Appointment booking and reminders on WhatsApp
Customers book, confirm and reschedule in the chat they already use, and your calendar updates itself.
- Fewer no-shows
- Less phone work
- Bookings after hours
What is WhatsApp appointment booking?
WhatsApp appointment booking lets customers request, confirm or change an appointment inside a WhatsApp chat. A chatbot or your team offers open slots, an approved reminder template goes out before the visit with Confirm and Reschedule buttons, and each reply is posted to your calendar, clinic software or CRM by webhook.
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Why use WhatsApp for appointment booking?
How do you set up appointment booking with WhatsApp?
- The customer starts a chatFrom a link on your website, Google Business Profile, a QR code at the counter or a click-to-WhatsApp ad.
- The bot offers slotsA list message shows available dates and times from your calendar or booking system.
- The booking is confirmedThe customer picks a slot, gets a confirmation and the booking is sent to your system by webhook.
- Reminders go outAn approved utility template reminds them a day before, with Confirm and Reschedule buttons.
WhatsApp templates for appointment booking
Copy, edit and use these as a starting point.
Hi {{1}}, your appointment at {{2}} is booked for {{3}} at {{4}}. Booking ID {{5}}. [Add to calendar] [Reschedule]
Hi {{1}}, a reminder of your appointment at {{2}} tomorrow at {{3}}. Will you be able to come? [Yes, I'll come] [Reschedule]
Hi {{1}}, we missed you at {{2}} today. Would you like to book a new time? [Book again]
Submit each template to Meta for approval in your MsgClub panel. {{1}}, {{2}} are variables.
Which industries use WhatsApp for appointment booking?
What are the best practices for appointment booking?
- Send the reminder 24 hours before, and a second one 2 hours before for same-day slots
- Use buttons instead of asking customers to type
- Include the address and a map link in the confirmation
- Release the slot automatically when a customer taps Reschedule
- No-show rate before and after reminders
- Share of bookings made in chat versus by phone
- Time from enquiry to confirmed booking
Connect results to your CRM with the WhatsApp API and webhooks. See how pricing works.
Questions about WhatsApp appointment booking
Can WhatsApp book appointments automatically?
Yes. A WhatsApp chatbot can show open slots from your calendar or booking system as a list, take the customer's choice and confirm it, then send the booking to your system by webhook. Anything unusual can be handed to a person in the team inbox.
Do appointment reminders need an approved template?
Yes. Any message you send first, including reminders, must use a template approved by Meta. Reminders usually fall under the utility category. Replies inside an open customer chat do not need a template.
Can I connect WhatsApp booking to Google Calendar or my software?
Yes, through the API and webhooks. Your system or a tool like Zapier reads open slots and receives each booking or reschedule as a webhook event, so your calendar stays up to date.
What does WhatsApp appointment booking cost?
Under Meta's current pricing you pay per delivered template, such as reminders, and service replies are free up to 1,000 per number each month, then charged. MsgClub adds a platform fee. See WhatsApp pricing for how to estimate it.
What if the customer replies with text instead of tapping a button?
The chatbot can understand simple replies like yes, no or a new date, and anything it cannot handle goes to your team inbox so a person can reply in the same chat.
Can I send reminders in Hindi or other languages?
Yes. WhatsApp templates can be written in Hindi and other Indian languages. Each language version is submitted for approval separately, and you choose the language per customer when sending.
Related guides
More WhatsApp use cases
Same job on other channels
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