APOLLODORUS GROUP • DIGITAL ENGINEERING

Solid engineering,
frictionless booking.

An intelligent scheduling engine connecting your company's WhatsApp Business directly with Google Calendar. Reservare provides the bedrock your business needs to automate appointments and scheduling while preserving the warmth of human touch.

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REAL-TIME PLATFORM ARCHITECTURE

Total Control and Automated Appointments

Automate your scheduling, eliminate no-shows with upfront deposit collection, and coordinate your entire team and branches in real time. Reclaim your time while the system handles, confirms, and organizes your bookings 24/7.

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SUBSCRIPTION TIERS

Pricing & Capacity

Transparent subscription plans priced in Argentine Pesos (ARS) crafted to scale alongside your clinic, practice, or enterprise.

FULL INITIAL ACCESS

14-Day Free Trial with Gold Plan Included

Every new Reservare account automatically starts with a 14-day full Gold Plan trial, featuring all integrations, WhatsApp bot automation, and calendar synchronization. No credit card or upfront payment required. Once your trial concludes, freely choose the plan that best matches your scale.

No credit card required
All Gold Plan features unlocked
No automatic charges or lock-in
Basic
Bronze Plan
The complete automation suite for solo professionals and independent workers.
ARS$30,000 /mo
  • Unlimited monthly bookings
  • 1 Synchronized Google Calendar (personal schedule)
  • 1 WhatsApp Business phone line
  • 24/7 autonomous WhatsApp booking bot
  • Fixed group classes, single appointments & split shifts
  • Facility & court rentals with concurrent capacity
  • Recurring session packages & cycles
  • Service deposits with custom payment links
  • Email support & guided help center
Choose Bronze Includes 14-day Gold Plan trial • No card needed
Professional
Silver Plan
For studios, practices, and growing teams coordinating multiple staff and schedules.
ARS$45,000 /mo
  • Everything in Bronze Plan, plus:
  • Up to 5 active team members (Multi-Staff)
  • Up to 3 Google Calendars (Main + 1-click dedicated calendars)
  • Individual specialist filter & unified Master Calendar
  • Specialist assignment & individual staff schedules
  • Priority WhatsApp support
Start with Silver Includes 14-day Gold Plan trial • No card needed
Premium
Gold Plan
High-scale solutions for healthcare clinics, sports complexes, and larger organizations.
ARS$60,000 /mo
  • Everything in Silver Plan, plus:
  • Up to 10 Dedicated Google Calendars
  • 3 WhatsApp phone lines included (expandable via Add-ons)
  • Extended team capacity (up to 50 professionals)
  • Multiple concurrent facilities & venues
Choose Gold Includes 14-day Gold Plan trial • No card needed

Help Center - Reservare

How Does Reservare Work?

Reservare is an autonomous appointment booking engine built to the steadfast standards of Apollodorus Group. It creates a robust, two-way bridge connecting your business's official WhatsApp Business telephone line with your Google Calendar infrastructure, empowering your clients to check real-time availability, schedule sessions, and manage cancellations 24/7 without human overhead.

5-Step Progressive Activation System

To safeguard your business and ensure the conversational bot only accepts appointments when your setup is fully configured, complete the following 5 milestones on the top progress bar:

  • 1 Connect WhatsApp Business: Link your official Meta Cloud API account in 1 click via Meta Embedded Signup v4 (official "Connect with Facebook" button). Reservare automatically configures your phone line, Webhook, and secure tokens in the background, eliminating manual token copying and fragile WhatsApp Web QR code pairing.
  • 2 Synchronize Google Calendar: Authorize secure OAuth 2.0 access to your Google Calendar account or connect a dedicated business calendar.
  • 3 Create Service Types: Configure at least one service specifying its title, duration in minutes, and price in Argentine Pesos (ARS$).
  • 4 Define Operating Business Hours: Establish opening days and hours so the bot knows when appointments can be scheduled.
  • 5 Live Test via the Simulator: Chat with the bot in the dashboard's interactive console to test conversations and confirm a sample appointment without consuming Meta API messages.
Protection Shield Active: While activation is below 100%, incoming customer messages are politely greeted with a notification that setup is in progress, providing direct company contact information.

