mindyOne — User Guide

For Small Business Owners

Table of Contents

1. Getting Started
2. Setting Up Your Business Page
3. Managing Bookings
4. Updating Your Knowledge Base
5. Reading Your Dashboard
6. Getting Help & Support

1. Getting Started

1.1 Create Your Account

1. Go to the mindyOne website and click Sign Up.
2. Enter your email address and choose a password (at least 8 characters), then click Create Account.
3. You can also sign up using your Google account by clicking Continue with Google.
4. Once signed in, you will be taken directly to the setup process.

Note: This account is for you as the business owner. Your customers do not need to create accounts — more on that in Section 3.

1.2 The AI Onboarding Interview

The first time you log in, the AI will guide you through setting up your business page by asking you questions — no forms to fill out.

1. The AI will greet you and ask for your business name.
2. It will then ask a series of questions one at a time, such as:
   • What type of business do you run?
   • Where are you located?
   • What services do you offer, and what do they cost?
   • What are your working hours?
   • What are the most common questions your customers ask?
3. Answer each question in plain, natural language. For example: "We're open Monday to Friday, 9am to 5pm, with a lunch break from noon to 1pm." The AI will interpret your answer correctly.
4. After around 8–12 questions, the AI will generate your full business page — including a headline, description, service cards, and FAQ section.

1.3 Preview and Publish Your Page

1. After the interview is complete, you will see a live preview of your generated page.
2. Review the content. If anything needs changing, you can edit it directly in the preview.
3. When you are happy with how it looks, click Publish.
4. Your page goes live immediately at a web address like: https://app.mindyone.com/your-business-name
5. A QR code is generated automatically at the same time. You can download it from your dashboard and print it — put it on your front desk, window, business cards, or anywhere customers will see it.

1.4 What Your Customers See

When a customer scans your QR code or visits your link, they land on your business page. They will see:

• Your business name, tagline, and description
• Your list of services with prices
• Your working hours
• A chat window where they can talk to your AI assistant

Customers do not need to download anything or create an account. They just open the page and start chatting.

2. Setting Up Your Business Page

All settings are found in your dashboard under the Settings section. Settings are organised into six tabs: General, Availability, Branding, Template, Notifications, and Security.

2.1 General Settings

This is where the core information about your business lives.

1. Go to Dashboard → Settings → General.
2. Fill in or update the following fields:
   • Business Name — the name shown at the top of your page.
   • Tagline — a short one-liner shown beneath your name (e.g. "The best haircuts in town").
   • Description — a few sentences about your business.
   • Phone and Email — your contact details, shown to customers and used for booking notifications.
   • Address and City — your physical location.
   • AI Assistant Name — the name your AI will introduce itself with (e.g. "Maya", "Alex"). Pick whatever feels right for your brand.
   • Default Language — the language the AI uses before it detects what language a customer is speaking.
   • Business Timezone — your local timezone. This controls when your availability slots are generated, so it must match your actual location.
3. Click Save Changes.

2.2 Availability (Working Hours)

This tells the AI when you are open for bookings.

1. Go to Dashboard → Settings → Availability.
2. You will see a list of days from Sunday to Saturday.
3. Tick the checkbox next to each day you are open. Untick days you are closed.
4. For each open day, set your opening time and closing time using the time pickers.
5. To add a break (for example, a lunch break):
   • Click + Add break under the relevant day.
   • Set the start and end time of the break.
   • Customers will not be able to book slots that fall within break times.
   • You can remove a break by clicking the ✕ next to it.
6. Click Save Availability when done.

Holiday and Closure Dates:

If you need to block off specific dates — a holiday, a vacation, a training day — you can add them below the weekly schedule.

1. Under the availability settings, scroll down to Closures & Holidays.
2. Set a Start Date and End Date for the closure. For a single day, set both to the same date.
3. Optionally add a description (e.g. "Christmas Day", "Summer Vacation").
4. Click Add Closure.
5. Customers will not be able to book any appointments that fall within those dates.
6. To remove a closure, click the delete icon next to it in the list.

