Capture and book
WhatsApp booking automation, inside the app they already use
Your customers already live in WhatsApp. They would rather send a message than fill in a form or wait on the phone. WhatsApp booking automation lets them ask questions, see available times, book, move and confirm appointments inside WhatsApp, with an AI that knows your services, your rules and your calendar, and hands over to your team whenever a person is needed.
The problem we fix
Booking by WhatsApp by hand is slow. Someone asks for Saturday, you check the diary, offer two times, wait, they reply an hour later, the time has gone, and the conversation starts again. Multiply that by every customer and a working day disappears into messages, while replies at night or on a day off are missed.
What we set up, step by step
- WhatsApp Business connection. Your business number connected through Meta's official WhatsApp Business tools.
- Your services and rules. Durations, staff, opening hours, buffers and booking policies set up so the AI books the way you do.
- Live availability. The AI checks your calendar or booking system and only offers times that are really free.
- Book, move or cancel. Customers manage their own appointments in the chat, and your calendar updates automatically.
- Reminders and handover. Confirmations and reminders in the same chat, and a clean handover to your team for anything unusual.
What your day looks like after
Bookings happen in the chat while you work, at any hour. You stop playing message tennis over times, and your calendar stays correct without anyone copying details across. When a customer needs a person, the conversation reaches your team with all the context.
Within WhatsApp's rules
We build on Meta's official WhatsApp Business tools and follow its policies, such as messaging people who contacted you or agreed to hear from you, and using approved templates where they are required. That keeps your number in good standing and your customers comfortable.
WhatsApp booking pairs well with missed call text back, Instagram DM automation and appointment reminders. See all our services and the Client Capture System.
A booking, start to finish
A customer writes on a Tuesday night asking if you have anything on Saturday morning. The AI replies straight away with the free times for the service they want, they pick one, and the booking appears in your calendar. They get a confirmation in the same chat, a reminder before the appointment and a link to move it if their plans change.
If they ask something the AI should not answer, such as a complaint or a special request, your team is notified and picks up the conversation with everything said so far.
Questions
Do I need WhatsApp Business?
Yes, your number is connected through Meta's official WhatsApp Business tools. We guide you through the setup.
Can customers move or cancel appointments themselves?
Yes. They can book, move or cancel in the chat, within the rules you set, and your calendar updates automatically.
Will it double-book?
It checks live availability in your calendar or booking system before offering a time, so it only offers slots that are free.
Can my team still reply in WhatsApp?
Yes. Your team can step into any conversation, and the AI hands over whenever a person is needed.
Which booking systems does it work with?
We connect to the calendar or booking system you use. If yours cannot be connected, we will say so on the call and suggest an option.
How long does setup take?
Automations take five working days to build, and nothing goes live without your approval.
Start with a free demo
We build first: you see a live demo of your new website within 24 hours, before paying anything. Then a 30-minute call to walk through it.
All services The Client Capture System Missed call text back and WhatsApp booking Instagram DM automation Appointment reminders automation