Appointment booking on every channel
Customers book from your online portal or in chat on WhatsApp, Instagram, Messenger and Telegram. Reminders, payments and calendar sync run automatically.
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Fewer no-shows, less admin
Book on any channel
Customers book from your online portal, a booking chatbot or your team's dashboard, and every appointment lands on the right staff calendar. Bookings sync to your preferred calendar app, so you never miss one.
Fewer no-shows
Automated reminders on WhatsApp, SMS or email go to both your customers and your team. Everyone knows when and where to show up, and nobody has to send reminders by hand.
Self-serve for customers
Customers cancel or reschedule on their own when plans change, so your team spends less time on calls and admin. Customers get flexibility and your calendar stays up to date.
Key features of appointment scheduling
Book on your portal or in chat
Send website visitors to your online booking portal so they can book instantly, or let a booking chatbot take appointments in WhatsApp, Instagram, Messenger and Telegram. Customers pick the channel they already use. One setup covers every channel, and your team can still add bookings from the admin dashboard.
A calendar for every team member
Each staff member has their own calendar, so you can manage and book appointments for anyone on the team. Availability stays up to date and visible to customers wherever they book:
- Portal and chat: customers see free slots and book themselves
- Admin dashboard: your team books on a customer's behalf
- Calendar sync: appointments sync to your preferred calendar app
Reminders and self-serve changes
Automated notifications and reminders go to both your team and your customers on WhatsApp, SMS or email, set up once through automation rules. Confirmations and follow-ups can run on the same rules. Customers can also cancel or reschedule on their own, which gives them flexibility and saves your team the back and forth.
Take payment at booking
Collect consultation or service fees at the point of booking, so payment is settled before the appointment. Charge a one-time fee or include the appointment in a subscription plan. Every transaction is tracked in invoices and payments, alongside the rest of your billing.
Home, location and online visits
Offer the appointment type that suits each service, from tele-consultations to coaching sessions:
- Home visits: your team goes to the customer
- Location visits: customers come to you
- Online meetings: with the Zoom integration or Google Meet integration, a meeting link is created automatically and sent in the confirmation
How online appointment booking works, from first message to visit
Online appointment booking replaces the calls and back-and-forth messages it usually takes to agree on a time. You list your services, set how long each one takes and who delivers it, and customers choose from the slots that are actually free. Because every staff calendar shows live availability, the same slot cannot be taken twice.
Most businesses set it up in this order:
- Add your services, durations and prices
- Set working hours for each staff member
- Decide whether customers pay when they book or later
- Turn on confirmations and reminders
- Share your booking portal link and switch on your booking chatbot
It suits any business that sells time: healthcare providers booking consultations, salons, beauty studios and spas filling their chairs, and coaches or consultants running online sessions. When a customer asks about availability in chat, the booking chatbot can offer open slots in the same conversation, and your team picks it up if the customer needs a person. For a closer look at chat-based booking, read our guide to WhatsApp booking bots.
Start small: one service and one calendar. Book a test appointment yourself on your phone, check the confirmation and reminder you receive, then add the rest of your team and services.
Works well with
What our customers say
We’ve been using Whautomate for the past few months and it has been an exceptional tool for automating our WhatsApp replies. It has significantly improved our customer service efficiency, saving us valuable time. We also want to highlight the service provided by Babu, the founder, who has consistently been responsive and helpful. We wholeheartedly recommend Whautomate for anyone seeking effective automated solutions.
Natalie HiongFounder, Creative Hearts
We were lucky to find Whautomate when we were looking for a razorpay integrated appointment scheduling software. Whautomate has helped us organize our client calendar effectively and send out professional communication to clients on WhatsApp. The team is responsive and customer support is great. I would highly recommend them.
ChaitraFounder, Untangle
Whautomate took the admin chaos out of running my Pilates studio, scheduling is effortless and client communication finally feels seamless. Highly recommend!
MeryemFounder, Reforma Pilates
Whautomate has helped me to reduce man hours with its automatic reminders after booking of appointments. With the appointment page, I can easily see the agenda for the day and it has the ability to sync to my Google calendar which is very useful.
JustinGeneral Manager, Espressivo Music Academy
I highly recommend Whautomate for their exceptional WhatsApp automation solution. Their team's expertise and dedication impressed me from start to finish. They seamlessly integrated their solution, improving our customer service and productivity. Trust them for reliable and effective WhatsApp automation that drives business growth.
Raghavendran RajasekaranFounder, Music Love Yoga
This platform has truly revolutionized the way I run my clinic. Managing Appointments, Billing, and Patient Records has become so effortless, and the WhatsApp automations are a real game-changer. The support team is fantastic, always there to lend a helping hand whenever I need it. If you're looking to take your clinic to the next level, I wholeheartedly recommend Whautomate!
AazamFounder, Sport-fit Physio Care
Honestly, I was a bit skeptical at first about Whautomate, but the team has been incredibly friendly, responsive, and diligent. While many other apps have their pros and cons, if you're looking for fast, reliable tech support that makes your life easier, Whautomate is the way to go. The best tech support and customer service, highly recommended!
Dr. Giri PrasetyaFounder, Spinalign Wellness
After using Whautomate for over a year, I can confidently say it has transformed the way I run my clinic. Appointment scheduling and follow-ups, which was one of the most time-consuming parts of our workflow is now fully streamlined. The WhatsApp integrations are incredibly effective, helping our patients stay engaged, informed, and consistent with their visits.
What sets Whautomate apart is not just the automation, but the team behind it. Their support is unbelievably fast, attentive, and solution-oriented, Especially Mr. Parthiban, He is Gem, Progressive and Positive Thinker, He is Kind and attentive. Any time we needed help, he responded with clarity and efficiency something we’ve rarely experienced with other software providers or any other service providers.
Dr. Abdul AzeezFounder, Pearl Kinesis Healthcare
My overall experience with Whautomate has been positive and helpful for my business. I had researched extensively for platforms that would cater to my specific needs, were quick to install and did not require heavy investments. Whautomate met all my requirements. The team is also great to work with and the CEO was personally involved in critical requirements.
LakshmiCEO, SAMA: The Calm Mind Studio
Using Whautomate for managing my yoga and sound healing classes has made the entire booking process smooth and effortless. From class scheduling to tracking credits and communication, everything feels well organised and easy to use for both me and my students. Grateful for the support and simplicity your platform brings to small wellness businesses like mine. Thank you, Whautomate team, for creating such a helpful system!
Founder, The Unalome
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