Setup Bulk Appointment Notifications

Learn how to configure bulk appointment notifications in Whautomate. Automatically notify clients with a single summary message when scheduling multiple appointments in bulk.

Setup Bulk Appointment Confirmation Notification

The Bulk Appointment Notification feature allows you to send a single consolidated notification to clients when multiple appointments are scheduled in bulk. Instead of receiving multiple notifications for each appointment, clients get one summary message, simplifying communication and avoiding notification fatigue.

Important Note

• Bulk Notifications Are Only for Bulk Appointment Scheduling This feature is specifically designed for bulk scheduling scenarios. It will not trigger notifications for individual appointments.

• For Individual Appointment Notifications If you need to notify clients about single appointments being scheduled, updated, or canceled, use the Appointment Updates Trigger Automation instead.

  For details on setting up individual appointment notifications, refer to the guide here: Individual Appointment Notification Setup.

1. Go to the Whautomate app then click the Automation menu and select the Add Rule button as shown below picture 👇

1. Select the Create Rules from Scratch option to continue

1. Choose the Bulk Appointments Scheduled as a Trigger 👇

This rule gets triggered when appointments are scheduled in bulk for a client.

1. Add Conditions (Optional)

   • If needed, click Add Condition to set specific rules for when notifications should be sent.

   • Examples: Only notify clients of specific appointment types or client tags

5. Select an Action

Choose how you want to notify your client about their booked class, such as by WhatsApp or Email.

For WhatsApp: Eg. I Select a Send a WhatsApp template message action and fill in the required details. 👇

(i) Select a WhatsApp Template Message Choose the template message you want to use to notify your client of their appointment booking confirmation.

(ii) For example: I have selected the multi_appointment_confirmation(en) template.

I used the custom message template which was already created and approved by Meta. So first you need to create a new WhatsApp Message Template, you can select the Create New Template link. This will take us to the template page where we can submit our new template for custom notifications.

However, please note that any custom notification settings will be discarded, and we will need to set them up again after our new template is approved.

Check this below link on how to create WhatsApp message templates 👇

WhatsApp Message Templates

(iii) When you enter (#) in the Parameter field, a list will pop up. You can choose from the options provided to fill out the parameter details. 👇

Eg: #bulkAppointment.clientName = {{bulkAppointment.clientName}}, #bulkAppointment.service = {{bulkAppointment.service}}, etc.

Available Personalisation Variables:

Bulk Appointment Variables

{{bulkAppointment.clientName}}, {{bulkAppointment.service}}, {{bulkAppointment.practitioner}}, {{bulkAppointment.practitionerRole}}, {{bulkAppointment.location}}, {{bulkAppointment.addons}}, {{bulkAppointment.businessTzSchedule}}, {{bulkAppointment.appointmentTzSchedule}}, {{bulkAppointment.timezone}}, {{bulkAppointment.businessTimezone}}

Client Variables

{{client.name}}, {{client.preferredName}}, {{client.age}}, {{client.gender}}, {{client.email}}, {{client.phone}}, {{client.calendarSyncURL}}, {{client.photoURL}}, {{client.address}}, {{client.emergencyRelationType}}, {{client.emergencyContactName}}, {{client.emergencyContactPhone}}

Business Variables

{{business.name}}, {{business.address}}, {{business.phone}}, {{business.mapDirectionUrl}}, {{business.operatingHours}}

1. Once the action is set, Click the Save button

1. Test the Notification

• Schedule multiple appointments in bulk to test if the summary notification is triggered as expected.