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How to Use vcita BizAI

Take control of your business operations by learning how to use BizAI to manage your schedule, clients, and communications through a conversational interface.

What is BizAI?

BizAI is a conversational assistant built directly into the platform. It understands everyday language and takes real actions in your account. Instead of navigating through multiple menus, you can type or speak to check your schedule, book appointments, update client records, and view payment forecasts.

BizAI displays results as interactive cards, allowing you to act on information immediately. It also provides business advice and drafts client-facing content based on your specific business details.

Accessing BizAI

Currently, the BizAI experience is optimized for mobile use.

  1. Open the platform mobile app.
  2. In the navigation menu, tap the sparkles icon.
Note: Desktop support for BizAI is not yet available.

Interacting with BizAI

You can communicate with the assistant using several methods:

  • Natural Language: Type requests in your own words, such as "What is on my calendar today?" or "Book John for a haircut next Tuesday."
  • Voice Commands: Tap the microphone icon to speak your request. The platform transcribes your voice and performs the action.
  • Starter Prompts: When you first open the tool, tap suggested prompts like "Today's schedule" or "Revenue this month" to see examples of available actions.
  • Follow-up Chips: Use the quick-action shortcuts that appear under client or invoice cards, such as View Invoice or Message client, to perform actions without typing.
Tip: If a response is taking too long or you change your mind, you can cancel the action at any time while it is processing.

Managing Your Business with BizAI

Scheduling and Appointments

You can manage your calendar by asking to view appointments for specific dates or ranges. BizAI allows you to check availability, book new appointments, and reschedule or cancel existing ones.

Important: BizAI currently supports regular appointment-type services only. You cannot book events or classes through the chat at this time.

Client Management

Use the assistant to search for clients using filters or saved views. You can also:

  1. Create new client records.
  2. Update existing client details or status.
  3. Add notes to a client file.
  4. View AI-generated client summaries and recommendations.

Sales and Payments

BizAI provides visibility into your financial data. You can view client invoices, check invoice statuses (paid, overdue, or upcoming), and view your payment forecast for the month with a chart.

Note: While BizAI displays billing information, it does not create invoices or process payments.

Business Advice and Content Creation

BizAI offers practical tips on growing your business, including pricing strategies, increasing revenue, and reducing no-shows. It can also draft the following content:

  • Campaign messages and promotion text.
  • Follow-up and re-engagement emails.
  • Appointment reminders.

The assistant uses your business voice and can personalize drafts with your specific services and client details. Once you approve the wording, the assistant can send the message for you.

Important: BizAI is not a human advisor. Its responses are generated by AI language models and may not always be accurate or suitable for regulatory, legal, or other specific requirements. Always review outputs before relying on them. Accuracy varies. AI technology is evolving quickly; BizAI may occasionally provide incorrect or outdated information. Assess the output critically.

Understanding Sessions and Privacy

BizAI remembers the context of your current conversation, allowing for follow-up questions like "send them a message" without repeating the client's name.

  • Session Duration: A session lasts for 30 minutes of inactivity.
  • Data Protection: BizAI asks for confirmation before saving changes to appointments or client data.
  • Data Deletion: The assistant cannot delete any data from your account.
  • History: Once a session expires or the app restarts, the chat starts fresh and previous history is not reloaded.

Frequently Asked Questions

Q: Can I use BizAI on my computer?

Desktop support is currently in development, so you must use the mobile app to access the sparkles icon for now.

Q: Does BizAI save changes automatically?

The assistant requires your approval via a confirmation card before booking, rescheduling, or updating client and appointment data.

Q: Can I book a group class using the chat?

Source document does not provide this detail regarding group classes, but it explicitly states that events and classes cannot be booked through the chat yet.

Q: How long does BizAI remember what we talked about?

The assistant maintains context for the current session, which expires after 30 minutes of inactivity or when you restart the app.

Q: Can BizAI help me collect a payment from a client?

The assistant can show you invoice statuses and payment forecasts, but it does not have the ability to take payments or create new invoices.

Q: What languages does the assistant support?

The assistant supports all languages that are currently available within the platform.

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