Tutorial: appointment booking with a WhatsApp Flow

🎯 Goal

Customers book in under a minute inside WhatsApp, get an instant confirmation and a reminder the day before. Your team sees every booking.

🧰 What you need

• A Meta-verified business (to publish the form)
• A connected number
• Your services and time slots

Want only real free times?

This tutorial uses a WhatsApp Flow form with fixed time options. To offer only the times that are really free (from your working hours, with no double bookings, reschedule and cancel), use the Appointment booking chatbot template or the Book appointment step instead. Appointments

Step 1: create the form

1. WhatsApp Flows → New form → Appointment booking.
2. Screen Book a visit: change the Service options (Consultation, Follow-up, Home visit) to yours, for example General check-up, Dental cleaning, Eye test, and set the Preferred date limits (Earliest: today).
3. Screen Pick a time: edit the Time slot options (10:00 – 11:00, 12:00 – 13:00, …) and keep Your name.
4. Settings → Save answers to the contact: each answer is saved under its own name — service, date, slot, full_name, notes. Keep that, or pick another contact field.
5. Save → Sync to Meta, send the draft to your own number to test it, then Publish.

Step 2: offer it in your menu

In your Main menu flow (or a new chatbot with the trigger Match keyword book, appointment), add a WhatsApp Flow form message from Bot actions: body text “Book your visit in under a minute 👇”, WhatsApp Flow Appointment booking, Button label Book now.

Step 3: confirm every booking

Connect the form step’s form submitted branch to the steps below. If you send the form from the inbox or a campaign instead, put them in a new chatbot Booking confirmation with the trigger Form submitted → Form Appointment booking. Then:

1. Send message:

   ✅ Booked! {{service}} on {{date}}, {{slot}}.
   Reply CHANGE to reschedule. See you soon, {{first_name}}!

2. Set / remove tag booked.
3. Notify agent Everyone online: New booking: {{full_name}} — {{service}} {{date}} {{slot}}.
4. Check, then Publish.

CCity Clinic✓

Book your visit in under a minute 👇

📝 Book now

📝 Form submitted Service: Dental cleaning · 31 Oct · 12:00 – 13:00

✅ Booked! Dental cleaning on 31 Oct, 12:00 – 13:00. Reply CHANGE to reschedule.

Message

Booking and confirmation.

Step 4: reminder the day before

1. Create a Utility template appointment_reminder: Hi {{1}}, a reminder of your {{2}} tomorrow at {{3}}. Reply CHANGE to reschedule. Get it approved.
2. Automation → New rule Appointment reminder. Trigger card → Date-based → Contact field with the date date, Once on that date (renewal…), Days before 1, At 10:00.
3. Add a Template message appointment_reminder: {{1}} → {{first_name}}, {{2}} → {{service}}, {{3}} → {{slot}}.
4. Publish.

Step 5: handle “CHANGE”

A chatbot with the trigger Match keyword change (match Exactly) → Human handoff with “Sure — our team will help you pick a new time.”, or send the form again.

Tip

Busy clinic? Use Assign → Team: Front desk in the confirmation flow, so bookings land with the right people.

What’s next

The Flow editor →Customise the form.Tutorial: take a deposit →Add a payment link.