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Setup WhatsApp Flow Appointment Chatbot

The WhatsApp Flow appointment chatbot lets clients book without leaving WhatsApp. When they message you, they get a menu; tapping Book an Appointment opens form-style screens where they pick the service, team member, date and time and fill in their details. It uses the same services, hours, booking rules and booking fields as your booking portal.

Available withBookingsIncluded in the Complete plan.Plans and modules
Prerequisites

Install the chatbot​

  1. Go to Engage > Automations and click Add Rule.
  2. Set the filter to WhatsApp and type appointment in Search templates.
  3. Find Flow Based Appointment Chatbot V2 (WhatsApp) and click Install Rule. If you have several locations, choose Multi-Location Flow Based Appointment Chatbot V2 (WhatsApp) so clients pick a location first.
  4. Whautomate creates the chatbot rules and the WhatsApp Flows. The rules appear under the WhatsApp channel on the Automations page.
  5. Send "Hi" to your WhatsApp number from another phone to test it.
Create Automation Rule screen filtered to WhatsApp and searched for appointment, showing Flow Based Appointment Chatbot V2 (WhatsApp) with an Install Rule button
note

Only one chatbot template can be installed per channel. If Install Rule is missing, delete the existing chatbot rules on that channel first (see below).

What clients can do​

The menu offers Book an Appointment, View My Appointments, View Operating hours and Talk to our staff. From their appointments, clients can cancel Booked or Rescheduled appointments before your cancellation deadline. If a service has Accept Payment Online, they pay before the booking is confirmed. Rescheduling is done from the links in your messages or the booking portal.

Services, prices and deposits​

  • The service list shows up to 200 rows. Each variant of a service is its own row, so a service with three variants takes three rows. With more rows than that, the last ones are left out: turn off Allow Online Appointment on services you do not take online bookings for.
  • Prices follow Service Pricing: sale prices, staff prices and peak prices at the chosen time, shown with tax when Show service prices is Including tax.
  • For a service that takes a deposit, the booking summary starts with "DEPOSIT REQUIRED" and shows the amount to pay now and the balance due later, and the payment link button reads Pay Deposit. See Online Payment at Booking.

Remove chatbot rules​

  1. On Engage > Automations, select the WhatsApp channel.
  2. Tick the bulk selection checkbox.
  3. Under Actions, choose Delete selected Rules.
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