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Forms & Booking System (BETA)

Beta Feature

Forms and Booking are currently in BETA. Features may change, and some limitations apply. We're actively improving these features based on your feedback!

Collect customer information and let customers book appointments directly in your chat interface. Forms appear automatically when your AI determines they're needed, making data collection seamless and natural.

What Are Forms?​

Forms let you collect structured information from customers during conversations. Instead of asking customers to fill out a separate form, your AI can show a form right in the chat when needed.

Real-World Examples:

  • Lead Generation: Collect name, email, company, phone
  • Support Tickets: Get issue details, priority, category
  • Surveys: Gather feedback and ratings
  • Contact Forms: Collect contact information
  • Booking Forms: Let customers book appointments

What is Booking?​

Booking is a special type of form that lets customers schedule appointments or make reservations. When you create a booking form, customers can select dates, times, and duration for their appointments.

Real-World Examples:

  • Appointment Booking: Schedule consultations, meetings, calls
  • Service Booking: Book services like haircuts, massages
  • Reservation System: Reserve tables, rooms, equipment
  • Event Registration: Register for events or classes

How Forms Work​

Automatic Form Display​

Your AI automatically shows forms when it determines they're needed:

  1. Customer asks a question that requires information
  2. AI recognizes that a form would help
  3. Form appears in the chat conversation
  4. Customer fills it out right in the chat
  5. Form is submitted and data is saved
  6. AI continues the conversation with the information

Example Conversation:

Customer: "I'd like to schedule a consultation"
AI: "I'd be happy to help you schedule a consultation. Let me get some information from you."
[Form appears with fields: Name, Email, Phone, Preferred Date, Preferred Time]
Customer: [Fills out form]
AI: "Thank you! I've scheduled your consultation for [date] at [time]."

Creating Your First Form​

Step 1: Go to Knowledge Base​

  1. Go to Dashboard → Knowledge Base
  2. Connect a chat interface (if not already connected)
  3. Scroll down to the "Form Builder" section

What You'll See:

  • A card showing "Form Builder"
  • List of existing forms (if any)
  • "Create Form" button

Step 2: Click "Create Form"​

  1. Click the "Create Form" button
  2. The Form Builder dialog opens
  3. You'll see a multi-step form builder

Step 3: Basic Information​

Step 1 of 4: Basic Information

Fill in:

  • Form Name: A descriptive name (e.g., "Lead Generation Form")
  • Description: What this form is for (optional)

Example:

Form Name: Customer Contact Form
Description: Collect customer contact information for follow-up

Click "Next" to continue.

Step 4: Add Fields​

Step 2 of 4: Form Fields

This is where you build your form. You can add different types of fields:

Available Field Types:

  • Text: Single-line text input (name, company, etc.)
  • Email: Email address with validation
  • Number: Numeric input (phone, quantity, etc.)
  • Date: Date picker (for dates)
  • Select: Dropdown menu (categories, options)
  • Textarea: Multi-line text (message, description)

Adding a Field:

  1. Click "+ Add Field" button
  2. Select field type from dropdown
  3. Fill in field details:
    • Label: What the field is called (e.g., "Your Name")
    • Placeholder: Hint text (e.g., "Enter your name")
    • Required: Whether field must be filled
    • Panel: Which section to put it in (Customer Information, Additional Information)

Example Form Fields:

Field 1: Text
  Label: "Full Name"
  Placeholder: "Enter your full name"
  Required: Yes
  Panel: Customer Information

Field 2: Email
  Label: "Email Address"
  Placeholder: "your.email@example.com"
  Required: Yes
  Panel: Customer Information

Field 3: Textarea
  Label: "Message"
  Placeholder: "Tell us about your inquiry"
  Required: No
  Panel: Additional Information

Special: Date Fields → Booking

  • When you add a Date field, you'll be asked if you want to convert it to a Booking field
  • Booking fields include: Date, Time, Duration
  • Perfect for appointment scheduling!

Reordering Fields:

  • Drag fields up or down to reorder them
  • Use the grip icon (⋮⋮) on the left to drag

Click "Next" when done adding fields.

Step 5: Configure Settings​

Step 3 of 4: Settings

Configure how your form works:

Trigger Keywords:

  • Words that help AI recognize when to show this form
  • Example: ["contact", "form", "lead", "information"]
  • Add keywords one at a time
  • AI uses these to decide when to show the form

Submit Button Text:

  • Text on the submit button (default: "Submit")
  • Example: "Send Message", "Book Appointment", "Submit Form"

Confirmation Message:

  • Message shown after form is submitted
  • Example: "Thank you! We'll contact you soon."

Active Status:

  • Toggle to enable/disable the form
  • Disabled forms won't appear in chat

Click "Next" to continue.

Step 6: Review and Save​

Step 4 of 4: Review

Review your form:

  • Check all fields are correct
  • Verify settings
  • Make any final adjustments

Click "Save Form" to create it!

Creating a Booking Form​

Booking forms are perfect for appointment scheduling. Here's how to create one:

Step 1: Start with a Regular Form​

Follow steps 1-3 above to create a basic form.

