Automated booking over WhatsApp
Customers book their own appointments over WhatsApp, with the free slots read from the calendar and a reminder before the day.
1 to 2 days
25 to 40 EUR / month
5 in the stack
The stack
Built with tools you already run
The problem
Half of reception is spent booking and rebooking.
Clinics, salons and any business built on appointments share the same problem: the team spends hours a day on the phone booking, moving, confirming and cancelling. It is repetitive work taking time from whoever is in the waiting room.
And whoever calls outside opening hours cannot book at all. No-shows are the other half of the cost, and reminders are the measure that moves them.
The flow
How it works, step by step
The customer says they want an appointment
The agent recognises the intent from the message.
It asks for service and preference
Guided by clear options rather than an open question.
It reads availability from the calendar
n8n looks for free slots over the coming two weeks.
It offers three options
The customer picks the one that suits.
It creates the event and confirms
The booking appears in the calendar with the contact details.
It sends a reminder the day before
The message goes out on the same channel the booking was made.
Walkthrough
The build in detail
Intent detection
The agent identifies when someone wants to book, in the several ways people phrase it: "I need an appointment", "can you see me tomorrow", "any slots on Friday".
Collecting the parameters
It asks in plain language for the type of service, the preferred day or time and, when needed, the name. Nothing is asked twice.
Reading availability
The Google Calendar node reads the existing events and works out the free slots, allowing for the duration of the service plus a buffer.
Offering the options
The agent turns the free slots into three natural suggestions: "I have tomorrow at 2pm, Thursday at 10:30 or Friday at 4pm. Which suits you?"
Creating the event
Once the customer confirms, n8n creates the calendar event with title, description, contact and duration, and the front desk sees it like any other booking.
Reminders
A scheduled trigger runs hourly and sends a WhatsApp message the day before each appointment. This is the part that pays for the project in a business that loses slots to no-shows.
What to expect
What this case delivers
Blueprint and video in preparation
We are preparing the .json file you can import into n8n, and the video walkthrough. Want this case running in your company already? Book a call.
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