quick registration via Telegram
Registration Steps
Go to registration page
Choose registration method
Email, WhatsApp or Telegram
Fill in company information
Name, country, city, phone
registration-form.png
Done! You're logged in
Let's start setting up
after-registration.png
3 First Steps
After registration, you'll enter the Setup Wizard which will guide you through the main steps:
setup-wizard.png
π‘ Tip
You can skip the wizard and return to setup later in "Settings"
First Setup Checklist
4 Company Settings
The "Settings β Company" section contains basic information about your business.
Settings Fields
| Field | Description |
|---|---|
| Name | Your business name |
| Country | Country location |
| City | City location |
| Address | Full address for clients |
| Phone | Contact phone number |
| Timezone | Important for correct time display |
| Logo | Company logo for interface |
settings-company.png
5 Services
Services are what you offer to clients: haircuts, massages, consultations, etc. Each service has a name, duration, and price.
Creating a Service
Open "Services" section
In sidebar or via "Settings β Services"
Click "Add Service"
services-list.png
Fill the form
- Service name (e.g., "Women's Haircut")
- Description (optional)
- Duration in minutes
- Price
- Select specialists who provide this service
service-create-form.png
Save the service
Assigning Services to Specialists
One service can be performed by multiple specialists. In the service creation/edit form:
- Find the "Specialists" section
- Check those who perform this service
- Save changes
service-assign-specialists.png
6 Specialists
Specialists are employees who perform services. Each specialist has their own schedule and service list.
Adding a Specialist
Open "Specialists" section
specialists-list.png
Click "Add Specialist"
Fill in information
- Name
- Photo (optional)
- Phone (optional)
- Email (optional)
specialist-create-form.png
Set up schedule
Specify working days and hours for each specialist
specialist-schedule.png
π Important
Specialist schedule determines when they're available for booking. Clients can't book outside working hours.
7 WhatsApp Connection
Connecting WhatsApp allows the AI assistant to communicate with your clients and automatically manage appointments.
How to Connect
Open "Settings β WhatsApp"
settings-whatsapp-disconnected.png
Scan QR code
Open WhatsApp on phone β Settings β Linked devices β Link a device β Scan QR
whatsapp-qr-code.png
Done! WhatsApp connected
Status changes to "Connected"
settings-whatsapp-connected.png
β What happens after connection?
- β’ AI assistant starts responding to client messages
- β’ Appointments get confirmed automatically
- β’ Reminders are sent before visits
Test Message
After connection, you can send a test message to verify:
whatsapp-test-button.png
8 Reminder Setup
Reminders are automatically sent to clients before their appointment, significantly reducing no-shows.
Creating a Reminder
Open "Settings β Reminders"
reminders-list.png
Click "Create Reminder"
Configure parameters
- Name β for internal use
- How much before β e.g., 24 hours before appointment
- Channel β WhatsApp or Telegram
- Message text β use variables
reminder-create-form.png
Template Variables
In the reminder text, you can use variables:
Hi, {{client_name}}! π
This is a reminder for your appointment:
π {{date}} at {{time}}
π Service: {{service_name}}
π¨βπ§ Specialist: {{specialist_name}}
Reply "Confirm" or "1" to confirm
π Recommendation
Send reminders 24 hours before appointment β this is the optimal time for confirmation.
9 Dashboard
The Dashboard is the main page showing key metrics and current status.
dashboard-overview.png
Dashboard Widgets
π Appointments Today
Shows today's appointments with status breakdown
π₯ New Clients
Number of new clients in the period
π° Revenue
Financial metrics for selected period
π Statistics
Charts and trends for appointments and attendance
10 Calendar
Calendar shows all appointments in an easy-to-view format with drag-and-drop for rescheduling.
calendar-week-view.png
Calendar Features
- View switching β day, week, month
- Drag & drop β move appointments with mouse
- Filtering β by specialists, services, statuses
- Creation β click on free time for new appointment
11 Appointment Management
The "Appointments" section contains a list of all appointments with options to view, edit, and manage.