2.3 Services

Your services are managed from a dedicated page, not inside Settings.

1. Go to Dashboard → Services.
2. Click Add Service to create a new service.
3. Fill in:
   • Service name (e.g. "Men's Haircut")
   • Duration in minutes
   • Price
   • An optional description
4. Click Save.
5. To edit an existing service, click the Edit (pencil) icon next to it.
6. To delete a service, click the Delete (bin) icon. Be aware that deleting a service does not cancel any existing bookings for that service.

Your services will automatically appear on your customer-facing page and the AI will be able to quote prices and durations when customers ask.

2.4 Branding

Customise the visual appearance of your page.

1. Go to Dashboard → Settings → Branding.
2. Logo: Click the logo upload area, select an image file from your computer, and it will be uploaded and shown on your page.
3. Primary Colour and Accent / Chat Colour: Click the colour pickers to choose your brand colours. You can also type a hex code directly (e.g. #4F46E5).
4. Click Save Colors.

The "Powered by mindyOne" badge shown at the bottom of your page can be removed by upgrading to a Pro plan.

2.5 Page Template

Choose the visual design style of your customer-facing page.

1. Go to Dashboard → Settings → Template.
2. You will see seven design options to choose from:
   • Studio — clean, modern, and professional. The refined default that suits any business.
   • Horizon — warm, friendly, and trustworthy. A welcoming split layout for local services, trades, clinics, and tutors.
   • Aurora — premium dark glass with a living gradient. Great for premium salons, boutique studios, and high-touch fitness.
   • Lumen — editorial luxury with serif display type and hairline rules. Ideal for boutique salons, spas, ateliers, and fine dining.
   • Atlas — a calm, premium bento board of modular tiles. Suited to creative studios, modern services, and tech-forward shops.
   • Pulse — high-energy and kinetic with bold blocks. Made for gyms, trainers, sports, dance, nightlife, and events.
   • Luxe — cream and gold elegance with refined serif typography, made for premium brands like spas, luxury salons, fine dining, and high-end beauty.
3. Click any template to see a mini-preview.
4. Click Apply Template to save your choice. Changes take effect immediately on your live page.
5. Click Preview live page ↗ to open your customer page in a new tab and see the full result.

2.6 Notifications

1. Go to Dashboard → Settings → Notifications.
2. You will see the Morning Briefing Email — a daily email sent automatically to your business email address every morning at 7:00 AM UTC (approximately 8–9 AM for most European time zones).
3. The briefing includes:
   • Today's appointments and expected revenue
   • First-time customer callouts
   • A week-over-week performance comparison
4. To test it, click Send test briefing. A sample email will be sent to your business email address immediately.

Make sure your business email is filled in under Settings → General, otherwise briefings cannot be delivered.

2.7 Security

1. Go to Dashboard → Settings → Security.
2. To change your password, enter your new password twice and click Update Password.
3. Passwords must be at least 8 characters long.

3. Managing Bookings

3.1 How Bookings Arrive

Bookings come in through the AI chat on your customer-facing page. Here is what the process looks like from the customer's side:

1. The customer opens your page (via QR code or link) and starts chatting with your AI assistant.
2. They ask about a service or express that they want to book.
3. The AI checks your live availability and offers available time slots near their preferred date.
4. The customer picks a slot.
5. The AI asks for their name and email address.
6. The customer receives a 6-digit verification code by email to confirm their identity. They type the code into the chat.
7. The AI confirms the booking details (service, date, time, price) and the customer confirms.
8. The booking is instantly confirmed.
9. The customer receives a confirmation email with the booking details.
10. You receive a notification email at the same time.

3.2 About Customer Records

Customers do not explicitly sign up or create a password-protected account. However, when a customer completes a booking, their name, email address, and phone number are automatically saved to your customer list. The 6-digit email verification code (OTP) they receive during booking is how their identity is confirmed — it proves they own the email address they provided.

