How do customers book an appointment inside WhatsApp?

Customers pick a topic and one of your free times in a WhatsApp form, with no back-and-forth messages.

Before you start

1. An official WhatsApp number (Cloud API) connected to your workspace.
2. A service in Administration → Sales & service settings → Booking settings → Services with at least one staff member.
3. Each staff member's working hours (their shift) set in Administration → Sales & service settings → Booking settings → Staff and working hours. Free times come only from these hours, existing appointments and time off.
4. Optional, for Google Meet links: the team member who will create the events connects Google Calendar in Integrations → Google Calendar (/panel/v2/integrations/google-calendar).

Set it up

1. Open Administration → Sales & service settings → Booking settings (/panel/v2/booking/settings) and, in the WhatsApp booking form card, switch on Turn on the booking form.
2. Choose the service in Service booked by the form and, optionally, in Create Google Meet links with the calendar of choose the team member whose Google Calendar creates the Meet link.
3. In Who is invited choose Everyone working at that time or Only the staff member who gets the booking.
4. In Topics the customer chooses from write one topic per line (up to 10), and in Meeting languages (optional) tick the languages your team can hold a meeting in.
5. Set Minimum notice (minutes) and Days shown ahead. If your whole team joins every meeting, set Bookings at the same time (0 = no limit) to 1.
6. Click Save, then Publish the form on WhatsApp. This is needed once, and again after you change the meeting languages.
7. Optional: tick Let the AI assistant send the form when a customer asks for an appointment. The assistant then sends the form instead of agreeing a time by text.

Good to know

• Times are shown in the customer's time zone (based on their phone number), with your time alongside when it differs.
• A customer with an upcoming appointment cannot book a second one from the form; they reply in the chat to change it.
• Meta bills every WhatsApp message, and the form sends one confirmation only. Booking reminders are separate, in Administration → Sales & service settings → Booking settings → Customer messages.

What happens next?

When a customer books:

• The appointment appears in your Appointments calendar, with WhatsApp as the source.
• If you chose a team member to create Meet links: a Google Calendar event with a Meet link is created, inviting your staff and the customer's email if they gave one.
• The customer gets one confirmation with the date and time in their own time zone, and the link.
• The chat gets an internal note for your team: time, topic, language, invited staff and link.