appointments-list.png
Creating an Appointment
Click "New Appointment"
Button at top of list or on calendar
Select client
From existing or create new
appointment-select-client.png
Select service and specialist
appointment-select-service.png
Select date and time
System shows only available slots
appointment-select-datetime.png
Save appointment
Client will receive notification (if configured)
appointment-detail.png
Appointment Statuses
12 Clients
The Client database stores all information about people who have booked with you.
clients-list.png
Creating a Client
Minimum information to create a client:
- Name
- Phone or Email
Additional information (optional):
- Birthday
- Address
- Notes
client-create-form.png
Client Card
When opening a client, you see:
- β’ Contact information
- β’ Full appointment history
- β’ Statistics (total revenue, visit count)
- β’ Notes
client-detail.png
13 How the AI Assistant Works
The AI assistant analyzes client messages in WhatsApp and automatically performs actions based on their requests.
What the AI Understands
β Confirmation
Phrases to confirm appointment:
- β’ "Confirm"
- β’ "Yes, I'll be there"
- β’ "OK"
- β’ "1"
- β’ "Coming"
β Cancellation
Phrases to cancel appointment:
- β’ "Cancel"
- β’ "Can't make it"
- β’ "Changed my mind"
- β’ "Won't come"
π Rescheduling
Rescheduling request examples:
- β’ "Can I do 3 instead of 4?"
- β’ "Move to tomorrow"
- β’ "Can't tomorrow, any slots in the evening?"
π Booking
Booking request examples:
- β’ "Book me for tomorrow at 2 PM"
- β’ "Want to see Maria for a haircut"
- β’ "Any free time on Friday?"
π Safety
AI only performs safe operations (confirm, reschedule, cancel). Sensitive actions require your confirmation.
14 AI Assistant Commands
Clients can write naturally β the AI will understand their intent.
Example Dialogs
π² Confirming Appointment
Hi! Remind me when I'm booked?
Hello! You're booked tomorrow at 3 PM with stylist Anna for "Haircut". Confirm? βοΈ
Yes, confirmed!
Great! Appointment confirmed. See you! π
π² Rescheduling Appointment
Hi! Can't make it at 3 tomorrow, can I do 5?
Hello! Checking availability... 5 PM tomorrow is free. Reschedule? π
Yes, reschedule
Done! Your appointment is moved to tomorrow at 5 PM. See you! β¨
π² Cancelling Appointment
Hi, can't make it, please cancel
Understood, appointment cancelled. Sorry you can't make it. Hope to see you another time! π
15 Reports & Statistics
The "Reports" section helps analyze business performance.
Available Reports
By Date
Appointments, revenue, attendance by dates
report-by-date.png
By Service
Service popularity, revenue by service
report-by-service.png
By Specialist
Workload, revenue, efficiency
report-by-specialist.png
By Client
Activity, LTV, no-shows
report-by-client.png
16 Billing & Subscription
The "Settings β Billing" section for subscription management.
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Pricing Plans
Monthly
$14.95/month
- β Unlimited appointments
- β AI WhatsApp assistant
- β Unlimited specialists
- β Reminders
Yearly
$149.95/year
Save $29.45
- β Everything in Monthly
- β 2 months free
- β Priority support
Payment Methods
We accept all major cards:
Payment via Stripe (safe and secure)
17 Frequently Asked Questions
How long does setup take?
Most businesses fully set up the system in 10-15 minutes. You need to add services, specialists, and connect WhatsApp.
Do I need to change my WhatsApp number?
No. You connect your existing WhatsApp Business number. Clients continue writing to the same number.
What if AI makes a mistake?
AI is very accurate, but if something is unclear, it will pass the request to you. You always have final control.
Can I cancel my subscription?
Yes, you can cancel anytime without questions. Access remains until the end of the paid period.
What happens to my data when I cancel?
You can export all data at any time. After cancellation, data is stored for 30 days, then deleted.
Is there support?
Yes! Write to us at [email protected] or use the chat widget in the bottom right corner.
Does it work with Telegram?
Yes, you can connect Telegram instead of or in addition to WhatsApp for client communication.
Ready to get started?
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