How to Set Up Appointment Booking via WhatsApp
Set up automated appointment booking on WhatsApp. Let customers book, reschedule, and cancel appointments 24/7 without phone calls or forms.
Define your services, durations, and available time slots
List all services you offer, their duration, and pricing. Define your weekly schedule (days and hours available). Decide how many simultaneous appointments you can handle per slot.
Configure your booking flow in Replyot
In Replyot's AI context, add your services list, schedule, and booking instructions. The AI will present this information when customers ask to book, guiding them through selecting a service and time slot.
Set up your booking confirmation template
Create a booking confirmation template that includes service name, date and time, address/location, preparation instructions, and cancellation policy. Submit as a WhatsApp template for Meta approval.
Configure reminder message sequences
Set up automated reminders: 24-hour and 2-hour pre-appointment reminders. These significantly reduce no-shows. Include the appointment details and a reschedule link in each reminder.
Test the complete booking flow
Test every step of the flow: service selection, time slot choice, confirmation, and reminder receipt. Ensure the AI handles scheduling conflicts and reschedule requests gracefully.
Frequently Asked Questions
- Can the appointment bot integrate with Google Calendar?
- Yes. Replyot can integrate with Google Calendar via API to check real-time availability and add confirmed bookings, preventing double-booking.
- What if two customers try to book the same slot simultaneously?
- A proper booking integration with real-time calendar checks prevents double bookings by only showing and confirming genuinely available slots.
- Can customers cancel appointments via WhatsApp?
- Yes. The AI handles cancellation requests, removes the slot from the calendar, sends a cancellation confirmation, and optionally prompts the customer to reschedule.
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