AI appointment software on WhatsApp
WhatsApp Appointment Software for Personal Trainers: Cut No-Shows Automatically
Wably is an appointment management software on WhatsApp, with built-in artificial intelligence, for personal trainers: it answers for you, explains how your programs work, gives information on sessions and fees, books in the studio or online, reschedules workouts and sends reminders, in the right tone, at any time.
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Hi, I'd like to start a weight-loss program. Do you do online workouts too?
Hi! Yes, I work in the studio and online. We start with a first consultation to assess your goals and level and build a tailored program. Shall I suggest a time?
Yes, evenings after work.
I have availability Tuesday at 7:00 PM or Thursday at 8:00 PM. Which do you prefer?
Tuesday at 7 is perfect.
Confirmed. I'll send you a reminder the day before the session. See you Tuesday!
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
Fewer no-shows and more bookings: automate your calendar on WhatsApp
Whoever writes to you wants to know how you work, whether you also train online and how much a package costs, and they're hoping for a quick reply to decide. But while you're coaching a client on the floor you can't answer, and a message left waiting often picks another trainer.
Wably is the appointment software that works like a virtual secretary and replies around the clock, quickly and professionally: it frees up your evenings and turns requests into booked workouts directly in your Google Calendar, reducing the gaps in your calendar and lost appointments.
All in one assistant
What Wably does for your personal training business
Answers about programs, formats and packages
Like a secretary, it explains how you work, where you train and how much sessions and packages cost: the same answers you would give, given by our AI assistant.
Books and manages the calendar
It shows only genuinely available times, confirms the booking and handles reschedules and cancellations right in the conversation.
Automatic reminders against no-shows
It reminds the client about the workout with an automatic reminder the day before and, if you want, a second one on the day itself: fewer last-minute no-shows and cancellations.
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.
Automatic 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 works on the number you already have and in the same WhatsApp Business app: clients write where they always do and Wably answers at any hour.
Quick activation
How our AI software for appointments and reminders works
Set up your business
In under 10 minutes you import your availability by connecting Google Calendar and Google Contacts, then set services, fees and breaks in a simple, guided way.
Connect WhatsApp
You keep the WhatsApp Business number you already use: clients keep writing where they always have.
Choose the tone
Formal or friendly: the assistant replies in line with your style.
Let Wably work
It answers clients, offers slots, confirms sessions, handles reschedules and sends reminders and reviews, 24/7.
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Why Wably
Not just a chatbot: a WhatsApp appointment software with AI
Conventional booking software
It books and invoices, but on WhatsApp it stops at reminders: it doesn't answer when a client asks how you work, about the first consultation or packages.
Generic chatbots
They chat, but they don't know your calendar and don't understand a personal trainer's work: no different durations, reviews or real hours.
Wably
Like a real secretary, it answers and schedules appointments automatically in your Google Calendar, via WhatsApp, thanks to AI (Artificial Intelligence). It reduces no-shows thanks to smart reminders that can ask for a confirmation, growing your monthly revenue.
Privacy and security
Why you can trust the Wably software
Your clients' charts, goals and progress 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 business and you can disconnect and delete whenever you want.
- Infrastructure entirely in Europe, on Oracle Cloud (OCI), one of the largest enterprise cloud platforms in the world.
- Conversations are not used to train public AIs. We use dedicated, enterprise-grade models: your data and your clients' data stay private.
- Data encrypted in the database and compliant with the European GDPR.
- Payments handled by Stripe, one of the world's leading online payment platforms.
- Appointments always follow the real availability of your calendar, with no overlaps.
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Plans
Two simple plans, with a 30-day free trial
Starter
€29.90 / month (VAT included)
- Conversational AI assistant on WhatsApp Business
- Works on your current WhatsApp number (Coexistence)
- Books, reschedules and cancels appointments directly in chat
- Google Calendar sync
- Answers clients with information about your business
- Bookings and conversations included, no capped bundles
- You decide which contacts the assistant replies to
- Different locations depending on the day (multi-practice)
- Bookings for other people too (children, parents, family)
- Multilingual assistant
- Daily email summary of what it handled
- Email support
Standard ★
€49.90 €39.90 / month (VAT included)
Everything in the Starter plan, plus:
- It answers everything, it doesn't only book Price list and services, FAQs and practical information. Choose the tone it uses with your clients, formal or friendly.
- Cut no-shows, a fuller calendar Automatic reminders before the appointment, with optional button confirmation. If someone cancels at the last minute you get an email alert, in time to fill the free slot.
- It builds your reputation The review request goes out on its own after the appointment, when the client is most likely to leave one.
- Assessment and training don't take the same time You set two different lengths, the initial assessment and the training session, with the names you use: the assistant offers the right times for each one and asks the client which they need only when they haven't already said.
- Automatic follow-up Offers a new session to anyone who has stopped training.
WhatsApp messages are billed separately by Meta. Check the cost on the pricing page.
FAQ
Frequently Asked Questions
What is Wably and what does it do for a personal trainer?
It's a management software that, with the help of artificial intelligence, answers clients on WhatsApp about plans, formats, packages and your business information. It manages appointments (bookings, recurring sessions, reschedules and cancellations) and reminders, 24/7.
Is Wably a chatbot for personal trainers?
Technically yes, but it doesn't work with preset menus. It's an AI assistant that understands the natural language of your clients and acts on your calendar: it books, reschedules, cancels, sends reminders and requests reviews automatically. See the differences between a WhatsApp chatbot for personal trainers and an AI assistant.
Does Wably answer clients or only send reminders?
It answers. Unlike traditional management software that only sends notifications, Wably has a conversation: it explains how you work, how the first consultation works, answers frequently asked questions and, in the same chat, offers slots and confirms the session booking.
Does Wably automatically request reviews from your clients on WhatsApp?
Yes. After the session Wably sends the review request on its own, by email or on WhatsApp, with the link you choose and at the time you set. It asks each client only once, so it doesn't bother them.
Can I use the WhatsApp Business number I already use?
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 Wably handle workouts of different lengths and different addresses?
Yes. With the Standard plan you set two different lengths, for example the first consultation and the workout: Wably offers the right slots for each one and confirms the booking. If you train at different addresses depending on the day, it books each client where you work that day.
What do I need to use the Wably management software?
You need a Google account with Google Calendar, which Wably uses as the calendar, and Google Contacts, for the client address book. Plus the WhatsApp Business number you use for work. 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 programs, formats, packages, hours and answers to the most common questions.
Does Wably help reduce no-shows?
Yes. It sends an automatic reminder the day before the session, in the way you choose: a simple alert or a confirmation request with the Confirm and Reschedule buttons, so the client frees up the slot in time if they can't train. You can add a second reminder on the day itself, a few hours ahead.
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 business and encrypted at rest, on Oracle Cloud infrastructure in Europe (Frankfurt data center).
Does Wably replace the personal trainer?
No. Wably does not replace the professional and does not give training advice. It only handles the admin side: answering service information, booking, managing reschedules, sending reminders and review requests.
The offer
Bring your personal training business's front desk to WhatsApp
Turn WhatsApp from a source of interruptions into a secretary that answers, books and reminds your clients of their sessions, on your current WhatsApp Business number, day and night.
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