AI Appointment Booking on Calls, with WhatsApp Confirmations
Appointments is a calendar for businesses that sell time on a seat: a salon chair, a clinic room, a service bay. Your staff book customers on it, the AI can check free times and book, move or cancel a slot during a call, and the customer gets a WhatsApp for every confirmed booking, change, reminder and cancellation.
Appointments · Seat 1
AI books on calls- 10:00Haircut · Priya
- 10:30Free
- 11:00Colour · Rahul
- 11:30Free
- 12:00Facial · Meera booked on call
WhatsApp: Facial, Fri 12:00 PM · Lotus Salon, Andheri · map link confirmation sent
- 1Customer calls, or your staff book
- 2AI checks free times
- 3Slot booked on a seat
- 4WhatsApp confirmation
- 5Reminder before the visit
What Appointments is
A calendar built around seats and services. A seat is one customer at a time: a chair, a bed, a bay or a doctor, and you can name each one after the person who works it. A service has a length, from 5 minutes to 4 hours, and a charge in rupees. Add your days and hours and a lunch break, and the calendar offers times every shortest-service length, never during the break. Test and Live have separate calendars, and a Test booking never sends a WhatsApp.
Set up in six steps
The first time you open Appointments, a short setup asks everything once:
- Your business. Pick the kind, salon, clinic, dental, spa, gym, car wash and more, and you get a starter list of services with times; set each one's length and charge, then how many seats you have and what to call them. Add your contact number, address and Google Maps link, which go to customers in the booking confirmation.
- Days and hours. Tick the days you are open and set opening and closing times; different hours per day can be set later.
- Lunch break. Nothing is offered during it, on screen or by the AI.
- Booking rules. The largest group one booking can take, the minimum notice a customer needs, how many days ahead they can book, and whether AI books on calls.
- Reminder rules. The WhatsApp reminder timing, whether the AI should also ring, and the earliest hour a reminder call may go out.
- Review and create the calendar.
Everything can be changed later under Settings: services, seats, hours and rules, reminders and contact. See the Appointments documentation.
The AI books on calls
With AI books on calls on, the assistant on your calls can:
- Check free times for the service, day and group size the customer asks for, and offer the nearest free times if theirs is taken.
- Book once the customer picks a time and gives a name. The phone number comes from the call, so the AI never asks for it.
- Move the caller's own upcoming booking to a new day or time, as the same booking rather than a cancel and rebook.
- Cancel the caller's own upcoming booking when they ask.
Before moving or cancelling, the AI asks in one short question why, and saves the answer on the booking's notes. It only ever touches bookings made for the number the customer is calling from, follows your minimum notice, booking window and lunch break, and makes at most one booking per call. Bookings land on the calendar straight away with a small robot icon, and the customer gets the WhatsApp confirmation. If a time was agreed on a call but not booked, it appears as Not confirmed yet for your team.
For the AI to book, you need a Live workspace with Appointments switched on, at least one seat and one service, the AI books on calls rule ticked, and inbound switched on for the number customers ring.
WhatsApp to the customer
The customer gets a WhatsApp from MySA's WhatsApp number, to the mobile on the booking, for Live bookings:
| When | What it says |
|---|---|
| A booking is confirmed | Service, date, time, your address, your Google Maps location and your number |
| The time is changed | The new date and time, and your number |
| Before the booking, at the time you set | A reminder with the service, date and time |
| A booking is cancelled | Which booking, and your number to book again |
A booking marked Not confirmed yet gets no message until you confirm it, and a walk-in gets none.
Reminders: a WhatsApp, a call, or both
Each confirmed booking is reminded the way you set. The WhatsApp reminder goes 30 minutes to 1 day before, 3 hours by default. The reminder call is off by default; switched on, the AI rings, says the service and time and asks whether the customer is coming, and their answer lands on the booking as Confirmed on reminder call, Said not coming or Reminder call: no answer. A "not coming" is a flag for your team; the call never cancels a booking, though if the customer asks on that call to move or cancel, the AI does it. Calls start at sets the earliest hour a reminder call may ring, so a 10 am booking is not a 7 am call. Reminder calls are charged like a visit reminder call and skipped when the wallet cannot cover them.
Your staff's calendar
New booking or a click on any free slot opens a short form: service, customer (or Came before? Find them), group size, day and time with free seats shown in green, who serves, and whether it is confirmed, not yet, or a walk-in. Two bookings can never hold the same seat at the same time. The Day view shows a column per seat with the current time marked; Week and Month show how busy each day is; List shows the week with tick boxes for cancelling many at once. Drag a booking to another time or seat on the Day view, mark it Customer confirmed, Done, Didn't come or Cancel, and a booking the AI made carries the robot icon.
Bookings in a Google Sheet
Connect a Google Sheet you own and every booking from the last 365 days plus everything upcoming is written to a Bookings tab: id, date, start and end, customer, phone, service, duration, price, people, status, source, notes including the reason a caller gave, and when it was booked, cancelled, moved or last updated. The tab is rebuilt within a minute of any change, so it always matches the calendar, and the same workbook can hold your Lead Feed and Tags tabs.
Pricing and limits
Appointments is switched on per business; if you do not see it, raise a support ticket. Calls the AI answers or places are charged from your wallet at your call rate as usual, and reminder calls are charged like visit reminder calls. The AI makes at most one booking per call and keeps to the rules you set. See Wallet and pricing.
How to set it up
- 1
Set up your calendar
Business type, services with length and charge, seats, hours, lunch break, rules and reminders. Six steps, once.
- 2
Tick AI books on calls
Under Settings → Hours & rules. With more than one business, choose which ones the AI may book for.
- 3
Switch inbound on
The number customers ring must be answered by the AI for it to book on inbound calls.
- 4
Connect a Google Sheet
Optional: every booking in a Bookings tab, rebuilt within a minute of any change.
Go deeper in the docs
Every screen, setting and limit, in the documentation.
Frequently asked questions
Can the AI book appointments on a call?
Yes. With AI books on calls switched on, the assistant checks free times for the service, day and group size the customer wants, books once they pick a time and give a name, and the customer gets a WhatsApp confirmation. The phone number comes from the call itself.
Can the AI move or cancel a booking?
Yes, the caller's own upcoming booking. It asks in one short question why, saves the reason on the booking, and moves it as the same booking rather than cancelling and rebooking.
Does the customer get a confirmation?
Yes, on WhatsApp, for Live bookings: the service, date, time, your address, your Google Maps location and your number. They also get a message when the time changes, a reminder before the visit, and a message if the booking is cancelled.
Can it remind customers by call as well?
Yes. Switch on the reminder call and the AI rings before the booking, says the service and time and asks whether they are coming. Their answer lands on the booking, and the call never cancels a booking on its own.
Which businesses is it for?
Any business that sells time on a seat: salons, clinics, dental and spa practices, gyms, car washes and service bays. Setup starts from a template for your kind of business, or from scratch.
What does it cost?
Appointments is switched on per business. The calls the AI answers or places are charged at your usual call rate from the wallet, and reminder calls are charged like visit reminder calls. There is no separate per-booking charge.
MySA for your industry
How Appointments works in a real business, step by step.
From the blog
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