Security & Anti-Abuse Policies

Each WhatsApp phone number and Google Calendar is locked exclusively to your account. During the 14-day Gold Plan trial, reuse across duplicate accounts is blocked to protect privacy and integrity.

🌐 Business Language Link & Calendar Visual Harmony

Reservare seamlessly synchronizes your dashboard language with the WhatsApp bot: whether you choose English, Spanish, Portuguese, or French upon signup or in your settings, the conversational bot instantly answers your customers in that language. Additionally, your Google Calendar color selection is automatically mirrored in the Master Calendar for complete visual consistency.

General Services vs. Particular Services

Reservare lets you classify services based on staffing needs:

  • General Service: Handled by any available specialist or business general staff. The bot assigns bookings based on overall capacity.
  • Particular Service: Exclusive to specific trained specialists (doctors, barbers, physiotherapists). The bot prompts clients to choose their specialist or filters available experts.

Facility & Resource Rentals (Without Professional)

When adding a service, select "Without Professional / Facility or Resource". The bot recognizes physical spaces (soccer/padel courts, dining tables, studios) and skips all staff questions, confirming bookings directly for the resource.

Concurrent Capacity (N/M spots): Enable multi-capacity to specify how many simultaneous courts, tables, or spots are available (e.g., 4 courts). The bot tracks remaining slots in real time.

Fixed Schedule Services (Classes & Workshops)

For activities with predefined schedules (such as Pilates Class with Maria on Tuesdays and Thursdays from 17:00 to 19:00), select "Predefined Fixed Schedule".

The bot restricts bookings strictly to those fixed slots rather than open client-selected hours.

⏱️ Custom Durations & Deposit Links

Set exact durations in minutes (from 15 to 1440 minutes for full-day sessions). You can also configure a mandatory deposit in ARS$ along with a payment link (e.g., Mercado Pago).

In-Place Service Modification

You can modify any registered service by clicking the "Edit" button on its card. Update its title, pricing, duration, deposit requirement, capacity, or assigned staff in-place without needing to delete and re-create it, keeping existing appointments intact.

💇 Multi-Interval Services ("Split Appointments")

Designed for hair salons, aesthetic clinics, and studios offering treatments that involve waiting or processing times (e.g., hair coloring with 40 minutes of setting time before washing and styling).

When configuring multi-interval services, Reservare tallies the actual active duration and creates multiple distinct events in Google Calendar, leaving the gap in-between open so you can serve other clients concurrently.

Add, Edit & Customize Team Members

Under the "Team Members" section, manage your staff seamlessly:

  • Update names, titles, phone numbers, and emails at any time.
  • Choose whether staff members use your central "Reservare" business calendar (without consuming extra calendar slots) or enable 1-click "Create dedicated work calendar for staff member", which automatically provisions "Reservare - [Name]" in your Google Calendar and shares editor permissions with their email without manual calendar IDs.
  • Automated Calendar Reuse: If a team member switches back to the central calendar and later requests a dedicated calendar again, the system recognizes their existing Google Calendar and reuses it without creating duplicates.
  • Toggle specific particular services each staff member is qualified to provide.

👑 Master Calendar & Staff Member Filter

In the Silver and Gold Plans, the Master Calendar at the bottom of your dashboard includes a dropdown selector allowing you to view the consolidated schedule of the entire business (unified by default) or filter specifically by individual specialist while maintaining their color identities.

⏰ Split Shifts, Multiple Intervals & Daily Custom Hours

Click the "Schedule" button on any staff card to tailor working hours:

  • Continuous or Split Shifts: Configure a continuous schedule or click "+ Add shift/interval" to specify multiple intervals per day with breaks (e.g., 09:00-13:00 and 16:00-20:00).
  • Mandatory Business Hours Boundary: Every staff interval must strictly fall within your business's operating hours for that day. Staff cannot work during business breaks (e.g., 13:00 to 16:00), cannot start before opening, or finish after closing. Staff cannot be assigned on days the business is closed.
  • Rest Days: Disable non-working days so the WhatsApp bot blocks those dates automatically.

