The phone stops interrupting work
Kolio answers every call while you cut hair or treat patients; the patient gets an appointment in the same call, not a call-back at the end of the day.
Solutions by industry · Clinics and salons
AI booking for hair salons and clinics.Booking without interrupting your work.
Kolio is an AI agent for hair and beauty salons, dentists, physiotherapy practices and private clinics: while you cut hair or treat a patient it answers the phone, books the patient with the chosen provider based on availability and the location's opening hours, reschedules or cancels, sends reminders and answers price and opening-hours questions from your knowledge base. Several providers, one calendar.
7 days free · no credit card · built-in calendar works immediately
- several providers
- rescheduling
- reminders
Prepared by the Kolio team · updated
What changes
What changes in a salon or clinic with Kolio?
AI booking for a hair salon or clinic changes three things: the phone no longer interrupts work with the person in the chair, appointments fill up in the evening and at weekends too, and there are fewer no-shows thanks to reminders. Your providers see in the same calendar who was booked by Kolio and who by reception.
Appointments fill up in the evening too
According to Zocdoc, nearly 40% of appointments are booked between 5 pm and 9 am — Kolio closes them while the salon or clinic is shut; by morning they are in the Calendar.
Fewer no-shows with reminders
On the day of the appointment Kolio emails a reminder; a review of 29 studies (Hasvold & Wootton) found automated reminders cut no-shows by 29%.
Booking across providers and locations
How does booking patients by phone work across several providers and chairs?
Booking patients by phone with Kolio rests on three settings in the Calendar: a service with duration and price, a provider with their own availability, and a location with opening hours. Kolio computes a free slot as the intersection of the location's opening hours, the schedule of at least one provider who performs it and is free at that time — and offers the client two or three slots that match their wish ("with Maya, Thursday afternoon"). It does not guess: if there is no slot, it does not offer one. Who was booked and what was agreed stays on the contact in the CRM.
A provider with their own schedule
Every hairdresser, dentist or therapist has their own weekly schedule and exceptions (holiday, training). The client can ask for a specific person or the first free slot with anyone.
Several practitioners, several locations
As many appointments run at once as there are free providers — two hairdressers mean two appointments at the same hour, one therapist means one. Kolio never books more clients than the salon or clinic can handle at the same time.
A service with duration and price
Colouring 120 minutes, check-up 30 minutes, therapy 45 minutes: the duration determines which slots are free, the price answers the question "how much is it".
A typical day
What does a day in a salon or clinic look like when Kolio answers the phone?
Reminders for today's appointments
At 7:30 Kolio emails a reminder to everyone with an appointment today and an email address — with the time, provider and address. Once per appointment, no duplicates.
A patient reschedules during your first treatment
Kolio recognises her by number, says her appointment is Tuesday at 15:00 with Maya Kingsley, offers Thursday at 15:00 and moves it. A new confirmation goes out by email.
A new client asks about the price and a free slot
In web chat she asks how much colouring costs and when there is space. Kolio gives the price from the price list, offers two slots with the stylist who colours, and books.
A cancellation frees up a slot
A client cancels tomorrow's appointment. Kolio marks it cancelled, the slot opens up in the calendar and is immediately available to the next call.
A question that is not for the agent
A patient asks whether the procedure is possible despite the medication he takes. Kolio does not advise — it records the question and contact as a task for the dentist, who calls back.
Rescheduling, cancellations, reminders
How does Kolio reschedule, cancel and remind — and how many fewer no-shows are there?
Rescheduling by phone with Kolio is as simple as booking: the client calls, Kolio recognises them by number, says which appointment they have, offers a free slot with the same provider and moves or cancels it — in the same call, with no waiting for reception. A new email confirmation goes out for the moved appointment, and on the day at 7:30 a reminder, once per appointment. Why it matters: a systematic review of 29 studies (Hasvold & Wootton, J Telemed Telecare 2011) found reminders cut no-shows by 34%, and automated reminders without a call from the team by 29%. The rescheduling example was recorded with the demo company Norevia Ltd.
- ~40%
- of appointments are booked outside working hours, between 5 pm and 9 am — when nobody is at the phoneSource: Zocdoc
- 34%
- fewer no-shows with a reminder — weighted average of 29 studiesSource: Hasvold & Wootton, J Telemed Telecare 2011
- 29%
- fewer no-shows with an automated reminder alone, without a call from the team — Kolio sends it itselfSource: Hasvold & Wootton, J Telemed Telecare 2011
Prices, services, opening hours
What does Kolio say about prices, services and opening hours from the knowledge base?
Kolio answers questions about prices, services and opening hours from the knowledge base you build from your website or a PDF price list: what a service includes, how long it takes, what it costs, when you are open, where to park, how to prepare for a procedure. What is not in the knowledge base — medical advice, an assessment without an examination, a discount — Kolio does not guess but records as a task for your team. The knowledge base is versioned: change a price once and it applies on the phone, web and email.
| Client question | What Kolio does | Data source | What your team sees |
|---|---|---|---|
| "When is Maya free?" | offers two or three free slots of the chosen provider, books, sends confirmation | Kolio Calendar: provider availability, location | appointment with the provider, contact in the CRM |
| "I'd like to move to next week." | finds the existing appointment, offers a new one with the same provider, moves it | Kolio Calendar | moved appointment, new confirmation |
| "How much is colouring / a check-up?" | gives the price and duration of the service | knowledge base (price list) and service list | conversation transcript |
| "How do I prepare for the procedure?" | gives the preparation instructions if they are in the knowledge base | knowledge base (patient instructions) | conversation transcript |
| "Can I come despite the medication I take?" | does not advise; records the question and creates a task for the doctor | — (provider's decision) | task with transcript and contact |
| "Where do I park, how late are you open?" | gives opening hours and access | knowledge base | conversation transcript |
Kolio gives no medical advice and does not assess procedures — it hands such conversations to your team as a task.
