AI virtual secretary for tattoo studios
Tattoo studios on WhatsApp: the AI assistant that answers clients, books appointments and reduces no-shows
While you're tattooing you can't break away to reply to messages. Wably answers for you on WhatsApp: it gives information on styles, cover-ups, consultations and how the quote works, books appointments, reschedules them and sends reminders, in your studio's tone of voice, at any time.
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Hi, I'd like a realistic tattoo on my forearm. How does the quote work?
Hi! Yes, we do realism too. For the quote we set up a short consultation at the studio, where we go over the subject, size and placement. Want me to suggest a day?
Yes, on the weekend too if possible.
I have availability Saturday at 11:00 AM or Monday at 5:30 PM. Which do you prefer?
Saturday at 11 is perfect.
Perfect, see you then. I'll send you a reminder the day before. See you Saturday!
Hi, I’d like some information about your services and prices.
Hi! Of course. The first visit is €60 and follow-up sessions are €45. Can I help you choose the right service?
Do you have any packages?
Yes: a 5-session package for €200 (€40/session) and 10 sessions for €380 (€38/session). I can book your first appointment right away.
Great, let’s book then.
Perfect! Tell me the day you prefer and I’ll suggest the available times.
Good morning, can you remind me of my upcoming appointments?
Of course! You have two: Tuesday the 18th at 5:00 PM and Tuesday the 25th at 5:00 PM. Can I help?
I’d like to move the one on the 18th, something came up.
No problem. I have Wednesday the 19th at 4:00 PM or Thursday the 20th at 6:30 PM free. Which do you prefer?
Thursday the 20th at 6:30 PM, thanks.
Done! Moved to Thursday the 20th at 6:30 PM. I’ll update your reminder. See you soon!
The problem
Messages come in at all hours, but you've got the machine in your hand
Whoever writes sends the idea, a reference photo, a question about the price or the cover-up, and expects a quick reply. But while you're tattooing you can't answer, and a message left pending often ends up with another artist.
Meanwhile consultations and sessions to set and reschedule pile up and in the evening you catch up on them with effort, taking time away from your personal life too. Wably is here to free you from this part: it answers clients and manages the appointments for you, neatly and professionally.
The difference
It answers clients like your secretary, not just a booking tool
A capable secretary doesn't just keep the calendar: she knows how to answer when a client asks “do you do cover-ups?”, “do you work fine line?”, “do I need a deposit to book?”. Wably does exactly this on WhatsApp, at any hour, and in the same conversation it sets the appointment. An online calendar takes the booking but knows nothing about your studio; a generic chatbot at most trades a couple of lines without seeing your calendar. Wably brings the two together, like a real virtual secretary.
- The styles you do: realism, blackwork, old school, fine line, lettering.
- The services: new tattoos, cover-ups, touch-ups and, if you offer them, piercings.
- How the consultation and quote work, and whether a deposit is needed to lock in the date.
- The frequently asked questions: tattoo aftercare, multiple sessions, what to bring on the day of the appointment.
- And, in the same conversation, it offers the free slots and sets the appointment.
All in one assistant
What Wably does for your tattoo studio
Answers about styles, cover-ups and the quote
It explains the styles you do, how the consultation and quote work and whether a deposit is needed: the same answers you would give, given by it.
Books and manages the calendar
It shows only genuinely available times, confirms the appointment and handles reschedules and cancellations right in the conversation.
Reduces missed appointments
It reminds the client of the appointment the day before, in the way you decide: fewer gaps in the schedule and full days at the studio.
Keeps contacts in order
At a new client's first booking it saves the contact by itself: you never lose a name and the address book stays clean.
Sends review requests
After the session it automatically sends, by email or on WhatsApp, the review request with the link you choose.
Works on your number, 24/7
It uses the WhatsApp Business number you already have: clients write where they always do, even at night, and Wably answers at any hour.
Pinpoint scheduling
It handles consultations and long sessions precisely, and you're still free to do it by hand
In a tattoo studio a consultation takes a few minutes, while a session can take half a day, and big pieces are split across several appointments. Instead of a calendar with fixed slots that drift from reality, Wably checks your real calendar with every request and offers only slots that are truly free, respecting every one of your rules.
- The right duration for each appointment: a short consultation, a long session, a quick touch-up.
- The gap between one client and the next to tidy and sterilize the station, never back-to-back sessions.
- Your real hours and the full days devoted to big pieces.
- The multiple sessions of one project, scheduled without an endless chain of messages.
- No out-of-time requests: the assistant always respects the minimum notice you set.
Fewer no-shows
Automatic reminders to reduce missed appointments
Every client who doesn't show up is an empty slot and a loss for the studio. Wably prevents it: it reminds them of the appointment the day before, on WhatsApp. You decide how the reminder works.
Notification only
A message that reminds the client of the appointment. Simple and discreet, when you just want to give a reminder.
