Yclients integration: an AI bot books clients for services itself

A Yclients integration takes the most frequent task off the administrator: booking the client. In a salon, clinic or car service, the phone rings while the specialist is busy, and evening messages wait until morning. A client who couldn't book right away books with a competitor.

An AI receptionist for salons is a voice bot or chatbot connected to Yclients: it checks free slots, offers a time and books the visit itself. The bot also passes reschedules and cancellations to Yclients. Watch the two-minute video, and below you will find step-by-step setup.

What the appointment booking bot can do

• Books real free slots. By a keyword — “schedule” by default — the bot loads the schedule from Yclients and offers the two slots closest to the desired time.
• Doesn't get confused even in a large salon. The bot doesn't keep the whole week's schedule of every specialist in memory. During the conversation it requests free time only for the right day and service and gets up to three suitable slots, so it names the exact time and doesn't mix up dates or specialists.
• Reschedules and cancels visits. The bot finds the client's upcoming bookings by phone number, so it reschedules or cancels exactly their visit. New bookings, reschedules and cancellations go to Yclients, and the administrator doesn't duplicate them.
• Works with several branches. The bot picks the branch and booking form from the client's words, for example the address.
• Picks the service. With “Add service_id”, the AI picks the service number from the client's words and checks the schedule for that exact service.
• Never leaves silence on the line. While the schedule loads, the voice bot says the “Pause phrase”, for example “one second...”.

How the Yclients integration works

The integration is a wizard that builds the bot's settings for you. In the voice bot, it creates a “Database search” trigger with the Yclients schedule and a write webhook that books the visit. If one branch is selected, the schedule is loaded before the call. In the chatbot, the wizard creates a schedule trigger and the “Yclients slot booking” target action: it understands whether the client booked, rescheduled or cancelled, and passes the service, date, specialist, name, phone and comment.

The Yclients webhook is the feedback channel from Yclients: the bot sees bookings changed by the administrator right away and relies on a fresh schedule.

What data the bot gets from Yclients

Without the integration, the bot either doesn't know your free time and leaves booking to the administrator, or gets the whole schedule and mixes up dates. With the integration, it asks Yclients only for what it needs right now — like an administrator who opens the booking log on the right day.

The bot sees the same as a client in your online booking: the schedule comes through the form you chose when connecting. The bot gets the data in three stages:

• Before the call. If there is one branch, the integration adds the “Yclients schedule” loading webhook. While the phone is ringing, the bot gets services with prices, duration and description, specialists and their services, and, by phone number, the client's upcoming bookings and recent visits. With several branches, nothing loads in advance — the bot learns the branch in the conversation.
• During the conversation. When the keyword comes up, the AI takes the date and time from the dialog and, with “Add service_id”, the service number. The system checks only that day with the specialists who provide the service and returns up to three slots — the closest to the desired time, if the client named one.
• After the client agrees. The write webhook passes the service, specialist, date and time, name and phone to Yclients. A conversation summary goes into the booking comment, so the administrator sees what was agreed.

The AI works out the date with the ready-made data parameter prompt in the trigger: “tomorrow” means tomorrow's date, “in the evening” means 19:00, “in the morning” means 10:00, and no date means today. If your evening starts earlier, edit the prompt in “Triggers”.

How to connect Yclients to an AI voice bot

1. 1
   Open the “Integrations” tab

   “AI voice bot” → click the bot → “Integrations” → “Add integration” → Yclients.
2. 2
   Sign in to Yclients

   Enter your Yclients “Login” and “Password” and click “Continue”: the credentials are checked right away.
3. 3
   Set up the trigger

   Tick the “Branches (companies)” and check the “Keyword”, “Pause phrase” and “Dynamic webhook instruction”. Need bookings for a specific service? Turn on “Add service_id”. Click “Continue”.
4. 4
   Choose booking forms

   Pick an online booking form for each company and click “Continue”. With several branches, check the “Prompt for company_id” and “Prompt for form_id” and click “Confirm”.
5. 5
   Register the webhook

   Click “Open YCLIENTS”, click “Connect” in Yclients, come back, click “Register webhook” and then “Done”.
6. 6
   Save the bot

   Click “Save” on the bottom bar and test a booking in “Training AI” or with a test call.