Schedule Integrity & Conflict Resolution (Error 409)

Appointment Protection: The system prevents closing days or reducing working hours if active confirmed bookings already exist during those times.

How to resolve a conflict when changing hours:

  1. Check the Appointments table or Master Calendar to find affected bookings.
  2. Reschedule or cancel the conflicting appointments using the "Cancel" button.
  3. Once the interval is free, return to the schedule editor and save your new hours.

Automated Departure Protocol (Resignation or Firing)

When a team member leaves, click "Remove" on their card. The system automatically performs four critical actions:

  • 1 Immediate Appointment Cancellation: All future active appointments assigned to that professional are canceled and removed from Google Calendar.
  • 2 Automated Apology & Contact via WhatsApp: Each affected client receives a personalized WhatsApp message apologizing for the departure and providing the business's direct contact info to coordinate rescheduling.
  • 3 Exclusive Service Deactivation: If that professional was the sole specialist for particular services or fixed classes, those services are deactivated (`is_active = 0`) to prevent bookings without staff.
  • 4 Clean Database Unlinking: Schedule hours and relations are unlinked while preserving full financial and historical integrity.

Reactivating Services for New Hires

When hiring a replacement specialist:

  1. Add them via "Add Team Member" and assign their services.
  2. Go to Services and reactivate the toggle switch.
  3. The bot will instantly resume offering the service on WhatsApp.

Key Conversational Commands for Clients

Customers can interact in natural language or using these key phrases:

  • hello or services: Starts the conversation and displays available options, prices, and durations.
  • book: Initiates the guided booking flow (service, specialist, date, time).
  • my appointments: Lists upcoming confirmed sessions with reservation IDs.
  • cancel or cancel 1: Starts autonomous cancellation.
  • menu or reset: Restarts the conversation at any moment.

Intelligent Nearest Slot Suggestions

If a client requests a booked or unavailable slot, the bot scans the schedule and automatically recommends the closest free openings on the same day or following days.

Recurring Appointments (Packs & Flexible Cycles)

Reservare supports recurring cycles for repeat sessions:

  • Fixed Packs: Set a fixed number of consecutive sessions (e.g., 4 weekly sessions). The bot verifies all dates before booking.
  • Flexible Recurrence: Clients can choose in chat between booking a single session or a full recurring cycle.

⏳ Cancellation Notice Window Policy

Each service allows setting a minimum advance notice window (e.g., 2 hours, 24 hours). If a client attempts to cancel too late, the bot enforces your policy and directs them to contact your business directly.

🔔 Transparent Cancellation Notifications & Closed Days

The bot strictly honors your business's closed days and off-hours, excluding them from customer booking options. When an appointment is canceled (by the customer, specialist, or business), an automated WhatsApp notice is dispatched immediately to the customer with genuine apologies, clear cancellation reasons, and direct contact details to reschedule.

Troubleshooting & Frequently Asked Questions

Here you will find straightforward, step-by-step answers to solve everyday situations in Reservare. No technical background required: simply follow the instructions organized by topic below.

1. WhatsApp Connection & Getting Started

Why is the WhatsApp bot not responding to incoming messages? ▼

The bot is not broken: it is in protected setup mode. To safeguard your business reputation and avoid confusing customers, the bot remains inactive until initial setup is complete.