Confirmation request
A message with the Confirm · Reschedule buttons: one tap for the client and, if they can't come, the slot is freed up in time.
You set the mode you prefer and change it whenever you want. A slot freed up in advance is a slot you can reassign: this way automatic reminders recover much of the lost appointments and protect your revenue.
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Contacts and reputation
It keeps the address book in order and grows your reviews
A capable secretary recognizes who comes back and never loses a contact. Wably recognizes who's writing and, at a new client's first booking, it saves the contact by itself: no more names jotted down in a hurry between one session and the next.
It never deletes anything from your Google address book: it only reads and adds. And, if you enable it, with one switch it records new clients in your Google Contacts as well.
Privacy and security
Built for those who work closely with people
Your clients' forms and data stay yours: Wably doesn't need them to work. Wably does not process sensitive data: it handles only the calendar and service information, in compliance with the GDPR. Data stays isolated for each studio and you can disconnect and delete whenever you want.
- No sensitive data processed: only bookings and service information.
- Infrastructure on Oracle Cloud, in Europe, in the Frankfurt data center.
- Data encrypted at rest.
- On your WhatsApp Business number, with no app for the client to download.
Why Wably
It's not management software. It's not a chatbot. It's a secretary.
Management software
It books and invoices, but on WhatsApp it stops at reminders: it doesn't answer when a client asks about styles, cover-ups or how the quote works.
Generic chatbots
They chat, but they don't know your calendar and don't understand a tattoo studio: no short consultations, long sessions or work across several appointments.
Wably
It talks like a secretary and books in your real calendar, in the same conversation, on your WhatsApp Business number. Both things together.
Quick activation
How it works
Set up your studio
In under 10 minutes you write styles, services, how you handle quotes, hours, breaks and booking rules. All guided, no technicalities.
Connect WhatsApp
You keep the WhatsApp Business number you already use: clients keep writing where they always have.
Choose the tone
Professional, welcoming or direct: the assistant replies in line with your studio's style.
Let Wably work
It answers clients, offers slots, confirms appointments, handles reschedules and sends reminders and reviews, 24/7.
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Plans
Two simple plans, with a 30-day free trial
Starter
€24.90 / month
- AI assistant on WhatsApp, on your current number
- Answers clients about your styles and services
- Bookings with Google Calendar sync
- AI management per individual contact
- Multilingual
- Email support
Standard ★
€49.90 / month
- Everything in Starter
- Also answers about services, prices, FAQs and general info
- Automatic reminders (notification or confirmation)
- Choice of tone: formal or friendly
- Automatic review request after the session
FAQ
Frequently Asked Questions
What is Wably's AI virtual secretary for tattoo studios?
It's an AI assistant that, on WhatsApp, answers clients about styles, cover-ups, consultations and the quote and manages appointments (bookings, sessions, reschedules, reminders) in place of the front desk, 24/7.
Does Wably answer clients or only send reminders?
It answers. Unlike management software that only sends notifications, Wably has a conversation: it explains the styles you do, how the consultation and quote work, answers frequently asked questions and, in the same chat, offers slots and sets the appointment.
Can I use the WhatsApp Business number I already use at the studio?
Yes. Wably works on the WhatsApp Business number you already use: no new number, no app for the client to download, no change to your communications or your social profiles.
Does it handle short consultations and long sessions across several appointments?
Yes. You can set different durations for consultations, sessions and touch-ups, with breaks and minimum notice: Wably offers slots respecting these rules and also handles big pieces split across several appointments.
What do I need to use Wably?
You need a Google account with Google Calendar, which Wably uses as the calendar, and Google Contacts, for the client address book. Plus the studio's WhatsApp Business number. Nothing else: no app to install and no technical skills.
How long does it take to set up? Do I need to be technical?
No, you don't need any technical skills. Setup is guided and takes under 10 minutes: you write, in your own words, your styles, services, how you handle quotes, hours and answers to the most common questions.
Does Wably help reduce no-shows?
Yes. It sends an automatic reminder the day before the appointment, in the way you choose: a simple notification or a confirmation request with the Confirm and Reschedule buttons, so the client frees up the session in time if they can't come.
Does Wably process clients' data?
No. Wably does not process sensitive data: it handles only the calendar and service information, in compliance with the GDPR. Data is isolated for each studio and encrypted at rest, on Oracle Cloud infrastructure in Europe (Frankfurt data center).
Does Wably replace the tattoo artist?
No. Wably does not replace the professional and does not give final quotes for you. It only handles the admin side: answering service information, setting consultations and appointments, managing reschedules, sending reminders and review requests.
Bring your tattoo studio's front desk to WhatsApp
Turn WhatsApp from a source of interruptions into a secretary that answers, books and reminds your clients of their appointments, on your current WhatsApp Business number, day and night.
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