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Overview

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About Square Appointments

Square Appointments is the leading booking and scheduling system trusted by thousands of service-based businesses worldwide. From beauty salons and fitness studios to medical clinics and professional consultants, Square Appointments handles appointment scheduling, staff management, customer communications, and payments - all in one platform.

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Automate Bookings with AI

Integrate Lua AI with Square Appointments to give your customers an intelligent booking assistant that works 24/7. Instead of customers navigating your booking page alone, they chat with an AI agent that understands their needs, checks availability, and completes bookings instantly across any channel. Why This Transforms Your Business:
  • 📅 More Bookings - AI converts casual inquiries into confirmed appointments
  • ⏰ 24/7 Availability - Book appointments even when you’re closed
  • 💬 Natural Conversations - “I need a haircut tomorrow afternoon” → Done
  • 📱 Multi-Channel Booking - WhatsApp, Facebook, Instagram, Email, Website
  • ⚡ Instant Confirmation - No back-and-forth, immediate scheduling
  • 🔄 Reduce No-Shows - AI sends personalized reminders
  • 💰 Upsell Services - AI suggests additional services intelligently
  • 📊 Fill Empty Slots - AI proactively offers last-minute openings

Complete Booking System

Full appointment management

5-Minute Setup

OAuth integration, zero configuration

Multi-Industry

Beauty, fitness, medical, professional

AI Booking Agent

Conversational appointment scheduling

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What Square Appointments Offers

According to Square: Appointment Features:
  • 📅 Online Booking - 24/7 self-service scheduling
  • 📱 Mobile Apps - Client and staff apps
  • 💳 Payment Processing - Take deposits or full payment
  • 🔔 SMS & Email Reminders - Automated notifications
  • 👥 Staff Management - Schedule multiple team members
  • 🌍 Multi-Location - Handle multiple business locations
  • 📊 Analytics - Booking insights and reports
  • 🔄 Calendar Sync - Google, Outlook integration
Perfect for:
  • 💅 Beauty & Wellness (salons, spas, barbershops)
  • 🏋️ Sports & Fitness (gyms, trainers, studios)
  • 🏥 Healthcare (clinics, therapy, wellness)
  • 💼 Professional Services (consulting, coaching, legal)
  • 🐕 Pet Services (grooming, training, veterinary)
  • 🏠 Home Services (cleaning, repairs, landscaping)

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Prerequisites

Before connecting Square to Lua:
  1. Active Square Account - Sign up at squareup.com
Square Appointments is included with Square Plus ($29/month) or higher plans. The free plan has limited appointment features.
Important: Email LinkingWhen you connect Square to Lua, your admin account will be automatically linked to an email address from your Square business. The system searches for an email in this priority order:
  1. Owner Email - The merchant owner’s email address
  2. Business Email - Your main location’s business email
  3. Team Member Email - The first team member with owner role
Make sure at least one of these emails is valid and accessible, as you’ll use it to access your Lua admin dashboard.

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Integration Setup

📺 Video Tutorial

Prefer watching a video? Follow along with our step-by-step video guide
1

Navigate to Lua Square Auth

Open your browser and go to: https://auth.heylua.ai/square/auth
This secure OAuth flow connects your Square account to Lua without sharing your password.
2

Sign In to Square

Click “Sign in with Square” or “Continue with Square” Enter your Square account credentials: - Email address - Password - (Two-factor authentication if enabled)
Square login form
Screenshot: Square login form showing email and password fields
Using Square with multiple businesses? Don’t worry - you’ll select which one to connect in the next step.
3

Select Your Business (If Applicable)

If your Square account manages multiple businesses, you’ll see a selection screen. Choose the business you want to connect to your Lua agent.
Select Square business
Screenshot: Business selection screen showing multiple Square locations/businesses
Managing multiple businesses? You can connect different Lua agents to different Square locations. Just repeat this process for each agent/business combination.
4

Grant Permissions

Square will display the permissions that Lua needs to function.Lua requires access to:
  • 📅 Appointments (for booking management)
  • 👥 Staff (for team member availability)
  • 👤 Customer Info (for personalized service)
  • 💳 Payments (for booking deposits)
Review the permissions and click “Allow” or “Authorize”
Square permissions screen
Screenshot: Square OAuth permission screen listing required access scopes with “Allow” button
About Permissions: Lua only requests the minimum permissions needed to help your customers. Your payment details and sensitive business data remain secure with Square.
5

Integration Complete!

You’ll be redirected to your Lua Admin Dashboard Your Square integration is now active and ready to use!
Lua admin dashboard
Screenshot: Lua admin dashboard showing successful Square integration
Success! Your Lua agent can now access your Square Appointments, availability, and booking data in real-time.

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What Your Agent Can Do

With Square Appointments integration, your AI agent becomes a powerful booking assistant:

Check Availability

View open appointment slots

Book Appointments

Schedule services instantly

Service Details

Pricing, duration, staff info

Staff Selection

Choose specific providers

View Bookings

Check customer appointment history

Multi-Service

Book multiple services at once

Location Support

Handle multiple business locations

Booking Policies

Communicate cancellation rules
Current Limitation: The AI agent can check availability and search for rescheduling options, but cannot finalize rescheduling or cancel existing bookings. Customers will need to manage changes through Square or contact you directly.

