AI chat on the booking page
Instead of a form, an AI chat can guide visitors on your booking page to an inquiry — how it advises, what it knows, what it never does, what it costs, and what happens when it is unavailable.
On a booking page with the AI chat design it is not a form but a conversation that leads to the inquiry: the visitor describes what they are planning (“wedding, 80 guests, vegetarian finger food”), the chat suggests products from your page — with a picture to tap —, recommends sensible additions and asks for whatever is still missing. At the end there is a summary the visitor can review, change and send themselves. The inquiry arrives in your inbox like any other — with the same line items, the answers to your questions and the visitor’s wish as the message.
The chat is an extra route to the same destination, not a second form: line items, prices, required questions and the quote draft on arrival stay exactly what your page already has.
Turning it on
- Open Settings → Booking pages and click Configure on the page you want.
- In section 01 Details you find the Design field. Choose AI chat there. Below it, the option says what the page will do: ‘Visitors tell the chat what they need — the AI puts the inquiry together.’
- Save. The page is a chat page from that moment — active or inactive as before, and embedded on your website just the same.
You do not need a switch per page: whether the chat may run at all is a single setting for the whole workspace (see What it costs below). To go back, simply set the design to Inquiry or Webshop again.
What the chat knows
The chat knows only this one page and whatever you explicitly share with the public:
- The products of this page with everything the page also shows visitors — name, category, description, billing type (e.g. “per person”), allergens, minimum and maximum guests, minimum quantities, the visible components of a package and the product questions with their answer options. It only knows the unit price if your page has Show prices switched on.
- The rooms of this page with description and capacity, and the required questions of the page — it asks for exactly what your form asks for.
- Documents from the knowledge base shared as “Website (public)”. Only those it answers content questions from, such as schedule, directions or allergens. That sharing option is off by default and asks for confirmation with a warning when you switch it on — it applies to anyone who opens your booking page.
It sees no quotes, invoices, customer or contact data, no other events and no other booking pages. It does not know the Univents help articles either.
If it finds no shared document for a question, it says so instead of guessing.
How the chat advises
The chat does not just collect data, it leads like a good sales conversation:
- It first understands the occasion and then suggests two or three suitable products from your page, each with a short reason taken from the product description.
- Once the visitor has decided, it offers one or two sensible additions — from a different category, such as drinks with the menu, an aperitif, a dessert, equipment or a fitting room. Each category at most once, nothing declined a second time, and without pushing.
- Along the way it asks for what the inquiry still needs — date, number of guests, name, email and your required questions —, always just one question per reply.
When the chat names products or rooms, they appear below its reply as tiles with a picture, short text and — only with Show prices — the unit price, exactly as on the product card in the webshop. Tapping a tile opens the detail view with description, pictures and allergens. With Add the visitor puts a product straight into the inquiry (products “per person” with quantity 1 — Univents multiplies by the number of guests itself), with Choose this venue they pick a room. On a phone they swipe through the tiles.
Product questions
If a product has its own questions — for example “Please choose 8 pieces” on a canapé package —, the chat asks them as soon as the visitor has chosen the product: one question per reply, for choice questions only with the answer options you set up, and within your Select at least/Select at most limits. Optional questions it offers but does not insist on.
The same questions also appear in the summary — the visitor can change every answer there. If a required answer is missing or the number of selected options does not fit, the summary names the question concerned before anything is sent. If a selected option costs extra, the surcharge appears as its own line in the total — just like at the webshop checkout.
The inquiry form the chat switches to when needed also shows the questions for the selected products, right below the product selection — with the answers the visitor already gave in the chat.
What the chat does not do
- It does not quote totals. If your page has Show prices switched on, it may state the unit price of a product — exactly as stored on the product, net or gross as on your page — and refers to the summary for the final price. It never states totals, amounts multiplied by guests, discounts, deposits or percentages; any other amount is automatically replaced by a neutral sentence. If Show prices is off, it quotes no amounts at all — and does not see them either.
- It never sends anything itself. Whatever a visitor types (‘just send it’): nothing happens. Sending happens only via the Send request button.
- It makes no promises. Words such as ‘guaranteed’, ‘reserved’ or ‘confirmed’ are blocked, and it does not check whether a date is still free.
- It creates and changes nothing in your back office. It only reads and collects.
- It does not store the conversation. What the visitor wrote lives in their browser; all that reaches your inbox is the finished inquiry.
The summary
As soon as everything is together, the chat shows the summary: every line item with a small picture and quantity, date, time, guests, location, the answers to your questions, contact and “Your wish”. The visitor can change everything right there.
With Show prices, every line shows its amount with a small calculation line (for example “€58.00 × 30 guests”) and the total below — calculated as in the webshop, with your pricing rules. Without Show prices the summary shows no amounts.
If you have set a minimum order value, Send request stays locked until it is reached; a note above it says how much is still missing. If your page shows no prices, the note names no amount — the lock still applies, just like in the inquiry form.
What it costs
Every answered message runs on the same AI credit as the back-office chat and the portals, and typically costs a few cents. Requests that are not answered — limits reached, channel off, model errors — cost nothing.
You steer this in Master data → Knowledge base, in the card AI assistant in the portals, in the Website chat section:
| Setting | Default | Effect |
|---|---|---|
| AI chat on booking pages | on | Turns the chat off for all your booking pages. It applies from the next visitor message. |
| Monthly limit website chat (€) | 10 € | Once reached, the chat pauses until the next month. |
| This month | — | Shows this month’s spend against the limit. |
On top of that there are two limits the visitor never sees: 30 messages per visitor session and day and 300 messages per page and day. They slow down a forwarded link and a page that is having a busy day.
And the same reserve as for the portals: if your AI credit drops below 5 €, the website chat pauses automatically. The chat for your team keeps running. After a top-up it resumes by itself.
When the chat cannot: the form takes over
If a visitor hits a limit, or the monthly limit is reached, or credit falls below the reserve, or the channel is off, or the model does not answer — the page switches to the inquiry form of the same page by itself, pre-filled with everything the chat has collected so far. The visitor reads a calm line such as ‘The assistant is unavailable right now. Your details are already in the form — please send it there.’ So they lose nothing and retype nothing.
The same switch happens when they tap Use the form instead themselves — for example because they would rather see everything at once.
If the session token expires after two hours, the visitor never notices: Univents starts the session again and keeps the history.
Privacy
Above the chat it says AI assistant and, if your page has one, a Privacy link that leads to the privacy address of your booking page. The conversation is not stored — for billing, Univents only counts that a message was asked, never what it said. To let the AI answer, the text of a message goes to the provider of the language model; that is the same basis as for the AI assistant in the portals. The summary always carries the consent (the same wording as the inquiry form); without the tick, Send request stays locked.
Frequently asked questions
Do we see what visitors asked? No. Only messages and costs are counted, never content. What you receive in the end is the submitted inquiry.
Can the chat send an inquiry when a visitor tells it to? No. Sending only happens via the button, and the visitor has to tick the consent. No one can slip an inquiry past you.
Can I stop the chat immediately? Yes. The switch AI chat on booking pages in the knowledge base applies from the next message. If you want out even sooner, set the Design of the affected page back — that applies on the next page load.
Does the design apply to embedded pages too? Yes. Chat and form behave the same embedded as on the page itself. For embedded pages, note the hint about captcha domains when embedding.
What happens to the details if a visitor gives up? Nothing. They stay in their browser until they leave the page. Without a click on Send request, no inquiry reaches you.