How the AI Books a Table

Once your AI receptionist has confirmed availability for the customer's requested date, time, and party size, it walks them through completing the booking. Here's what that process looks like.

Information the AI collects

To complete a table reservation, the AI typically collects:

  1. Date — confirmed from the availability check.
  2. Time — confirmed from the availability check.
  3. Party size — how many guests.
  4. Customer name — to record the booking under.
  5. Customer phone number — for confirmation and future identification. The calling number is often pre-populated.
  6. Special requests (optional) — if you've enabled the special requests field on your booking page, the AI may ask for any dietary requirements, seating preferences, or other notes.

The AI asks for information it doesn't already have (for example, if the customer called from a known number, the AI may already have their name from a previous booking).

Confirming the booking

Once the required information is collected, the AI confirms the booking details back to the caller before finalising. The customer hears something like: "I've reserved a table for 4 on Friday the 15th at 7:30 pm under Smith. Is that correct?"

After confirmation, the booking is created in your dashboard immediately.

SMS confirmation

If the Send Booking Link tool is enabled in your AI Tools settings, the AI can send the customer a confirmation SMS with a link to view their booking. The customer can use this link to view details and manage their reservation.

What the booking record includes

When a booking is created by the AI, it appears in your dashboard booking calendar with:

  • The customer's name and phone number.
  • The date and time.
  • The party size.
  • The source (Voice AI).
  • Any special requests noted during the call.

If the booking fails

If the AI encounters an error while trying to create the booking (for example, the slot becomes unavailable between the availability check and the booking confirmation), the AI will let the caller know and attempt to offer an alternative.

💡 Tip: Enable the Send Booking Link SMS tool so customers always have a digital record of their reservation. This reduces "I don't remember what time I booked" queries and builds trust in the AI booking experience.