Reservation Intake

Planyo records each booking with a resource, a time range, and customer details. A Beam agent watches for new reservation requests from your forms or channels, reads the requested resource and slot, checks availability, and books it when your rules allow, writing the customer and payment status into the record. It then sends the confirmation your template defines. Requests for blocked dates, overlapping times, or resources needing manual approval are held and passed to a booking manager, who confirms or offers an alternative before the agent finalizes anything.

Reschedule and Cancellation Handling

Bookings in Planyo change: customers move times, cancel, or fail to pay. A Beam agent reads incoming change requests, and where your policy permits it, updates the reservation, releases the freed slot back to availability, and adjusts the customer's status. It records the reason and messages the customer with the new details. Cancellations inside a penalty window, refund questions, or moves that collide with another booking are routed to staff, who apply the fee rule or find a fit. The agent never overrides a paid or locked reservation without a person's approval.

Availability and Reminder Sync

Planyo tracks which resources are free across days, hours, or minutes. A Beam agent reads the live calendar, and as bookings and blocks change, keeps linked systems and reminder schedules current. Ahead of each appointment it sends the reminder your workflow specifies and notes replies against the reservation. When a customer signals they cannot attend, the agent flags the slot for release under your rule. Double-bookings from external channels, or capacity conflicts the calendar cannot resolve, are surfaced to a coordinator with both records attached, so a human decides which reservation holds.