Virtual secretary on WhatsApp: it answers clients, not just books¶

In short: a real secretary does not just note down appointments. She knows what to say when a client asks "how much is the first visit?", "what do you do?", "do you issue an invoice?". Wably does exactly that, on WhatsApp, at any hour of the day.

What a virtual secretary does on WhatsApp¶

Most of the messages a practice receives are not appointment requests: they are questions. How much is it, where are you, is there parking, do you invoice, how long is a session, do I need any documents.

They are simple questions, which you always answer in the same way, and which nonetheless interrupt you while you are working. A virtual secretary absorbs all of them, and does it in your own words.

You brief it just once from the info and services screen, and from then on it answers forever.

What it can tell your clients¶

Your services and prices. "First visit €60, sessions from €45": the client knows right away what to expect, even at ten in the evening. It is also a useful filter, because anyone out of line with your rates finds out before taking up a slot.

The frequent questions. Invoices for tax deductions, parking, insurance plans: the answers you give twenty times a day, given by it. They are the same for everybody, and precisely for that reason they are the ones it makes least sense to keep giving in person.

The practical information. How to reach you, payment methods, what to bring to a first visit, directions for finding the entrance.

What you do and what you specialize in. So the client understands whether it is the right place before even booking, and you get fewer appointments from people who were looking for something else.

You write the information it answers with in the dashboard cards: see customization and control.

It answers and books in the same conversation¶

This is the difference none of the alternative tools covers.

An online calendar books, but knows nothing about your practice: if the client has a question before choosing a time, they have to look it up elsewhere or write to you anyway. A generic chatbot may answer, but never touches your calendar: it collects the request and passes it to you, so you still have to step in.

Wably does both things in the same conversation. The client asks, gets the answer and fixes the appointment, with no waiting and no switching channels.

The path is the natural one for anyone making a decision: first I work out whether this is right for me, then I book. Splitting that across two different tools is the most effective way to lose the people who were interested.

When it does not know the answer¶

It is worth saying plainly, because it is the guarantee that makes delegating your answers safe.

The virtual secretary can only say what you have written for it. If a question falls outside the scope of the information you entered, it does not improvise: it says that on that point it is better to speak to you directly. It does not invent prices, does not promise services you do not offer and does not give opinions outside its remit.

You define the scope, and you can widen it at any moment by adding an entry to your price list or a question to the FAQs. Every time you get a question the assistant could not handle, you have discovered a line worth adding.

It does not handle the clinical side¶

An important point for healthcare professionals and psychologists: the virtual secretary handles front-desk work, not professional content.

It manages name, phone number, time and service booked. When needed, it notes the reason for the visit in your Google Calendar: Wably does not archive symptoms, diagnoses or session notes. The scope is deliberately limited to what is needed to run a calendar and answer organizational questions. The detail is on the security, privacy and GDPR page.

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