How Wably works: appointments on WhatsApp with AI¶

Wably builds on two tools you already use: WhatsApp Business, the channel you use to talk to clients, and Google Calendar, your diary. Once connected, the assistant acts as a bridge between the two: it reads incoming messages, understands the request, checks real availability and writes the appointment into the calendar.

You don't have to change anything about the way you work. You keep using your usual number and your usual diary.

What you need to start¶

• The WhatsApp Business number you already use. There's no need to activate a new one and your clients don't have to download anything: they keep writing to you where they always have. This is called coexistence and it's explained on the your WhatsApp number page.
• A Google account with Calendar for the diary and Contacts for the address book.
• About ten minutes for the guided setup, where you describe in your own words your services, fees, hours and the answers to the most frequent questions.

The journey of a booking¶

1. A client writes to your WhatsApp number: "I'd like an appointment on Thursday afternoon."
2. Wably understands the request in natural language, so even if the sentence is badly written, abbreviated or in another language.
3. It checks real availability in your diary, taking into account working hours, breaks, the duration of the requested service and what is already booked.
4. It offers one or more free times. If the client asks for a busy slot, the assistant offers the nearest free alternative instead of replying that there's no room.
5. The client confirms and the appointment is automatically written to your Google Calendar, with the client's name and the requested service.
6. Wably confirms in the chat and, if the client is new, saves the contact to the address book.

All of this happens in conversation, like a normal WhatsApp chat, without you having to step in. The times offered always respect what you set in your business hours and what is already in your calendar, so no overlaps are created.

Reschedules and cancellations¶

Plans change, and handling them over the phone wastes time for you and the client. Wably takes care of it in conversation.

• Reschedule. If a client asks to change the time, the assistant checks the new availability, offers an alternative and updates the appointment in the calendar.
• Cancellation. If a client cancels, the appointment is removed from the diary and the slot becomes available for someone else.

A slot freed up in time is a slot you can still fill. Less friction for the client, fewer interruptions for you.

The reminder before the appointment¶

The day before the appointment Wably sends the client a reminder, at the time you picked between 9:00, 11:00 and 17:00. You can choose between two modes:

• A simple alert, which recalls the day and time.
• A confirmation request with the Confirm and Reschedule buttons, so anyone who can't make it says so in advance instead of disappearing.

Whoever taps Reschedule goes straight into conversation with the assistant, which offers the free alternatives and updates the calendar.

If you want, you can also switch on a second reminder on the day itself, going out 2, 3 or 4 hours before the appointment. It is always a simple alert, with no buttons. The details are on the automatic appointment reminders page.

After the appointment: the review request¶

Once the appointment is over, Wably sends the review request on its own, by WhatsApp or by email, with the link you choose: your Google profile, your page or any other address.

The message goes out a few hours after the appointment, when the client still has the experience fresh in mind and is more likely to reply. It's the part you usually miss, because while you're working you don't remember or you can't find the right moment to ask for it.

The details are on the automatic reviews on WhatsApp page.

What happens while you're not looking¶

Wably works in the evening, at weekends and while you're with a client. So you don't lose track, every day you get an email summary of what the assistant handled: appointments booked, rescheduled and cancelled.

If the client writes in another language, the assistant replies in theirs: useful if you work in a tourist area or with international clients.

You stay in control¶

You decide when the assistant is active and for which contacts. You can pause it at any time, even for a single client, and messages keep reaching your WhatsApp as usual.

For any special situation you can step into the chat directly: you write, and the conversation carries on as always. The calendar remains the single source of truth, so if you create or move an appointment by hand, Wably sees it and takes it into account. Read more on the contacts and address book page.

Try it before you activate it¶

You can see how the assistant replies without signing up and without connecting anything: open the WhatsApp assistant demo and write the way one of your clients would.