Book, check, and cancel appointments through WhatsApp voice messages

Customers can book, check, or cancel appointments over WhatsApp using text or voice, with an AI assistant handling it all.

How the work actually flows

It branches. Exactly one path is taken.

Pattern: Exclusive Choice (4) · Simple Merge (5)

flowchart TD trig>"customer sends whatsapp message"]:::trig s0["transcribe voice if needed"]:::task s1["AI interprets booking request"]:::task s2["send confirmation reply"]:::svc trig --> s0 s0 --> s1 gx{"× book check or cancel"}:::gate s1 --> gx p00["create calendar appointment"]:::task gx -->|"book"| p00 p10["look up appointment status"]:::task gx -->|"check"| p10 p20["cancel calendar appointment"]:::task gx -->|"cancel"| p20 jn{"○ confirm outcome"}:::gate p00 --> jn p10 --> jn p20 --> jn jn --> s2 out[/"appointment booked checked or cancelled"/]:::out pay{{"24 7 booking without staff involvement"}}:::pay s2 --> out out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepAn outside serviceOne path onlyPaths rejoinResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
AI Agents & Autonomous SystemsAI Chatbots & AssistantsVoice & PhoneDocument Processing & OCRScheduling & CalendarEducation & Training
Connects
WhatsAppcal.comOpenAIElevenLabs
Featured in

The problem it solves

Answering the phone or WhatsApp every time someone wants to book, move, or cancel an appointment pulls staff away from other work. After hours, requests just pile up until someone gets around to them.

Who it fits

Clinics, salons, or service businesses that take appointment bookings by phone or message.

How it works

  1. A customer sends a text or voice message on WhatsApp
  2. Voice messages are transcribed into text automatically
  3. An AI assistant understands the request: book, check, or cancel
  4. The assistant checks or updates your calendar directly
  5. A reply confirms the outcome, in text or voice
Quick estimate

What it is worth to you

Your numbers, your hourly cost. We add nothing hidden.

per week
minutes
$ per hour
0Hours freed per month
0Value per year at your hourly cost

Assumes freed staff time is put toward other work and includes after-hours requests you'd otherwise handle later.

What you get

Confirmed appointment bookings, changes, or cancellations, handled without staff involvement.

What you need

A WhatsApp business connection (Evolution API), a cal.com account, an OpenAI account, and an ElevenLabs account for voice.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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