MahlasOpen Mahlas

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Practical guides for setting up your AI front desk, managing the working day, and keeping every customer informed.

Start here

Set up the business basics and understand what Mahlas connects.

Create your Mahlas workspaceSign in with Google and give the workspace your business name.+
  1. 1Open mahlas.xyz and choose Start with Google.
  2. 2Use the Google account that should own the business workspace.
  3. 3Enter the business name when Mahlas asks for it. You can update the business details later under Business.
Recommended setup orderA short path from a new workspace to the first connected appointment.+
  1. 1Add the services customers can book and the team members who deliver them.
  2. 2Add any customer information fields the phone agent should collect.
  3. 3Ask your Mahlas operator to connect scheduling, phone, WhatsApp, or email accounts that your setup needs.
  4. 4Create the phone agent, assign an available line, and make a test call.
  5. 5Review the default confirmation and reminder rules before going live.
Good to know: Mahlas can store appointments without an external calendar, but conflict checking requires a connected scheduling account.

Business setup

Tell Mahlas what you offer, who can be booked, and what you need to know about customers.

Add services and team membersCreate the bookable work that appears in appointments and phone-agent conversations.+
  1. 1Open Business from the sidebar.
  2. 2Add each service with a clear name and duration.
  3. 3Add team members and mark the people customers can book.
  4. 4Archive a team member when they should stop appearing in new bookings. Archive before deleting so historic appointments stay understandable.
Choose the customer details Mahlas keepsAdd fields such as preferences, notes, or identifiers and decide how they can be filled.+
  1. 1Open Business and find Customer information.
  2. 2Create a field with a name, type, and choices where needed.
  3. 3Choose whether staff, the phone agent, or both may fill it.
  4. 4Use the Customers table Columns menu to show the fields that matter for day-to-day work.
Good to know: A field used by a published phone agent keeps its internal key even if you later rename its label. This protects previously collected answers.
Connect scheduling and availabilityUse a connected scheduling account when the agent must check real availability and prevent collisions.+
  1. 1Ask your Mahlas operator to connect your scheduling account and event type.
  2. 2Make sure every service duration you offer is allowed by that event type.
  3. 3Disable duplicate attendee emails in the scheduling tool when Mahlas owns confirmations and reminders.
  4. 4Test creating, moving, and cancelling one appointment before opening the phone line to customers.
Good to know: Without a connected scheduling account, manual and phone-created appointments still appear in Mahlas, but double-booking protection is not available.

Phone agent

Create the receptionist, shape the conversation, and review every call result.

Create or connect a phone agentStart with a new Mahlas receptionist or connect one that already exists.+
  1. 1Open Phone agent and choose Add agent.
  2. 2Choose Create new, then select a name, language, and voice. Connect existing is available when an agent is already prepared for the business.
  3. 3Assign an available phone line if one has been provisioned for the workspace.
  4. 4Wait for setup to finish, then open the agent by selecting its name.
Good to know: Mahlas can assign an available line, but phone-number purchasing and regulatory setup are completed outside the app.
Edit instructions, opening line, and voiceControl how the receptionist sounds and what it should do during a call.+
  1. 1Open Phone agent, then select the agent name.
  2. 2Write the business instructions and the opening line in the order a real receptionist would use them.
  3. 3Insert customer or business variables with @ where the conversation needs them.
  4. 4Choose the voice and save once. Mahlas publishes the voice and script together.
Collect information during callsUse variables to pass known context in, confirm details live, and save new answers.+
  1. 1Open the agent and find Variables.
  2. 2Add the customer field the agent needs and describe the exact information to collect.
  3. 3Choose whether it is known before the call, confirmed during the call, recovered after the call, and where it should be stored.
  4. 4Save the agent so the updated variables and instructions become live together.
Good to know: Caller-confirmed information wins. After-call analysis fills missing information instead of overwriting a value the customer confirmed live.
Review calls and fix missing resultsRead the recording, summary, transcript, collected values, and end reason in one place.+
  1. 1Open Phone agent and switch to Calls.
  2. 2Open a call to see its recording, summary, collected values, transcript, and why it ended.
  3. 3Open the same call from the customer activity history when you need the surrounding context.
  4. 4If Mahlas reports that call results are not arriving, open the agent and choose Fix, then place another test call.

Appointments and customers

Keep the working day and each customer’s history in one shared record.

Create and manage appointmentsAdd walk-ins or phone bookings and work from day, week, month, year, or list views.+
  1. 1Open Calendar and choose the view that matches the work you are doing.
  2. 2Select an empty time or use the new-appointment action to add a booking manually.
  3. 3Choose the customer, service, team member, date, and duration.
  4. 4Move, resize, complete, cancel, or mark the appointment as a no-show as the day changes.
Work with customer recordsSee contact details, appointments, messages, calls, and custom information together.+
  1. 1Open Customers and search by name, phone number, email, or a visible custom field.
  2. 2Use Columns to keep the table focused on the information your team uses most.
  3. 3Open a customer to review appointments, calls, WhatsApp, email, and notes in context.
  4. 4Keep phone numbers and email addresses unique so new messages land on the correct person.

Messages and reminders

Confirm bookings, remind customers, follow up, and keep replies in the Inbox.

Set confirmation and reminder rulesChoose when each message runs, which channel it uses, and what it says.+
  1. 1Open Reminders. New workspaces begin with a confirmation and one 24-hour reminder.
  2. 2Add or open a rule, then choose its timing and WhatsApp, email, or both.
  3. 3Edit the wording and use the preview to check customer details and appointment tokens.
  4. 4Pause a rule when it should stop sending without deleting its setup.
Understand WhatsApp templates and languagesBusiness-initiated WhatsApp messages use approved templates in the customer’s language.+
  1. 1Connect the business WhatsApp account with your Mahlas operator.
  2. 2Register and approve the templates used for confirmations, reminders, cancellations, and campaigns.
  3. 3Keep a matching template for every customer language you serve.
  4. 4Check failed messages in the customer conversation when a template is missing or rejected.
Good to know: Mahlas does not send a template in the wrong language as a fallback. A missing language fails visibly so the customer never receives misleading copy.
Use the Inbox and campaignsContinue customer conversations and send approved outreach without losing the customer record.+
  1. 1Open Inbox to work with WhatsApp and email replies in the same customer context.
  2. 2Reply from the connected channel and use the attention marker to find conversations that still need someone.
  3. 3Open Campaigns when a WhatsApp number is connected and choose an approved template for outreach.
  4. 4Review send outcomes on the customer timeline instead of treating the campaign as a separate list.

Troubleshooting

The fastest checks for the issues that can interrupt a booking or message.

Common problems and first checksA compact checklist for availability, calls, messages, and sign-in.+
  1. 1Double booking: confirm that scheduling is connected and the service duration exists in the external event type.
  2. 2No call result: open the phone agent, check its result health, choose Fix if offered, and place a fresh test call.
  3. 3WhatsApp failed: open the customer conversation and check that the exact language template is approved.
  4. 4Email failed: confirm the customer has an email address and ask your operator to verify the workspace email connection.
  5. 5Cannot sign in: use the Google account that belongs to the workspace. Mahlas does not use password-based accounts.