Book Google Calendar Appointments Directly from WhatsApp

Customers can choose an appointment in WhatsApp and have it saved to a connected Google Calendar. The setup needs your availability, appointment lengths and booking rules before it can offer a slot.

What an appointment conversation looks like

Here is an illustrative salon booking. The times are examples, not live availability.

Customer: “Can I book a facial this Saturday?”
Assistant: “There are appointments at 10am and 2pm. Which would you prefer?”
Customer: “2pm.”
Assistant: “Your facial is booked for Saturday at 2pm.”

The appointment must be saved successfully before the customer receives confirmation. Staff need to see the customer, service, time and any relevant notes on the booking.

Connect the calendar your team uses

Decide which calendars contain bookable appointments. For multiple staff, check how the service, staff member and location affect availability.

A cleaner may have an empty hour between jobs but need it for travel. A therapist may be available but not offer the requested treatment. Include those constraints in the booking rules.

If the system cannot confirm a suitable slot, the conversation should go to staff. Your team can offer an alternative without giving the customer a booking that cannot be fulfilled.

Handle changes to an appointment

A customer can request a different date in the same chat. The connected workflow needs to check the new slot and update the existing booking, rather than create a second appointment.

Test a cancellation and a reschedule before launch. Confirm what the customer receives and what staff see on the calendar.

Send reminders with useful details

A reminder can include the service, date, time, location and a way to request a change. For example: “Your facial with Sarah is tomorrow at 2pm at our Orchard branch. Reply if you need to reschedule.”

Choose reminder timing for your service and check the appropriate WhatsApp sending setup. Our template guide includes examples to adapt.

Check the whole booking before launch

• Try an available slot and confirm that it appears once in the correct calendar.
• Request a full or blocked slot and check that it is not offered.
• Reschedule the booking and confirm the original slot is released.
• Check the customer-facing time, location and reminder.
• Confirm which requests go to staff.

For a customer account of booking consultations in chat, read the We Are Caring case study. If you are still using the phone app, our API migration guide explains the setup choices.