How to solve this in 3 easy steps:

  1. Look at the Progressive Activation Bar at the top of your dashboard.
  2. Make sure all 5 essential milestones are completed with a green checkmark: 1) Account created, 2) WhatsApp connected, 3) Google Calendar linked, 4) At least 1 Service added, and 5) Working hours set.
  3. Click on any milestone marked "Pending" and complete it. When the bar reaches 100%, the bot turns on automatically and starts taking appointments 24/7.
How do I connect my WhatsApp to Reservare? Do I need WhatsApp Web or manual tokens? ▼

You no longer need to navigate developer portals, copy manual access tokens, or pair fragile WhatsApp Web sessions by scanning QR codes. Reservare integrates directly via official Meta Embedded Signup v4:

  1. In your Reservare dashboard, navigate to "Integrations" > "WhatsApp Business".
  2. Click the official "Connect with Facebook" button.
  3. In the secure Meta popup window, log in with your Facebook or Meta credentials and choose your business account and phone number.
  4. Approve the requested permissions, and Reservare will automatically negotiate and securely store your Phone Number ID, WABA ID, and API tokens in the background.
Do I need to keep my computer turned on or my phone connected to the internet? ▼

No, not at all. Reservare runs in the cloud 24 hours a day. You can turn off your computer, switch off your smartphone, or go on vacation; your WhatsApp bot will continue chatting with clients and booking Google Calendar events completely autonomously.

2. Google Calendar & Appointment Synchronization

Why is a Gmail account (@gmail.com) required during sign-up? ▼

Because Reservare creates customer bookings directly inside your Google Calendar in real time. To ensure this integration is secure and instantaneous without complex IT setup, an active Google account is mandatory.

I connected Google Calendar successfully, but I don't see bookings on my phone ▼

This happens when the Reservare calendar is unchecked or hidden inside your phone's Google Calendar app:

  1. Open the Google Calendar app on your smartphone.
  2. Tap the top-left menu icon (three lines).
  3. Scroll down to your calendars, locate "Reservare" or your business calendar, and ensure the checkbox is checked with a color.
  4. Tap "Refresh" or "Sync now" to display all bookings instantly.
What happens if I manually add a personal event into my Google Calendar? ▼

The bot detects it and respects your time: If you schedule a personal appointment (e.g. "Doctor's Appointment" from 1:00 PM to 2:30 PM), Reservare instantly marks that interval as busy and will never offer that time slot to any client.

What happens if two clients want to book the exact same slot at the same moment? ▼

Reservare enforces strict concurrency control. The first customer to confirm on WhatsApp receives the booking. The second customer is immediately informed that the slot was just taken and is offered the closest alternative openings.

3. Services, Fixed Classes, Facility Rentals & Deposits

How do I create a service without assigned staff (e.g. soccer field or conference room rental)? ▼

If your business rents physical spaces without assigned professionals, follow these simple steps:

  1. In your dashboard, go to "Services & Appointments" and click "+ New Service".
  2. Enter the service title (e.g. "Soccer Field Rental").
  3. Under "Delivery Mode", select: "Facility / Resource (No assigned staff)".
  4. Click "Save Service". The WhatsApp bot will skip staff selection and book the facility directly.
How do I set up a class with fixed hours (e.g. Pilates every Tue & Thu from 5:00 PM to 7:00 PM)? ▼

If you offer group activities that only occur at predetermined times:

  1. When creating or modifying the service, locate "Service Schedule Type".
  2. Switch from "Flexible / Customer's choice" to "Fixed predetermined schedule".
  3. Check the days of the week (e.g. Tuesday and Thursday) and set the exact start (17:00) and end time (19:00).
  4. Save changes. The WhatsApp bot will only allow bookings for those exact class sessions.
How do I require a deposit before confirming a reservation? ▼

To prevent no-shows, you can require an upfront deposit:

  1. Edit your service and check the box "Require upfront deposit".
  2. Enter the deposit amount in ARS$ (e.g. 5000).
  3. In "Payment Link or Alias", paste your payment link (Mercado Pago / bank alias).
  4. When customers book via WhatsApp, the bot sends the payment link and reminds them to submit proof of payment to finalize the spot.
How do I allow multiple participants for a single slot (e.g. workshop capacity of 10)? ▼

Inside the service editor, locate "Concurrent Capacity":

  • Set to 1 for one-on-one appointments (e.g. private medical consultation or haircut).
  • Set to 10 to allow up to 10 distinct customers to book the same slot before marking it full.

