AI Studio · WhatsApp
WhatsApp appointment booking automation
For clinics, salons, consultancies and service businesses, WhatsApp has quietly become the front desk. Customers message to ask about timings, fees and availability, then expect a slot to be confirmed right away. Finaley AI Studio gives you a receptionist on your WhatsApp number that answers those questions, books and reschedules appointments in your calendar, and sends reminders, while your staff can take over any conversation the moment they want to.
When the front desk lives on one phone
Appointment requests arrive while your staff are with customers, on calls or closed for the day. Messages get answered hours later, double bookings happen because the calendar and the chat are not connected, and no-shows waste slots that someone else wanted. The same five questions about directions, fees and documents to bring are answered by hand dozens of times a week, and nobody has a clear record of who asked for what.
How the automation runs
- 1
Greet and understand
AI agentEvery message gets an immediate reply, and the receptionist works out whether the customer wants information, a new booking or a change.
- 2
Answer common questions
AI agentIt answers questions about services, fees, timings, location and preparation using information your team has approved.
- 3
Offer real availability
AI agentIt checks your calendar or booking system and offers only open slots for the right service and staff member.
- 4
Confirm and remind
AI agentBookings are confirmed on WhatsApp, added to your calendar, and followed by reminders the day before and an hour before the appointment.
- 5
Handle changes and cancellations
AI agentCustomers can reschedule or cancel by message, and freed slots are offered to anyone waiting for an earlier time.
- 6
Pass sensitive requests to staff
Professional checkMedical questions, complaints and anything outside the approved answers go straight to a staff member with the conversation attached.
Connected to your calendar
The receptionist runs on your existing WhatsApp Business number through the official WhatsApp Business Platform and connects to the calendar or booking tool you already use, such as Google Calendar, Outlook or a shared Google Sheet. Staff see every booking where they already look, and they can reply in any WhatsApp conversation directly whenever they choose to.
Staff step in when it matters
The receptionist only answers from information you have approved and never gives medical, legal or financial advice. Anything sensitive, unusual or emotional is handed to a member of your team straight away, and your front-desk manager can review every conversation from the day.
What you get
- Every booking request answered within a minute
- Fewer no-shows thanks to automatic reminders
- No double bookings between chat and calendar
- Staff time freed for the customers in front of them
Questions
Can customers tell they are talking to an automated receptionist?
Yes, and we recommend saying so. The receptionist introduces itself as your assistant and makes it easy to ask for a person at any point. Customers mostly care that they get a fast, accurate answer and a confirmed slot.
Which booking systems does it work with?
It works with Google Calendar, Outlook calendars and shared Google Sheets out of the box, and with many practice management and salon booking systems through their API or web interface. We confirm compatibility with your system during the first call.
Is it suitable for clinics handling patient information?
Yes, with care. It handles scheduling and logistics only, never gives medical advice, and passes clinical questions to your staff. Patient details are stored securely, shared only with your team, and kept to what booking actually requires.
What happens outside working hours?
It keeps answering questions and booking available slots around the clock. Requests that need a person are queued for your team with a clear summary, so they can pick them up first thing when they start the next day.
How long does setup take?
Share your services, fees, timings and calendar access, plus a few example conversations. We set up and test the receptionist with your team before switching it on for real customers.
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By industry
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- Patient follow-up automation for clinics and hospitalsFinaley turns discharge summaries and prescriptions into follow-up calls, reminders and review visits, and routes every symptom reply to a clinician.Read more ›
- Lead follow-up automation for real estate brokersFinaley replies to every 99acres, MagicBricks and Housing.com enquiry, qualifies the buyer and books a call, while your agents handle the conversations.Read more ›
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- Site visit scheduling automation for real estate teamsFinaley books site visits around buyer and agent availability, sends location pins and reminders, and logs every visit outcome back to your sales records.Read more ›
Show us how your team does it.
Send a screen recording or book a call. We build it, test it on your past work, and only switch it on when the results match your team's.