Appointment booking bot in chat: Yclients in the AI chatbot

In the AI chatbot the steps are the same, plus the “Target action setup” window. It has the “Action name” (“Yclients slot booking”) and “Keywords” after which the booking goes to Yclients — goodbye phrases by default. Then click “Create integration”, and in the “YCLIENTS webhook setup” window click “Open the connection page in YCLIENTS”, then “Connect” there, and then “Register webhook” and “Done”. The wizard remembers your Yclients login and password in this browser. Finally, click “Save changes”.

How to set up the conversation so the bot books without mistakes

In the “Conversation plan” — part of the instruction, your AI voice bot script — list the steps in order: clarify the service and confirm it with the client; ask for the preferred day and time; offer a free slot from the schedule; before saying goodbye, repeat the date, time and specialist.

Confirming the service by its exact name keeps the bot from “finding” something you don't offer: the client asks for a classic manicure, but Yclients only has a hardware one. A summary before booking — service, specialist, date and time — protects both sides. The client hears exactly what they are booked for and doesn't get confused, and the AI relies on this confirmation when it sends the booking to Yclients.

The bot builds its schedule-based answer from the “Dynamic webhook instruction”. Keep the time rules there: only data from the schedule, time with minutes, no year. If the bot mixes up a date, click “Fix” under that reply in “Training AI”, and the fix goes into this instruction.

To make sure the client doesn't forget the visit, let the bot write the booking time to the “Stage date” on the “Writing to CRM” tab. Then an autofunnel will make the automated appointment reminder calls the day before. No Yclients? Google Calendar and busy slots by stage date do the same job — see “AI voice bot call transfer and calendar booking”.

The “Checking the schedule” phrase: when the bot looks for free time

The key to the setup is when the search starts. The keyword fires both on the client's words and on the bot's own reply. It's more reliable when the bot says it: the bot decides that the service and date are already known and only then starts the search. Otherwise the schedule loads too early — for today and without a service. Here are ready-made wordings for the “Conversation plan” — put them before the step where the bot offers a time (“Add step”, reorder by dragging):

• “Find the service that best matches the client's choice, say its EXACT name from the service list and ask the client to confirm it.”
• “Ask the client what day and time they would like to book.”
• “When you know the service and the desired date and time for sure, write strictly 'Checking the schedule', add nothing else and wait for the client's reply.”

In “Important rules”, add: “If the client wants a different time, day, service or specialist, write strictly 'Checking the schedule' again and wait for the client's reply.” This way the bot requests the schedule again instead of making up a slot. In the AI chatbot, the schedule trigger already listens to the bot's replies by default: “Where to listen” — “In bot replies”.

How to test a Yclients booking in “Training AI”

1. 1
   Set up a test client

   Click “Training AI” → “Start training”. In the “Fill in or clear the variables for testing” window, enter the ID, phone and name of a test lead from the CRM: with them, the test booking reaches Yclients in full.
2. 2
   Play out a booking

   Write as the client: first a service, then a day and time. When the bot says “Checking the schedule”, a “Webhook: <trigger name>” block appears in the chat.
3. 3
   Check the parameters

   The block shows which date and service number the AI took from the dialog, the request link and the free slots Yclients returned. With one branch, the “Loading the database from the webhook” window before the test shows the service numbers.
4. 4
   Check the booking

   Take the dialog to the client's agreement, click “Data write test”, choose the “Webhook: <address>” of the Yclients booking and click “Test the data write”. Under the parameters you'll see the create action, the comment, the service and specialist numbers, the date and time.
5. 5
   Delete the test booking

   The request is sent for real, and the booking appears in the Yclients log. Check it and delete it.

Read also: Online appointment booking, AI voice bot call transfer, Chatbot CRM integration