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Dashboard Overview

Your Skaala dashboard is mission control for your AI receptionist. This guide explains every feature and what you can do with it.

Overview

Your at-a-glance summary of everything happening

Bookings

Manage all appointments and reservations

Contacts

Your customer relationship management (CRM) system

Calls

Listen to recordings and read transcripts

AI Assistant

Configure your AI’s personality and capabilities

Analytics

Reports, insights, and performance metrics

Settings

Business info, team members, billing, and integrations

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Overview Page

When you log in, you’ll see your dashboard overview - a snapshot of what’s happening right now.

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Live Status

At the top, you’ll see:
  • AI Status: Is your receptionist online and ready to take calls?
  • Today’s Stats: Calls answered, bookings made, revenue earned
  • Active Call: If someone is calling right now, you’ll see it here

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Quick Actions

Add Booking

Manually create an appointment

View Recent Calls

Jump to the latest call logs

Update Hours

Change when you’re open/closed

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Recent Activity Feed

See a timeline of everything happening:
  • New bookings made by the AI
  • Calls received and answered
  • Payments processed
  • Booking cancellations or changes
Click any item in the feed to see full details, listen to the call recording, or view the booking.

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Bookings Management

This is where you manage all your appointments.

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Viewing Bookings

Calendar View: See all bookings on a calendar (day, week, or month) List View: Table of all upcoming bookings with search and filters Past Bookings: Historical record of completed appointments

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Booking Details

Click any booking to see:
  • Customer Info: Who booked (name, phone, email)
  • Service Details: What they booked and for how long
  • Payment Status: Paid, pending, or pay in person
  • Notes: Any special requests or information
  • Call Recording: Listen to how the AI booked it
  • Booking Source: Phone call, API, manual, or Zapier

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What You Can Do

Drag-and-drop in calendar view or click “Reschedule” to pick a new time. Customer gets automatic notification.
Click “Cancel” and choose:
  • Notify customer (sends email/SMS)
  • Refund if they paid
  • Add cancellation reason
If someone books via email, social media, or in person, add it manually so your AI knows that time slot is taken.
Add internal notes visible only to you (e.g., “VIP customer” or “First time visitor”)
If customer didn’t show up, mark it as no-show to track and optionally charge no-show fee.

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Booking Rules

Configure how bookings work in Settings → Booking Rules:
  • Minimum advance notice (e.g., “must book at least 2 hours ahead”)
  • Maximum advance booking (e.g., “can only book up to 3 months out”)
  • Buffer time between appointments
  • Allow double-booking or block time slots

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Contacts (CRM)

Every person who calls becomes a contact automatically.

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Contact Profiles

Each contact shows:
  • Basic Info: Name, phone, email
  • Call History: Every conversation they’ve had with your AI
  • Booking History: All their appointments (past and future)
  • Total Spent: If you have payments enabled
  • Tags: Label customers (e.g., “Regular”, “VIP”, “Needs Follow-up”)
  • Notes: Add private notes about the customer

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What You Can Do

Search & Filter

Find contacts by name, phone, email, tags, or booking history

Bulk Actions

Select multiple contacts to tag, export, or delete

Export Data

Download contact lists as CSV for email marketing or other tools

Merge Duplicates

If same person called from different numbers, merge their profiles
Privacy Note: All contact data is encrypted and GDPR-compliant. Customers can request their data deletion at any time.

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Call Logs & Recordings

Review every call your AI has handled.

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Call List

See all calls with:
  • Date & Time: When the call happened
  • Duration: How long it lasted
  • Caller: Who called (if number is recognized)
  • Outcome: Booking made, info provided, missed call, etc.
  • Recording: Listen to the full conversation

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Call Details Page

Click any call to see:
  • Full Transcript: Written record of the conversation
  • Audio Player: Listen to the recording
  • AI Actions: What the AI did (booked appointment, sent SMS, etc.)
  • Sentiment Analysis: Was the caller happy, frustrated, or neutral?
  • Keywords: Automatically detected topics (pricing, hours, cancellation, etc.)

