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Enquiries & Appointments

Useful website answers start with information you approve

Maintain answers about services, hours and prices, recognise unknown questions and give the team an explicit next step.

Available after setupWebsite answers and capture are available within eligible existing plans. Booking needs enabled settings and verified availability; messaging depends on provider approval and configuration. Automatic appointment reminders and self-service rescheduling are not established in this release. Telephone answering is excluded.

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Procora · Workflow example

An answer with a source

Can I bring my bicycle in on Saturday?
The workshop is open Saturday, 09:00–13:00. Would you like to check a service appointment?
Approved opening hours

Owner-maintained knowledge · example

Source found
Unusual brake model?Ask the workshop
Fictional example · localised website visual

The work, in practice

Visitors should not have to wait for the team to repeat an opening time or a service-area answer. Procora's website assistant uses the business knowledge you approve. That makes preparation and maintenance as important as the conversation itself: a fast reply only helps when its facts are current and its limits are clear.

01 · Enquiries & Appointments

Decide which source owns the answer

List the questions visitors ask most often and the current business source for each. Opening hours may come from your maintained opening schedule; a service boundary from the owner; a published price from the approved price information. Keep exceptions with the fact they qualify. An old FAQ and a newer page must not leave two different answers available without a decision about which is correct.

A draft is a proposal, not approved business information. Review imported or rewritten content before making it part of the assistant's answer source. Give each important topic a maintainer and a review trigger, such as changed hours or a withdrawn service. Updating the website alone should not be treated as proof that the approved assistant knowledge has also been updated.

02 · Enquiries & Appointments

Show a routine answer and its boundary

In the fictional Utrecht workshop, the approved example says city-bike brake checks are offered at the workshop, with ordinary opening hours Monday–Friday, 09:00–17:00. A visitor can receive that answer and the question needed to arrange a visit. The answer should not promise a specific repair price, collection service or replacement component unless the same approved information establishes it.

For the fictional adviser, an approved description of an introductory consultation can explain its purpose and preparation. It should not become personalised legal, financial or specialist advice merely because the visitor describes a problem. Separate a description of the offered service from the professional decision the adviser must make. A useful answer can invite the customer to explain the subject without requesting sensitive client documents.

03 · Enquiries & Appointments

Recognise the point where a person is needed

A question about an unfamiliar cargo-bike component is outside the workshop's approved example. The correct next step is to explain that this particular repair cannot be confirmed from the available information. Ask for the minimum description and a reply route, then make the unresolved point visible to the workshop owner. Plausibility is not evidence that a service, warranty or part is available.

Keep an offer to hand over separate from a completed hand-off. Saying that the team has received a question should follow a successful saved capture or established handover. Agree who reviews these cases and any realistic response commitment. If no deadline has been agreed, do not invent one to make the answer seem helpful; give an honest explanation of the next action instead.

04 · Enquiries & Appointments

Keep prices and exceptions under business control

If a service has a published starting price, retain its conditions, units and tax presentation. A starting price is not a confirmed total for an uninspected job. The business decides discounts, special arrangements and changes to terms. A customer asking for a company-bike agreement should reach the owner rather than receive a negotiated offer generated from general price information.

Language, country and currency are different settings. English answers may be used by a European business in its own market; Danish answers do not convert an existing euro amount into kroner. Preserve the source's meaning and identify the location when it matters. Changing the conversation language must not change the customer's subscription, price record or the rules for who can approve an exception.

05 · Enquiries & Appointments

Review quality rather than counting replies alone

Choose a review period and inspect a sample of routine answers and unknown questions. Check whether the response addressed the actual question, used current facts and avoided an unsupported promise. Keep the customer's wording with the case so the maintainer can correct the missing or confusing source. Repeated questions may expose a weak explanation rather than a lack of automation.

Report unanswered topics separately from questions that were correctly handed to a person. A short response time does not prove resolution. When a source changes, test the relevant questions again, including an exception. Begin with the enquiry response templates and setup checklist if you need a practical review method; their local tools do not publish knowledge or activate another service.

Useful resources

Bring the work into your own process.

Original templates, checklists and measurement guides. Read them online, copy what you need or download a text version.

Enquiries & Appointments · Practical guide

Enquiry response templates that keep the next step honest

Six original responses for routine questions, missing details, owner review, slot conflicts, changes and respectful closure.

Read, download and use
Enquiries & Appointments · Practical guide

A practical checklist for enquiries and booking setup

Prepare information, responsibilities, calendar rules and exception tests before relying on a new enquiry process.

Read, download and use
Enquiries & Appointments · Practical guide

Measure enquiry handling without confusing bookings with sales

A practical method for defining the review period, response quality, open work and appointment outcomes.

Read, download and use

Explore related work

Collect what the team needs to make a decision →Give the person taking over the full context →Enquiry response templates that keep the next step honest →

Questions worth answering

Can the assistant make up a likely answer?

Business facts should come from approved information. An unsupported service, price or policy belongs with the owner; confidence in the wording is not verification.

A connected business journey

One next step leads to another.

  1. 01Enquiry & appointment ↗
  2. 02Quotation & decision ↗
  3. 03Accepted work & invoice ↗
  4. 04Appropriate next interaction ↗

This map explains how the work relates. Scope, ownership and availability are agreed at each hand-off; it does not mean every transition is automatic.

Selected service: Enquiry-to-Booking

Your next step

Tell us where the work gets stuck.

Describe the process you want to improve. We will save the enquiry for a scope review, confirm what is available and agree the next step with you.

Please keep customer records, financial documents and passwords out of this form. Submitting it does not activate a subscription, campaign, booking or customer-contact workflow. Marketing permission is separate.

Privacy policy (Danish) ↗