You can view all your customers in Dashboard → Customers (see Section 5.4).

3.3 Viewing Your Bookings Calendar

1. Go to Dashboard → Calendar.
2. You will see a week view showing all confirmed bookings as blocks on a timeline.
3. Use the left and right arrows to move between weeks.
4. Each booking block shows the customer's name, service, and time.
5. Click a booking block to see the full booking details.

3.4 Adding a Booking Manually

If a customer books by phone or in person, you can add the booking directly from the calendar.

1. Go to Dashboard → Calendar.
2. Click the New Appointment button.
3. Fill in the customer's name, email, phone (optional), the service, and the date and time.
4. Click Save.

3.5 Cancelling a Booking

As the owner:

1. Go to Dashboard → Calendar or the overview on the main dashboard.
2. Find the booking you want to cancel.
3. Click on the booking and select Cancel.
4. A cancellation email will be sent to the customer automatically.

The customer cancelling themselves:

The confirmation email sent to customers includes two links at the bottom: Cancel and Reschedule. Customers can click either link to manage their booking themselves without calling you.

• The cancel link opens a secure page where the customer confirms they want to cancel.
• The reschedule link opens a page where they can pick a new available time slot.
• These links are valid for 72 hours from when the confirmation email was sent. After that, the customer would need to contact you directly.
• When a customer cancels or reschedules, you receive an email notification automatically.

3.6 Booking Statuses

Bookings can have the following statuses, which you will see in your dashboard:

4. Updating Your Knowledge Base

The Knowledge Base is where you store all the information about your business that the AI uses to answer customer questions. The more detailed and accurate it is, the better your AI will perform.

4.1 What to Upload

Good things to add to your Knowledge Base include:

• Price lists and service menus
• Detailed descriptions of what each service involves
• FAQs (questions customers frequently ask)
• Policies (cancellation policy, parking, what to bring, etc.)
• Staff bios or specialist expertise
• Any specific information that is unique to your business

4.2 Uploading a Document

1. Go to Dashboard → Knowledge Base.
2. Click Upload PDF (or drag and drop a file).
3. Accepted file types: PDF, TXT, and MD files. Maximum file size: 10MB.
4. The document will go through the following stages, shown in a status badge next to the file:
   • Pending — the file has been received and is in the queue.
   • Processing — the AI is reading and indexing the content.
   • Ready — the AI can now use this document to answer customer questions.
   • Error — something went wrong. Try uploading the file again.
5. Once a document is Ready, the AI starts using it immediately for all new conversations.

4.3 Adding Text Directly

If you want to add information without uploading a file:

1. Go to Dashboard → Knowledge Base.
2. Click Add text manually (or the equivalent button).
3. Type or paste your content into the editor.
4. Give it a title so you can recognise it later.
5. Click Save. It will be processed the same way as an uploaded file.

4.4 Viewing How the AI Read Your Document

For any document with Ready status, you can see exactly how the AI broke it down:

1. Click the eye icon next to the document name.
2. A panel opens showing each section (called a "chunk") the AI indexed, along with its content and an approximate token count.
3. This is useful for checking that important information was captured correctly.

4.5 Deleting a Document

1. Click the delete (bin) icon next to the document.
2. Confirm the deletion.
3. The document and all its indexed content are removed. The AI will no longer use this information.

4.6 Business Brain — AI Analysis of Your Knowledge Base

The Business Brain feature analyses everything in your Knowledge Base and gives you a plain-English summary.

1. Go to Dashboard → Knowledge Base.
2. Scroll down to the Business Brain panel.
3. Click Analyse (or Refresh if you have run it before).
4. After a few seconds, you will see three sections:
   • Coverage — what topics your AI currently knows well.
   • Observations — things the AI noticed that seem inconsistent, incomplete, or worth revisiting.
   • Suggestions — specific things you could add to improve the AI's answers.
5. Use these suggestions as a checklist to improve your Knowledge Base over time.