An honest line
Is Kolio right for your salon or clinic?
Kolio is for you if …
- you miss calls during a haircut, treatment or procedure and call back in the evening
- you have several providers, chairs or rooms, each with their own schedule
- clients and patients mostly call for an appointment, a change, a price or opening hours
- you want appointment reminders without sending them by hand
- you keep appointments in the Kolio Calendar or in a system that can be connected
Kolio is not for you if …
- you expect the agent to give medical advice or assess procedures
- you need phone triage of emergencies — Kolio is not an emergency service
- you want live call transfer to the doctor or stylist — Kolio creates a call-back task instead
- you need a medical records system — Kolio is booking, CRM and conversations, not a patient file
Definition
A phone agent for a dentist or salon is a software service that answers every call on the clinic's or salon's existing number, books the patient or client with the chosen provider based on availability and the location's opening hours, reschedules or cancels, sends reminders and answers questions about prices, services and opening hours from the knowledge base — while handing questions that need professional judgement to the provider as a task. Kolio is such a phone agent for clinics and salons in Slovenia and the EU.
Patient and client privacy
How does Kolio, a phone agent for a dentist or salon, protect patient privacy?
Patient privacy in Kolio is built on three decisions: data stays in the European Union (database in Frankfurt, telephony in Frankfurt), call audio is not stored — only the transcript remains — and every record is visible only to your team, by roles and permissions. In the instructions you specify that the agent records only name, contact, service and appointment, not the reason for the visit or health data. Transcripts are kept for 365 days by default, and you can set a shorter period yourself; you export or delete an individual's data with a single command. Details are on the Security and GDPR page.
Data in the EU, no audio recording
The database and telephony are in Frankfurt; call audio goes to live transcription and is not stored. The language model receives the text of the conversation, never credentials or audio.
Records only what the appointment needs
In the instructions you limit what the agent asks: name, phone, service, provider, appointment. It collects no health data and hands health questions to the provider.
Retention, export and deletion under your control
Transcripts are kept for 365 days by default; shorten the period in Settings → GDPR. Export a patient's data as JSON and permanently delete a contact yourself, without a support request.
Setup
How do you start with AI booking in a salon or clinic in three steps?
01 Enter locations, services and providers
In the Calendar add every hairdresser, dentist or therapist with their schedule, services with duration and price, and the providers who perform them. From that moment Kolio books, reschedules and cancels on its own.
02 Add the price list, opening hours and instructions to the knowledge base
Paste your website or the price-list PDF: services, prices, opening hours, parking, preparation for a procedure. In the instructions, state that the agent gives no medical advice and which data it may record.
03 Connect your number and test in the simulator
In Settings → Telephony enter your provider's SIP account and the clinic's or salon's number. Test the agent in the simulator, then call your own number — every call is in Conversations with a transcript, appointments in the Calendar.
Other industries
Kolio in other industries
The same Kolio, different instructions: every industry has its typical conversations and its own data source.
FAQ
Frequently asked questions about Kolio for clinics and salons
Does Kolio know the schedule of every provider in the salon or clinic?
Kolio keeps every provider in the Kolio Calendar with their own weekly schedule and exceptions (holiday, training), and every service with duration, price and providers. It computes a free slot as the intersection of the location's opening hours, the schedule of a free provider who performs it; the client can ask for a specific person or the first free slot with anyone.
How many fewer no-shows are there with appointment reminders?
According to a systematic review of 29 studies (Hasvold & Wootton, Journal of Telemedicine and Telecare, 2011), reminders reduce appointment no-shows by 34%, and automated reminders without a call from the team by 29%. Kolio emails the reminder on the day of the appointment at 7:30 local time, once per appointment, to every patient or client with an email address.
Can a patient reschedule or cancel an appointment by phone?
A patient or client reschedules or cancels by phone, in web chat or by email within the same conversation: Kolio recognises them by phone number, says which appointment they have, offers a free slot with the same provider and moves it or marks it cancelled. It sends a new confirmation for the moved appointment, and the freed slot is immediately available to the next call.
Where is patient data stored and who can see it?
Patient and client data in Kolio is stored in the European Union — the database in Frankfurt, telephony in Frankfurt; call audio is not stored, only the transcript remains and is kept for 365 days by default. Records are visible only to your team by roles and permissions, and you export an individual's data as JSON or permanently delete a contact yourself in the settings.
Does a phone agent for a dentist give medical advice or assess procedures?
Kolio gives no medical advice and does not assess procedures: it answers only from the knowledge base (services, prices, duration, preparation for a procedure, opening hours), and records questions that need professional judgement as a task for the doctor or provider with the transcript and contact. In the instructions you define which data the agent may record; it collects no health data.
Does Kolio work with the booking system we already use?
Kolio works immediately with the built-in Kolio Calendar, which has locations, providers, services and availability; you connect an existing calendar or booking system via MCP or API so Kolio reads free slots there and, once enabled, books there too. In both cases the Kolio CRM keeps a record of who was booked and what was agreed.
Booking without interrupting your work — start for free.
Enter providers and services, add your price list and call your own number. No credit card, no technician.
7 days free · cancel any time
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