Palby AI Agent

WhatsApp appointment booking

Answer their question. Book the appointment in the same chat.

It answers what they ask about your services, then offers real free times and books the one they choose, on WhatsApp.

Book a walkthrough

30 minutes. You choose the day and the time.

  • Books onto your Google Calendar
  • Your own number
An aesthetics studio's number

  1. Hi, can I book a facial this weekend?

    Hui Min, 10:02pm

  2. Hi Hui Min! This Saturday we have 11am or 4pm, or Sunday at 10am. Which works?

    The agent, 10:02pmTimes from your booking page

  3. the later one on Saturday

    Hui Min, 10:03pm

  4. Booked, Saturday 4pm. What email should the confirmation go to?

    The agent, 10:03pmBooked, on your Google Calendar
4 booking pages
one for each service
1 chat
to book, move or cancel
2 reminders
by default, 9am on the day and 2 hours before

Six steps

How a WhatsApp chat becomes a booked appointment

When are you free?
01Real free times, not "when are you free?"
They pick one
02They pick a time. It's booked, in the chat.
On your calendar
03It goes on your Google Calendar. You don't copy it in.
Plans change
04Moving the slot? One message in the same chat.
The day before
05Forgotten appointments leave empty slots. Remind them.
After the visit
06A missed appointment gets a follow-up, not silence.

01When are you free?

Real free times, not "when are you free?"

"When are you free?" starts three days of back-and-forth. The agent offers times that are open on your booking page across the next two weeks, and your page's hours, gaps and notice still apply.

  • Only times your booking page has open
  • Busy times on your Google Calendar left out
  • Up to four pages, for different services
WhatsApp - Mei Ling Tan

Hi, how much for a deep clean of a 4-room flat?

Hi! A 4-room deep clean is $280 and takes about 5 hours. Would this Saturday at 9am or 2pm suit you?

Google Calendar

Tue

Team briefing

Wed

Move-out clean, Bedok

Thu

Fri

Sat

Office clean, 5pm

9am

2pm

02They pick one

They pick a time. It's booked, in the chat.

They reply "Saturday 4pm" or just "the later one", and it books that slot. It asks for their email first if their card hasn't got one, because the confirmation goes there.

  • Booked as soon as they pick a time
  • Understands "the later one"
  • Email asked for if it's missing
WhatsApp - Hui Min

  1. This Saturday we have 11am or 4pm. Which works?

    The agent, 10:02pm

  2. the later one

    Hui Min, 10:03pm

03On your calendar

It goes on your Google Calendar. You don't copy it in.

The booking lands on your Google Calendar, they get the confirmation and the invite by email, and their card shows the appointment too.

  • They get the confirmation by email
  • Changes show on their card within five minutes
  • The same calendar, whether the agent, a bot or your booking page took it
Booking - Hui Min, Sat 4pm
  1. Booked in the chatHui Min, facial, Saturday 4pm
    Booked by the agent

04Plans change

Moving the slot? One message in the same chat.

"Can we do Sunday instead?" The agent finds a free time, moves the booking and tells them. Cancelling works the same way.

  • Reschedule in the chat
  • Cancel in the chat
WhatsApp - Hui Min

  1. Hi, can we do Sunday instead?

    Hui Min, Fri 6:20pm

05The day before

Forgotten appointments leave empty slots. Remind them.

A customer who forgets is an empty slot you can't sell. Turn on reminders and it messages them at 9am on the day and two hours before. Pick other times if you like, up to four reminders.

  • 9am on the day, and 2 hours before
  • Up to four reminders per booking
  • Or a workflow that sends one the day before
Appointment, Michelle, Thu 3:00pm

Hi Michelle, a reminder our team arrives Thu 3:00pm for your deep clean. See you then!

Goes Wed 3:00pm

Thanks for having us today, Michelle. If you're happy with the clean, would you leave us a Google review?

Goes Thu 5:00pm

06After the visit

A missed appointment gets a follow-up, not silence.

Some no-shows simply forgot. Mark a no-show and a workflow can send a friendly message to rebook. After a visit that went ahead, a thank-you or a how-did-it-go message goes out on its own.

  • Starts when it's marked confirmed, done, missed or cancelled
  • Ready-made: after a no-show
  • Ready-made: after the meeting
Workflows - after the visit
  1. Hui Min, Sat 4pm facialYou mark the booking missed
    No-show

And the rest

Booking that keeps to your real hours

Your hoursBookings keep to the hours set on your booking page.
Gaps and noticeYour buffers and minimum notice still apply.
One page per serviceA consult, a treatment and a class can each have their own.
In a bot tooA chatbot can offer three to six free times and book one.
What to bringA ready-made message that goes out after they book.
On their cardOpen the customer and the booking is there, beside the chat.

Goes well with

Fill your open slots from your WhatsApp chats.

Bring your booking hours, and we'll show you the agent booking a slot.

Book a walkthrough

30 minutes. You choose the day and the time.

Before you connect your calendar

Questions about booking on WhatsApp