4.7 Tips for a Better Knowledge Base

• Write in plain sentences, not bullet point fragments. The AI understands prose better than raw lists.
• Be specific about prices. Instead of "prices vary", say "a 60-minute massage is £65, a 90-minute massage is £90."
• Include your cancellation and no-show policy explicitly so the AI can inform customers.
• If customers often ask the same question and the AI is getting it wrong, check whether the answer is clearly stated in your Knowledge Base. If not, add it.
• After adding new documents, run Business Brain again to see if the suggestions change.

5. Reading Your Dashboard

5.1 Overview (Home Screen)

When you log in, the first screen you see is the Overview. It shows four summary numbers at the top:

Below the summary cards, you will see a list of today's bookings with the customer name, service, time, and status.

You will also find your QR code on this page — click the download button to save it.

5.2 Calendar

Go to Dashboard → Calendar for a full week-by-week view of all your bookings.

• Use the arrow buttons to move between weeks.
• Each booking appears as a coloured block in the relevant time slot.
• Click any block to see the full booking details.
• Use the New Appointment button to add a manual booking.

5.3 Conversations

Go to Dashboard → Conversations to see every chat session a customer has had on your page.

1. The list shows each conversation with the customer's detected language, their intent (e.g. question, booking, complaint), and a preview of the last message.
2. Click any row to open the full conversation transcript.
3. Inside a conversation, you can see:
   • Every message exchanged between the customer and the AI
   • The language the AI detected
   • The intent the AI classified the conversation as
   • Whether a booking was made and its current status
4. Use the Load more button at the bottom to see older conversations.

Tip: Review conversations regularly. If customers are repeatedly asking the same question and the AI is not answering it well, that is a signal to add more detail to your Knowledge Base.

5.4 Customers

Go to Dashboard → Customers to see a list of everyone who has ever booked with you.

Each row shows:

• Customer name and email
• Phone number (if provided)
• How they found you (via chat, or added manually)
• Number of total bookings
• Date of their last booking

You can search by name, email, or phone number using the search bar. You can also sort the list by newest, oldest, or name.

Click on any customer row to see their full booking history with you.

5.5 Insights

Go to Dashboard → Insights to understand how customers are engaging with your page.

The Insights panel shows:

• Top questions this week — the most common things customers have been asking the AI.
• Unanswered questions — questions the AI struggled to answer (because the information wasn't in the Knowledge Base). These are direct suggestions for what to add next.
• Conversation drop-off rate — how many conversations ended before a booking was made.

Use the Insights page as a regular check-in tool. The unanswered questions list in particular is one of the most practical ways to improve your AI over time.

5.6 Morning Briefing Email

Each morning you will receive a summary email (assuming your business email is set in Settings → General). It includes:

• Today's schedule — every appointment booked for the day, with times and customer names.
• Expected revenue — the total value of today's confirmed bookings.
• First-time customers — any customers today who have never booked with you before, highlighted so you can give them a great first impression.
• Week-over-week — a quick comparison to the same day last week, so you can see whether things are trending up or down.

To send yourself a test briefing at any time, go to Dashboard → Settings → Notifications → Send test briefing.

6. Getting Help & Support

Need a hand or spotted something not working? You can reach the mindyOne team from anywhere in your dashboard.

1. Click the floating Help button in the bottom-left corner of any dashboard page, or open Help & Support at the bottom of the sidebar menu.
2. Choose a category — Problem (something isn't working), Request (a feature you'd like to see), or Feedback (general thoughts or suggestions) — and describe what's going on.
3. Click Send message. You will receive a confirmation email straight away, and the team will get back to you within 1 business day.

Note: Your customers can reach us too — there is a "Report a problem or leave feedback" link at the bottom of your public business page.

Quick Reference