Help Centre›My Assets
Feature Guide

My Assets

Set up the rooms, sites, vehicles or equipment your AI can book for callers. Each asset record carries its own booking style, check-in and check-out times, and how many identical units you have — so the AI can check real availability and take a booking on the phone.

Admin & Owner only
Hotel, accommodation & rental
Bookable by phone & chat
Overview

What My Assets is for

Some businesses book things rather than people. A campsite has no working hours and no staff roster — a guest just needs a site free on the nights they want. My Assets is where you describe those bookable things so the AI can check availability and take a booking during a call or chat.

Rooms & suites

Hotel rooms, motel units, serviced apartments — grouped by room type rather than listed one door at a time.

Sites & pitches

Campsites, caravan bays, powered and unpowered sites, cabins.

Vehicles & equipment

Hire cars, bikes, trailers, tools and gear — anything let out for a day or a date range.

Assets replace staff appointments, they don't sit alongside them An account set up as hotel, accommodation, or rental books assets instead of team-member appointments. Staff appointment scheduling is switched off for these business types, so My Team is still used for logins and permissions, but not for booking availability.
Availability

Who sees this page

My Assets only appears in the sidebar for accounts whose business type books physical resources.

RequirementDetail
Business typeSet AI Setup → Business Essentials → Business Type to Hotel, Accommodation, or Rental. Any other business type hides the page entirely.
RoleOnly account owners and administrators can manage assets. Other team members see an "Access Restricted" message.
Booking enabledFor the AI to actually book, turn on Enable Bookings in AI Setup → Business Essentials. With it off, the AI can still answer questions about your assets but will not take bookings.
Can't find My Assets? Check your business type first — it is the single thing that controls whether the page exists for your account.
Section 1

Adding an asset

Click Add Asset in the top right of the page. The form is short — every field below is on one screen.

FieldDescriptionRequired?
Asset NameWhat this record is called internally — e.g. "Room 204", "Deluxe Suite", "Toyota Camry #3".Yes
Asset TypeFree text describing the category — e.g. "Hotel Room", "Campsite", "Car", "Cleaning Equipment". This is the word callers are most likely to say, and it is what the AI matches against when someone asks for "a campsite".Yes
QuantityHow many identical, interchangeable units this one record represents. Whole number, 1 or more.Yes (defaults to 1)
Booking TypeHow this asset is booked — Nightly, Day, Date range, or Not bookable. See Booking Types.Yes (defaults to Nightly)
Check-in / Check-out TimeThe times applied automatically to bookings. Labelled Start Time and End Time when the booking type is Day. Hidden entirely for "Not bookable".Yes
DescriptionWhat the AI should tell callers who ask about this asset — size, features, capacity, what's included.No
Hide name from callersStops the AI speaking this asset's specific name. See Hiding Names.No
ActiveOnly shown when editing an existing asset. Inactive assets are hidden from the AI and cannot be booked.No
Write the Asset Type the way callers say it The AI matches a caller's words against your asset names and types. "Powered Site" and "Unpowered Site" will be matched far more reliably than "PS-01" and "US-01".
Section 2

Quantity and pooling

This is the most important idea on the page, and the one most often set up the wrong way round.

An asset record represents a pool of identical units, not a single physical item. If you have 20 identical Deluxe Rooms, create one asset with a quantity of 20 — not 20 separate assets.

1
Availability is counted, not assigned
When a caller asks for dates, the AI counts how many of the pool are already booked across those dates and offers what's left. It does not allocate a specific unit.
2
Overbooking is refused automatically
Once all units in the pool are booked for a date, the AI tells the caller nothing is available for those dates rather than taking the booking.
3
Split the pool only when the units genuinely differ
If a caller could reasonably be given any one of them without noticing a difference, they belong in one pool. If some have a sea view and cost more, those are a separate asset.
This is the standard hotel approach Accommodation systems have always sold "room types" rather than specific doors, assigning the actual room at check-in. Pooling by type keeps the AI's availability answers correct without you maintaining a record per unit.

Assets with a quantity above 1 show a × N badge in the list so you can see the pool size at a glance.

Section 3

Booking types

The booking type decides what the AI asks a caller for, and how a booking occupies the calendar.