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Quality Monitoring

See how well your AI is handling calls:
  • Successful bookings vs. missed opportunities
  • Average call duration
  • Calls where AI asked for help or couldn’t answer
If you notice the AI giving wrong information:
  1. Flag the call
  2. Update AI training in Assistant settings
  3. AI learns for next time
Download transcripts for compliance, training, or review purposes
Legal Note: Call recordings are stored for 90 days by default. Comply with your local laws regarding call recording and customer notification.

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AI Assistant Configuration

This is where you teach your AI how to represent your business.

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Personality & Tone

Choose your AI’s communication style:
  • Professional: Formal, businesslike (good for legal, medical, corporate)
  • Friendly: Warm and approachable (good for services, hospitality)
  • Casual: Relaxed and conversational (good for creative businesses)
  • Custom: Write your own personality description
Example Settings: 
Personality: Friendly and professional
Greeting: "Hej! You've reached Spa Harmony. How can I help you today?"
Tone: "Be warm but efficient. Use the customer's name if they give it."

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What the AI Knows

Train your AI by providing:
  • Business Description: What you do in plain language
  • Services Offered: Detailed list with descriptions and prices
  • Common Questions: FAQ that the AI can reference
  • Policies: Cancellation policy, payment terms, etc.
  • Special Instructions: Anything specific (e.g., “We’re closed on Swedish holidays”)

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Capabilities You Can Enable

Booking Appointments

AI can access your calendar and book available slots

Send SMS During Calls

AI can text links, confirmations, or info while talking

Answer FAQs

AI responds to common questions about hours, pricing, location

Take Messages

If AI can’t help, it takes detailed messages for you

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Advanced Features

Enable Swedish, Norwegian, and English. AI auto-detects language and switches seamlessly.
Create specific call flows (e.g., “If caller asks about X, say Y and then offer Z”)
Connect to Zapier to trigger automations when certain things happen during calls

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Analytics & Reports

Understand your business performance with detailed analytics.

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Key Metrics Dashboard

Call Volume

Total calls, answered calls, missed calls

Booking Conversion

Percentage of calls that result in bookings

Revenue Tracking

Total bookings value and payments received

Busiest Hours

When do you get most calls? Plan staffing accordingly

Average Call Duration

How long customers spend on the phone

Customer Satisfaction

Based on call sentiment and feedback

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Reports You Can Generate

  • Weekly/Monthly Summaries: Email reports sent automatically
  • Service Performance: Which services are most popular?
  • Caller Demographics: Where are calls coming from?
  • Peak Times Analysis: When should you have staff ready?
  • Revenue by Service: What makes the most money?
Pro Tip: Use the “Compare to Previous Period” feature to see if you’re growing week-over-week or month-over-month.

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Settings

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Business Information

  • Update name, address, website
  • Change business hours
  • Add holidays and special closures
  • Update contact information

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Team Management

  • Invite team members
  • Set permissions (Admin, Manager, Viewer)
  • Each member gets their own login

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Billing & Subscription

  • View current plan and usage
  • Upgrade/downgrade plan
  • Payment method and invoices
  • Usage alerts (e.g., “90% of monthly minutes used”)

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Integrations

  • Connect Stripe for payments
  • Link Zapier for automation
  • API key management for custom integrations
  • Webhook configuration for real-time events

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Quick Tips for Power Users

Keyboard Shortcuts

Press ? anywhere in the dashboard to see all shortcuts

Bulk Operations

Select multiple items (bookings, contacts, calls) for batch actions

Custom Views

Save filtered views for quick access (e.g., “Today’s Bookings”, “VIP Contacts”)

Mobile App

Download the Skaala mobile app to manage on-the-go

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Need More Help?

Video Tutorials

Watch step-by-step guides

Contact Support

Get help from our team

Community Forum

Learn from other Skaala users