How a booking goes on WhatsApp

How a booking goes on WhatsApp A workflow diagram generated by Archify. 01 / Customer 02 / Agent 03 / Your systems EX / Your team Ask and choose Book and confirm Before the visit Asks for a slot · any time of day · Customer › Ask and choose Asks for a slot any time of day Picks a slot · one tap on the list · Customer › Ask and choose Picks a slot one tap on the list Confirmation · in the chat, instantly · Customer › Book and confirm Confirmation in the chat, instantly Offers slots · only free ones · Agent › Ask and choose Offers slots only free ones Books · creates the appointment · Agent › Book and confirm · no staff needed Books creates the appointment no staff needed Reminder · day before, with a button · Agent › Before the visit Reminder day before, with a button Real calendar · slots per location · Your systems › Ask and choose Real calendar slots per location Appointment created · in your calendar · Your systems › Book and confirm Appointment created in your calendar Deposit by link · card or wallet · Your systems › Book and confirm Deposit by link card or wallet Person · if asked, with context · Your team › Ask and choose Person if asked, with context Time change · slot freed · person · Your team › Before the visit Time change slot freed · person free slots day before slot picked list wants a slot "I want a person" can't make it creates booking confirmed payment link, if it applies Legend Agent Your team Your calendar Payment link Customer

What it does on its own

  • • Reads the real calendar and only offers free slots
  • • Creates the appointment in your calendar and confirms it in the chat
  • • Reminds the day before with a button to confirm

Where your team steps in

  • • When the customer asks for a person, with the record and a summary
  • • When they cannot make it: the slot is freed and your team sets the new time
  • • Sensitive topics (pain, complaints, clinical questions) are never answered by the agent

Fixed rules

  • • The steps live in code: the model writes, it does not decide
  • • The deposit, where it applies, goes by payment link; there is no payment inside WhatsApp
  • • Every notification goes out with stored consent and through the official API