4. Staff Members, Schedules & Employee Departures

An employee left or was discharged: what button do I click and what happens to their bookings? ▼

In the "Team & Staff" section of your dashboard, locate the employee's card and click the red trash icon button "Remove / Discharge".

The system handles everything automatically:

  • Immediately cancels all future bookings assigned to that employee in both Reservare and Google Calendar.
  • Dispatches an automatic WhatsApp message to every affected customer with sincere apologies and business contact info to reschedule with another specialist.
  • Deactivates any exclusive services provided only by that staff member so no new bookings can be requested.
Can I edit an employee's details (name, phone, or calendar) without deleting and re-creating them? ▼

Yes. Click the "Edit" button on the employee's card. You can update their name, phone number, Google Calendar ID, and assigned services. Click "Save Changes" to update them instantly without losing history.

Why does a red "Schedule Conflict" error appear when I try to shorten working hours? ▼

The system protects customer commitments: it does not allow closing or reducing hours if active bookings already exist in that window.

How to resolve:

  1. Inspect your Appointments table or Master Calendar for bookings within the hours you want to close.
  2. Cancel or reschedule those appointments with customer consent.
  3. Once the time window is clear of bookings, return to Working Hours and save your changes.
The system displays "Staff quota reached", how do I add more team members? ▼

Each Reservare tier defines specific team and calendar quotas:

  • Bronze Plan: Designed for solo professionals (1 active staff member and 1 personal Google Calendar). Includes unlimited monthly bookings, concurrent capacity (courts/tables/spots), deposits, split shifts, and recurring packs.
  • Silver Plan: Supports up to 5 active team members and up to 3 synchronized Google Calendars (central calendar + 1-click dedicated calendars with automated reuse), with individual Master Calendar filters and priority WhatsApp support.
  • Gold Plan: Designed for clinics and large facilities, supports up to 50 active team members and up to 10 synchronized Google Calendars (with staff members sharing the central calendar or using one of up to 10 dedicated calendars).

If you need to add more team members or calendars, click "Subscription" in your dashboard to upgrade in a single click.

How does automated staff calendar provisioning work, and what happens if a staff member returns to a dedicated calendar? ▼

100% automated in 1 click without entering manual IDs:

When adding or updating a staff member on Silver or Gold, choose between using the central business calendar or checking "Create dedicated work calendar for staff member". Reservare creates the "Reservare - [Name]" calendar in Google and grants editor access to their email.

If you later reassign them to the central calendar and later re-request a dedicated calendar, the system intelligently detects the existing Google Calendar and reuses that exact calendar, preventing orphan or duplicate schedules.

How do I change the language the WhatsApp bot responds in? ▼

The WhatsApp bot and your dashboard are linked: use the language selector in the top bar (English, Spanish, Portuguese, or French). Switching your business language immediately updates the WhatsApp bot to speak to all your customers in that language without any extra configuration.

How do I configure split shifts (multiple intervals) for an employee, and why does it reject hours outside business hours? ▼

You can configure multiple daily intervals for any team member (for example: 09:00 to 13:00 and 16:00 to 20:00):

  1. Click "Schedule" on the staff card in the "Team Members" section.
  2. Review the daily working hours cards showing your business's operating hours for each day.
  3. Click "+ Add shift/interval" to define additional morning or afternoon shifts.
  4. Mandatory Business Hours Boundary: Every employee interval must strictly fall within your business operating hours for that day. Employees cannot be scheduled during business breaks, before opening, or after closing, nor on days the business is closed. Adjust the intervals to stay within business hours and click "Save Professional Hours".

5. Recurring Packs & Cancellations

How does a "Fixed Recurring Pack" work (e.g. 4-week series)? ▼

For recurring cycles, the bot verifies that all 4 consecutive weeks at the same day and time are open. If any single week is busy, it prompts the customer to choose another recurring time slot where the complete series can be fulfilled.

