Turn WhatsApp messages into booked appointments with SMS reminders

Answers WhatsApp booking requests with AI, schedules the appointment in Cal.com, and texts a reminder before it starts.

How the work actually flows

It branches. Every path runs.

Pattern: Parallel Split (2)

flowchart TD trig>"whatsapp booking message received"]:::trig s0["chat to confirm details"]:::svc s1["check calendar availability"]:::svc s2["book the appointment"]:::task s3[("log appointment record")]:::store trig --> s0 s0 --> s1 s1 --> s2 s2 --> s3 gx{"+ what to send after booking"}:::gate s3 --> gx p00["send whatsapp confirmation"]:::task gx -->|"confirmation now"| p00 p10["send sms reminder"]:::task gx -->|"reminder before visit"| p10 p00 --> out p10 --> out out[/"appointment booked with reminders sent"/]:::out pay{{"stop losing bookings and no-shows"}}:::pay 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 serviceA record or sheetEvery pathResultPayoff
Build size
Advanced

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

Business functions
AI Agents & Autonomous SystemsVoice & PhoneMessaging & NotificationsImage & Media ProcessingSpreadsheet & Database OpsAPI & Webhook IntegrationScheduling & Calendar
Connects
WhatsAppCal.comOpenAIGoogle SheetsSMS
Featured in

The problem it solves

You lose hours answering the same WhatsApp questions about availability and manually typing appointments into your calendar. Clients forget to show up because no one has time to send reminders, and every missed message is a missed booking.

Who it fits

Solo consultants, coaches, and clinics that book appointments over WhatsApp.

How it works

  1. A client sends a WhatsApp message asking to book
  2. An AI assistant chats with them to confirm name, email, and service
  3. Available time slots are pulled from your calendar
  4. The appointment is booked and logged, with a WhatsApp confirmation sent
  5. A few hours before the appointment, an SMS reminder goes out automatically
What you get

Appointments clients actually remember to keep

Clients book straight from a WhatsApp message and get a text reminder before their appointment, so fewer people miss it.

What you get

A booked appointment on the calendar, a logged record, and automatic WhatsApp and SMS confirmations for the client.

What you need

A WhatsApp business messaging account, a Cal.com account, an OpenAI API key, an SMS sending service, and a Google account.

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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