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Use Cases by Industry

Perfect for: Hair Salons, Nail Salons, Spas, Barbershops, Med SpasAutomated appointment booking:
  • “I need a haircut tomorrow afternoon”
  • Check stylist availability
  • Book specific services
  • View appointment history
  • Upsell complementary services
Example Conversation:
Customer: "Can I get a haircut and color this week?"

Agent: [Checks Square Appointments]
       "I can help you book both services! 
       We have availability:
       - Thursday 2:00 PM (with Sarah)
       - Friday 10:00 AM (with Mike)
       - Saturday 11:30 AM (with Sarah)
       
       Which time works best for you?"

Customer: "Thursday at 2 with Sarah"

Agent: [Books appointment]
       "Perfect! You're all set for Thursday at 2:00 PM.
       Haircut & Color with Sarah - 2.5 hours - $150
       You'll receive a confirmation text shortly."

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Multi-Channel Booking

Square Appointments integration works across all Lua channels:

Website Chat

Embedded booking widget

WhatsApp

Book via WhatsApp Business

Instagram

Scheduling through Instagram DMs

Facebook

Messenger booking experience
One booking system. Multiple booking channels. All managed by AI.

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Disconnecting Square Integration

If you need to disconnect Lua from your Square account:
1

Open Square Dashboard

Log into your Square account at squareup.com
2

Navigate to App Integrations

Click on Settings in the left sidebar Select App Integrations from the settings menu
Square app integrations
Screenshot: Square Settings showing App Integrations section with Lua Assistant listed
3

Find Lua Assistant

Scroll through your connected apps to find “Lua Assistant” or “Lua”
4

Disconnect App

Click the three dots (⋮) on the right side of the Lua Assistant row Select “Disconnect App” from the dropdown menu Confirm the disconnection when prompted
This will immediately stop your Lua agent from accessing Square data. Your agent will no longer be able to check availability or book appointments.
Want to reconnect? Just go through the integration setup process again. All your Lua agent configuration is preserved.

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Real-World Examples

Luxe Hair Studio“We switched to Square Appointments last year, and Lua automates 80% of our bookings now. Clients text our WhatsApp number like ‘I need a haircut Thursday afternoon’ and the AI books them in seconds. It even suggests add-on services like ‘Would you like a deep conditioning treatment?’ We’ve seen a 25% increase in service upgrades.”What they book: Haircuts, coloring, treatments Channels: WhatsApp, Website widget

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Troubleshooting

Common causes:
  1. Square account not fully set up - Ensure you’ve completed Square onboarding
  2. Appointments not enabled - Upgrade to Square Plus or Premium
  3. Missing permissions - Try disconnecting and reconnecting with all permissions granted
  4. Browser issues - Clear cache or try a different browser
Solution: Start the integration process again at auth.heylua.ai/square/auth
Verify: 1. Square Appointments is enabled in your Square account 2. Services are set up with duration and pricing 3. Staff members have availability hours configured 4. Booking permissions were granted during integration 5. Location has operating hours set Note: Square free plan has limited appointment features
Check: 1. Staff have booking profiles in Square Appointments 2. Team members are assigned to services 3. Staff availability hours are set 4. Staff are enabled at the relevant location Fix: Configure in Square Dashboard → Team → Booking Profiles
Verify: 1. Service is marked as bookable in Square 2. Service has proper duration and pricing set 3. At least one team member is assigned to the service 4. Service is available at the selected location Solution: Check Square Dashboard → Appointments → Services
Check:
  1. Customer email/phone is correct in Square
  2. Notification settings enabled in Square
  3. Check spam/junk folders
  4. Square SMS credits available (if using SMS)
  5. Email not blocklisted
Note: Confirmations are sent by Square, not Lua

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Best Practices

For booking businesses:
  • ✅ Accurate service duration (include buffer time)
  • ✅ Clear service names (“Women’s Haircut” not just “Haircut”)
  • ✅ Detailed descriptions
  • ✅ Proper pricing
  • ✅ Staff availability accurately set
  • ✅ Booking windows configured
Example: Instead of “Basic Package” use “Basic Facial - 60 minutes”
Configure in Square Appointments: - Minimum lead time for bookings - Maximum advance booking time - Cancellation policy and deadlines - Buffer time between appointments - Booking deposit requirements Why: AI will communicate these policies to customers automatically
Best practices: - Set realistic availability blocks - Include break times
  • Configure time off in advance - Assign services to appropriate staff - Enable multiple staff per service when possible Result: More available slots for customers to book
Track performance: 1. In Lua Admin: - Booking conversion rates - Most requested services - Popular time slots - Drop-off points 2. In Square Dashboard: - No-show rates - Utilization rates - Revenue per appointment - Customer retention 3. Optimize: - Adjust availability based on demand - Promote underbooked time slots - Refine service descriptions

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Pricing & Square Plans

Square Appointments features by plan:
  • ❌ Square Free - Limited appointment features
  • ✅ Square Plus ($29/month) - Full Appointments features ⭐ Recommended
  • ✅ Square Premium ($69+/month) - Multi-location, advanced features
For Lua integration to work fully, you need Square Plus or higher. This includes full appointment booking, staff management, and automated reminders.
Learn more about Square pricing

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Next Steps

Connect Square Now

Start integration in 5 minutes

Configure Channels

Add WhatsApp, Instagram, Facebook

Configure Agent

Set up booking assistant personality

Test Your Agent

Test booking flows locally

Need Help?

Having trouble with Square Appointments integration? Email us at [email protected] or check the troubleshooting section above.