Last updated: October 18, 2025
The CalendarApp Assistant is your 24/7 digital helper. But before it can speak for you, it needs to learn how you work, how you sound, and what makes your business unique. That’s where AI training comes in.
This training happens in a guided conversation, one question at a time. You’ll see smart examples and can reply with your own details. You can skip any question, go back to change answers, or pause and finish later. You can also redefine anything at any time, even months from now. It’s an ongoing process designed to evolve with your business.
Table of Contents
- How It Works
- Describe Your Business
- Basic Business Information
- Services, Add-ons & Constraints
- Common Customer Questions & Answers
- Voice, Vocabulary & Emoji Rules
- What the AI Should Never Do
- Welcome Message
- When the AI Doesn’t Understand
- When Information Is Missing
- Human-Only Topics
- Delays, Complaints & Misunderstandings
- Booking CTA Wording
- Style to Use vs. Avoid
- Next Step
How It Works
When you start AI training, the CalendarApp Assistant becomes your onboarding partner. It will guide you through a structured set of questions and adjust how it responds to clients based on your input.
You can skip questions by clicking the ⏩ button. You can re-answer by selecting ↩️ and finish training later using the skip menu in the top right corner. There’s no pressure to get everything perfect the first time. Your answers can evolve at any time as your business grows.
The more detailed your answers, the smarter and more natural your assistant becomes.
Customer Messaging Best Practice
Q1: Describe Your Business
This question helps define what your business does and who it serves. The AI uses this description to understand your niche, your tone, and what kind of questions your customers are likely to ask.
“We run a yoga studio for busy professionals, offering flexible class times and expert instructors. Our differentiator is small class sizes for personalized attention.”
Yoga Studio
“We’re a boutique nail studio focused on natural-looking gel finishes, hygiene standards, and guaranteed neat results.”
Nail Studio
“We operate a car dealership specializing in electric vehicles and trade-ins. Customers value our transparent pricing and fast financing.”
Car Dealership
“We help property owners find reliable tenants and buyers. Our agents handle listings, visits, and negotiations.”
Real Estate Agency
“We’re a professional barber shop offering precision haircuts, beard styling, and grooming services for men who value quality and time.”
Barber Shop
Q2: Basic Business Information
This question defines how the AI introduces your business and provides essential contact details to customers. The more details you add, the more natural replies will sound.
“Name: Flow Yoga Studio. Address: 123 Main Street. Phone: 555-9876. Email: hello@flowyoga.com. Website: flowyoga.com. Hours: Mon–Fri 8–18h, Sat 10–14h.”
Yoga Studio
“Name: City Auto Hub. Address: 45 Central Avenue. Phone: 555-8899. Website: cityautohub.com. Hours: Mon–Sat 9–19h. Parking available in front.”
Car Dealership
Q3: Services, Add-ons & Constraints
This question trains the AI to describe what you offer and what rules apply to your bookings. Be specific and list all your services, including durations and prices.
“Service: Beginner Yoga (45m, €20). Add-on: Mat rental (+€3). Constraint: Arrive 10m early.”
Yoga Studio
“Service: Haircut (30m, €35). Service: Beard trim (15m, €15). Constraint: No-shows charged 50%.”
Barber Shop
“Service: Test drive booking (45m, free). Add-on: EV consultation (30m). Constraint: Driving license required.”
Car Dealership
Q4: Common Customer Questions & Answers
These pairs allow the AI to give instant, accurate responses to frequently asked questions.
“Q: What are your opening hours? A: We’re open Mon–Fri 9–17, Sat 10–14.”
Yoga Studio
“Q: Do you sell used cars? A: Yes, we offer certified pre-owned electric vehicles with warranty.”
Car Dealership
Q5: Voice, Vocabulary & Emoji Rules
This defines how your assistant sounds and which tone it uses when chatting with customers.
“Voice: friendly and clear. Vocabulary: say ‘clients’, not ‘customers’. Emoji: 😊 or 👍 only, max one per message.”
Nail Studio
“Voice: warm and confident. Avoid slang. Keep responses short, professional, and welcoming.”
Real Estate Agency
Q6: What the AI Should Never Do
This protects your brand by preventing the AI from saying or doing things you wouldn’t approve of.
“Never use sarcasm, avoid slang, don’t promise outcomes or discounts.”
Yoga Studio
“Never discuss pricing changes or promotions not yet approved by management.”
Car Dealership
Q7: Welcome Message
This is the first impression customers get when they start a chat. Keep it warm and on-brand.
“Hello and welcome to Flow Yoga! How can we help you find your next class?”
Yoga Studio
“Welcome to City Auto Hub! Looking to schedule a test drive or learn about our EV lineup?”
Car Dealership
Q8: When the AI Doesn’t Understand
This defines how your AI handles uncertainty or vague questions gracefully.
“I’m not completely sure about that—could you rephrase or share a bit more detail?”
Yoga Studio
“Sorry, I might have misunderstood. Could you clarify what service you’re asking about?”
Barber Shop
Q9: When Information Is Missing
Helps your assistant sound helpful when information isn’t available.
“I don’t have that info yet, but I’ll check and follow up shortly.”
Real Estate Agency
Q10: Human-Only Topics
Specify what subjects your AI should hand over to you or your team.
“Custom contracts, legal matters, large group bookings, or refund requests → handled by humans.”
Yoga Studio
“Financing, trade-in valuations, and corporate partnerships → forwarded to staff.”
Car Dealership
Q11: Delays, Complaints & Misunderstandings
Ensure empathy in every difficult situation.
“Thanks for telling us—I’m sorry for the inconvenience. A team member will follow up.”
Nail Studio
“I hear you and I’m on it. A colleague will take over shortly.”
Car Dealership
Q12: Booking CTA Wording
These call-to-action phrases guide users to book faster.
“Book your class” · “See available times” · “Reserve a spot”
Yoga Studio
“Schedule a test drive” · “Book consultation” · “Check availability”
Car Dealership
Q13: Style to Use vs. Avoid
Define language patterns that fit your brand tone and those that don’t.
“If you’d like to try beautiful extensions, I’d be delighted to help you achieve your dream nails. Feel free to book an appointment.”
Nail Studio
Avoid: “Pamper yourself with luxurious beauty.”
Nail Studio
Next Step
If you have any questions or want to refine your setup, feel free to reach out to us. We’re happy to help shape your perfect assistant, guide you through custom setups, or provide expert feedback on how to align the AI with your business needs. We care deeply about your success and are here to support your journey every step of the way.
Email us anytime at info@calendar-app.de.
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