Step 2: Add a Date Field​

When adding fields:

  1. Select "Date" as the field type
  2. A dialog appears asking: "Convert to Booking Field?"
  3. Click "Yes" to convert to booking

What Happens:

  • Date field becomes a Booking field
  • Automatically includes: Date, Time, Duration options
  • Assigned to "Booking Details" panel

Step 3: Configure Booking Options​

Booking Field Settings:

  • Date: Required (always enabled)
  • Time: Enable/disable time selection
  • Duration: Enable/disable duration selection
    • Options: 15 min, 30 min, 1 hour, 2 hours

Example Booking Form:

Field 1: Booking (Date + Time + Duration)
  Label: "Appointment Time"
  Date: Required
  Time: Enabled
  Duration: Enabled (15min, 30min, 1hr, 2hr)

Field 2: Text
  Label: "Your Name"
  Panel: Customer Information

Field 3: Email
  Label: "Email Address"
  Panel: Customer Information

Step 4: Save Your Booking Form​

Click "Save Form" and your booking form is ready!

Managing Forms​

View All Forms​

  1. Go to Dashboard → Knowledge Base
  2. Scroll to "Form Builder" section
  3. See all your forms listed

For Each Form, You Can:

  • Edit: Modify form fields and settings
  • View Submissions: See all responses
  • Delete: Remove the form
  • Toggle Active: Enable/disable the form

Editing a Form​

  1. Click "Edit" on any form
  2. Form Builder dialog opens with existing form
  3. Make your changes
  4. Click "Save Form" to update

Viewing Form Submissions​

  1. Click "View Submissions" on any form
  2. See all responses in a dialog
  3. Each submission shows:
    • Date and time submitted
    • All field values
    • Customer information (if available)

Export Options:

  • Copy data to clipboard
  • Export as CSV (coming soon)

Deleting a Form​

  1. Click "Delete" on any form
  2. Confirm deletion
  3. Form is permanently removed
  4. All submissions are also deleted
Permanent Action

Deleting a form also deletes all form submissions. Make sure to export data first if needed!

How Forms Appear in Chat​

For Customers​

When AI Shows a Form:

  1. Form appears as an interactive card in chat
  2. Fields are clearly labeled
  3. Required fields are marked with *
  4. Submit button at the bottom
  5. Mobile-responsive design

Form Display:

┌─────────────────────────────────┐
│ Contact Form                    │
│                                 │
│ Full Name *                     │
│ [Enter your name]               │
│                                 │
│ Email Address *                 │
│ [your.email@example.com]        │
│                                 │
│ Message                         │
│ [Tell us about your inquiry]    │
│                                 │
│        [Submit]                 │
└─────────────────────────────────┘

After Submission:

  • Confirmation message appears
  • Form data is saved
  • AI continues conversation with the information

Booking Forms in Chat​

For Customers​

When AI Shows a Booking Form:

  1. Booking form appears with date, time, and duration options
  2. Date picker for selecting appointment date
  3. Time slots (if enabled)
  4. Duration selector (if enabled)
  5. Customer information fields

Booking Form Display:

┌─────────────────────────────────┐
│ Appointment Booking              │
│                                 │
│ Appointment Date *               │
│ [Select date] 📅                │
│                                 │
│ Appointment Time *               │
│ [Select time] 🕐                │
│                                 │
│ Duration                         │
│ ○ 15 min  ○ 30 min              │
│ ○ 1 hour  ○ 2 hours             │
│                                 │
│ Your Name *                      │
│ [Enter your name]                │
│                                 │
│ Email Address *                  │
│ [your.email@example.com]        │
│                                 │
│        [Book Appointment]       │
└─────────────────────────────────┘

After Booking:

  • Confirmation message with booking details
  • Booking is saved
  • AI confirms the appointment

Managing Bookings​

View All Bookings​

  1. Go to Dashboard → Knowledge Base
  2. Find the booking form
  3. Click "Manage Bookings" (if available)
  4. See all appointments

Booking Management:

  • View all bookings
  • Filter by date range
  • Cancel bookings
  • Add manual bookings
  • Export booking data

Best Practices​

1. Keep Forms Simple​

  • Don't ask for too much information
  • Only include necessary fields
  • Make forms quick to fill out

2. Use Clear Labels​

  • Use descriptive field labels
  • Add helpful placeholders
  • Mark required fields clearly

3. Test Your Forms​

  • Test forms in chat preview
  • Verify all fields work correctly
  • Check mobile responsiveness

4. Monitor Submissions​

  • Regularly check form submissions
  • Respond to leads quickly
  • Export data for analysis

BETA Limitations​

Current Limitations​

  • Limited Field Types: Some field types may be added in future
  • No File Uploads: File attachments not yet supported
  • Basic Validation: Limited validation options
  • No Conditional Logic: Forms can't show/hide fields based on answers

Coming Soon​

  • More field types
  • File upload support
  • Advanced validation
  • Conditional field display
  • Form templates
  • Better export options

Troubleshooting​

Form Not Appearing in Chat​

Check:

  • ✅ Form is active (not disabled)
  • ✅ Form is connected to the chat interface
  • ✅ Trigger keywords are set
  • ✅ AI is configured correctly

Solution:

  • Enable the form in Form Builder
  • Check trigger keywords
  • Test with explicit request: "Show me the contact form"

Booking Form Not Working​

Check:

  • ✅ Booking field is properly configured
  • ✅ Date, time, and duration options are set
  • ✅ Form is active

Solution:

  • Reconfigure booking field
  • Verify all booking options are enabled
  • Test in chat preview

Submissions Not Saving​

Check:

  • ✅ Form is connected to chat interface
  • ✅ Chat interface is active
  • ✅ No errors in browser console

Solution:

  • Refresh the page
  • Check browser console for errors
  • Contact support if issue persists

Next Steps​

Ready to create forms? Go to Dashboard → Knowledge Base → Form Builder section!