TypeWhat the AI asks forTypical use
NightlyA check-in date and a check-out date. No time of day — your configured times are applied automatically.Hotel rooms, motel units, campsites, cabins — anything charged per night.
DayOne date only. The configured start and end times are applied to that same day.Day passes, one-day equipment hire, a meeting room booked for the day.
Date rangeA start date and an end date, using the asset's configured booking times.Car, bike and equipment hire spanning several days.
Not bookableNothing — the AI never offers to book it.Informational only. The AI answers questions from the Description but cannot place a booking. Useful for a facility you want described but managed off-system.
"Not bookable" is a hard stop The AI has no way to book such an asset even if a caller insists — it is excluded from availability checks entirely. Use it deliberately, not as a temporary pause; to pause a real bookable asset, switch Active off instead.
Section 4

Check-in and check-out times

Every bookable asset carries its own pair of times, so the AI never has to ask a caller what time they'd like to check in.

  • New assets default to 14:00 check-in and 10:00 check-out — the usual accommodation pattern, where check-out is the following morning.
  • For the Day booking type the fields are relabelled Start Time and End Time, and the end must be later than the start on the same day. Switching an asset to Day resets the times to 09:00–17:00 if the existing pair would be invalid same-day.
  • The AI asks for dates only and applies these times itself. Staff can still adjust the times on an individual booking when creating or editing it in the Calendar.
  • Times are shown on each row in the asset list as Times: 14:00 to 10:00.
Section 5

Hiding names from callers

Switch on Hide name from callers when the internal name of an asset is not something you want spoken aloud.

With it on, the AI confirms generically — "your room is booked" rather than "Room 204 is booked". It is useful when your asset names are internal codes, or when telling a caller their exact unit number over the phone is a security concern.

Your own screens always show the real name This setting governs only what is spoken to callers. My Assets and the Calendar always display the actual asset name to your team, and confirmation emails to the guest use a neutral label instead. Assets with the flag on carry a Name hidden from callers badge in the list.
Section 6

Publishing changes to your AI

Saving an asset stores it immediately, but your live AI agent keeps using the assets it was last published with until you push the change.

1
Add, edit, or remove an asset
The change is saved to your account straight away.
2
Confirm the publish prompt
A dialog asks "Publish asset changes?" — click Publish Changes to update your live agent now, or Later to keep working and publish after several edits.
3
Confirmation
A toast reads "Asset changes are now live on your AI agent."
Choosing "Later" leaves the change unpublished Your AI keeps offering the old set of assets until you publish. You can publish at any time by making one more asset change and accepting the prompt, or with Save & Go Live in AI Setup.
Before your first Go Live If you have not yet published an AI configuration at all, there is no live agent to update, so no prompt appears. Instead a message tells you the changes are saved and will go out with your first Save & Go Live in AI Setup.
Section 7

Editing and removing assets

Each row in the asset list has a pencil icon to edit and a Remove button.

Editing

The edit form is the same as the add form, with one extra control: the Active toggle. Switching an asset inactive hides it from the AI so it cannot be booked, while keeping the record and its booking history. This is the right way to take something out of service temporarily — a room being renovated, a vehicle off the road.

Removing

  • A confirmation dialog appears before anything is removed.
  • An asset with current or future bookings cannot be removed. You'll see a message saying so — cancel or reassign those bookings in the Calendar first.
  • Removing archives the asset rather than erasing it, so past bookings keep a resolvable reference and your history stays intact. The asset disappears from this page and from the AI.
On the phone

How the AI books an asset

Once at least one active, bookable asset is published, your AI gains the ability to check availability and place bookings — on calls and in website chat alike.

1
The caller describes what they want
The AI matches their words against your asset names and types — "have you got a powered site for the long weekend?"
2
It checks real availability
The AI counts existing bookings across the requested dates against the pool quantity and answers honestly, including when nothing is free.
3
It takes the booking
Guest name and contact details are captured, the booking is written to your Calendar, and a confirmation email goes to the guest.
4
You're notified
A push notification reaches the mobile app — "{guest} booked {asset} for {dates}".

Callers can also reschedule and cancel an existing booking by phone. The AI first locates the booking and verifies the caller before changing anything, and sends the appropriate confirmation email afterwards.

Fill in the Description field It is what the AI draws on when a caller asks "how big is it?" or "does it sleep four?". An asset with a good description turns a booking enquiry into a booking; one without it forces the AI to take a message instead.
Related

Assets in the Calendar

Asset bookings appear in the same Calendar as everything else, whether the AI took them or your staff did.

  • The resource filter at the top lists your assets. On an asset-only account it reads All Assets.
  • The action button becomes New Booking, and clicking a day cell opens the booking form for the selected asset.
  • Multi-night stays show in an all-day banner above the hourly grid, so a booking spanning several nights is visible across every day it covers.
  • Editing a booking's dates in the Calendar reschedules it in place and emails the guest. Availability is re-checked, so you cannot move a booking onto dates where the pool is full.
  • Any active team member can create a booking from the Calendar — unlike asset setup, which stays owner and admin only.
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