How do I cancel an appointment from the dashboard? ▼

Click the "Cancel" button on the booking row or inside the Master Calendar. Provide the cancellation reason. The system frees the slot in Google Calendar, opens it for other clients, and notifies the customer via WhatsApp with apologies and direct contact links.

6. WhatsApp Simulator & Sandbox Testing

What is the smartphone screen on the right side of my dashboard for? ▼

It is the Interactive WhatsApp Simulator. You can chat in real time with your bot just like a real customer would. Say "Hi, I want to book an appointment", test slot suggestions, and simulate cancellations without consuming Meta API messages or needing an external phone.

7. Subscription Plans & Account Cancellation

What is the 14-day free trial on the Gold Plan? ▼

All new accounts start with a 14-day reverse trial with all Gold Plan features unlocked. No credit card required. After the 14 days, you can choose the tier that best matches your scale (Bronze, Silver, or Gold).

How do I cancel my Reservare subscription if I no longer wish to continue? ▼

In your dashboard, click "Subscription" and select "Cancel Subscription". There are no lock-in contracts or penalties; your service remains active through the end of the paid cycle with no further charges.

How does the statutory Cancellation Button (Ley N° 24.240 & Res. 271/2020) work? ▼

Pursuant to Argentine Consumer Protection Law No. 24.240 and Resolutions 271/2020 and 316/2018, you have the prominent Cancellation button in the top navigation header of every screen, in the footer, and within your subscription box.

You can request service rescission without telephone calls or administrative obstacles (even as a guest without signing in, by entering your registered account email). Upon confirmation, all future automatic billing debits are canceled immediately, your service remains operational through your prepaid billing cycle, and an official confirmation receipt with your unique tracking code is emailed to you.

8. Account Security, Brute-Force Protection & Email Alerts

What happens if I enter the wrong password 5 times in a row? ▼

To protect your business and customer records against unauthorized automated brute-force attempts, the platform temporarily locks login attempts for 15 minutes after 5 consecutive incorrect passwords for the same email.

What to do if locked out:

  • Wait 15 minutes without making new attempts; the security lock resets automatically once the time expires.
  • If you forgot your password, contact support for assistance.
Why do I need to verify my email and how do I activate my calendar? ▼

Email verification ensures that your account contact details are genuine so you can securely receive critical security alerts, invoices, and scheduling notices.

How to complete email verification:

  1. When registering, an activation link is automatically sent to your email address.
  2. Open your inbox, find the email from Reservare, and click the confirmation link.
  3. If you don't see it, check your Spam or Junk folder.
  4. You can also click the "Resend confirmation link" button in the banner at the top of your dashboard to dispatch a fresh verification email at any time.
Why did I receive a security alert email about WhatsApp or a payment link? ▼

Reservare includes an active security sentry that automatically dispatches an alert email whenever sensitive data changes:

  • WhatsApp Connection / Disconnection: Dispatches an alert whenever your business phone line ID is linked or unlinked.
  • Deposit Payment Link Updates: Alerts you immediately if the third-party payment collection link or deposit details for a service are modified, protecting your business from fund diversion.
  • Password Modifications: Dispatches an alert whenever your account password is updated.

If you made the change yourself, no action is needed. If you did NOT make the change, sign in to Reservare immediately to reset your password and secure your account.

Apollodorus Group Technical Support

Need additional assistance or custom integration for your enterprise?

Contact Support (support@apollodorus-group.com)

Service Cancellation (Ley 24.240)

Pursuant to Article 10 ter of Argentine Consumer Protection Law No. 24.240 and Resolutions 271/2020 & 316/2018, you have the right to request termination of your contracted service.

Statutory Cancellation Terms

  • Cessation of Charges: Once confirmed, no further charges, automatic debits or renewals will occur on your payment method.
  • Active Period Respected: If you have an active prepaid period, your WhatsApp bot and scheduling access will remain operational until the end of your billing cycle.
  • Email Validation (15 minutes): For your security, a single-use confirmation link valid for 15 minutes will be dispatched to your registered email address.
Enter the email address registered with Reservare to locate your subscription.
Enter your account password to securely verify account ownership.
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