Today, someone at the company calls every booked client in the morning to check they are still coming. Half of them do not pick up. The rest forget the appointment and the slot stays empty.
With automated WhatsApp messages, the client gets the confirmation and the reminders on their phone, and their reply lands in a spreadsheet on its own. Nobody has to call for confirmations any more.
How automated WhatsApp messages work for one appointment
Say a dental practice has an appointment on Tuesday at 10:00.
The appointment goes into the calendar
Reception enters it in Google Calendar, with the client's number in the description. The bot sees it within a minute.
The client confirms with a button
They get a WhatsApp confirmation message with two buttons: confirm or can't attend.
Monday at 10:00
The reminder goes out 24 hours before.
Tuesday around 8:00
The second reminder goes out, about two hours before.
The time changes
If you move the appointment in the calendar, the client gets a message with the new time and new confirmation buttons.
The reply reaches you
Every reply is written to Google Sheets: one sheet with the appointments, one with the clients' replies.
What the bot does, in short
- Confirmation with buttons. The client taps “confirm” or “can't attend”. They do not have to type anything.
- Reminder 24h before. The client is reminded the day before that they have an appointment.
- Reminder 2h before. The second message comes about two hours before the time.
- Notice when the time changes. You move the appointment in the calendar, the client finds out on their own and confirms again.
- Replies saved. Whatever the client answers, by button or in writing, is linked to their appointment and saved in the spreadsheet.
- The Google Meet link. For online meetings, the link comes from the appointment.
- No messages after the time. The bot works out when to send, so no reminder goes out after the meeting has started.
- One message, sent once. Each message goes out once per appointment, so the client never gets the same reminder twice.
- Several calendars. For example, one calendar for each doctor or each room.
- Only the appointments that count. You choose the words in the title that make the bot take an appointment into account. Appointments deleted from the calendar also disappear from the list.
Messages go out through the WhatsApp Cloud API, Meta's official API, from approved message templates. Support is provided in Romanian.
Who it is for
For any company that works by appointment:
- beauty and hair salons;
- clinics and medical practices;
- dental practices;
- physiotherapy, kinesiotherapy, massage;
- coaching, education or consulting.
If you already keep appointments in a CRM, the bot can connect to it. See the CRM module and integrations with the programs you have.
How much automated WhatsApp messages cost
For the phone number you have two options: a generic, shared number or your own number.
| Package | Price | Messages per month | |
|---|---|---|---|
| Start | €20 / month | 50 | Choose Start |
| Plus | €30 / month | 200 | Choose Plus |
| Pro | €50 / month | 500 | Choose Pro |
| Custom | €50+ / month | over 500 | Ask for a quote |
See how it works first
Book a free demo and we will show you the messages on a real phone. For other questions, write to us. If you want to see what else we build, take a look at our projects.