Appointment & reminder management for physiotherapists
WhatsApp Appointment Software for Physiotherapists: Cut No-Shows Automatically
While you're in a session you can't reply to messages or offer time slots. Wably is an appointment management software on WhatsApp, with built-in artificial intelligence, for physiotherapists: it answers for you, gives information on services, prices and frequently asked questions, books appointments in your calendar, reschedules and reminds patients, in your clinic's tone of voice, day and night.
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Good morning, do you offer tecar therapy too? And how much is the first visit?
Good morning! Yes, we provide tecar therapy. The initial assessment is €60. Shall I suggest a time this week?
Yes please, ideally in the afternoon.
Perfect. I have availability Tuesday at 5:00 PM or Thursday at 6:30 PM. Which do you prefer?
Tuesday at 5 works perfectly.
Confirmed. I'll send you a reminder the day before your 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
Automate your calendar, cut no-shows and free up your time with WhatsApp
Every message that arrives while you're treating a patient is a reply put on hold. And those replies often end up eating into your personal life too: in the evening, at dinner, when you catch up on the chats you left pending and call back whoever asked for an appointment.
Wably is the appointment software that replies at any hour of the day, quickly and professionally: it frees up your evenings and turns requests into booked sessions directly on your Google Calendar, reducing the gaps in your calendar and lost appointments.
The difference
It answers patients like your secretary, it doesn't just book
A real secretary doesn't just jot down appointments: she knows how to reply when a patient asks “do you do tecar therapy?”, “how much is the first visit?”, “do you issue an invoice?”. Wably does exactly this, on WhatsApp, at any moment, and in the same conversation it books the appointment. An online calendar books but knows nothing about your clinic; a generic chatbot might reply but never touches your schedule. Wably does both: management software with a real virtual secretary inside.
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All in one assistant
What Wably does for your physiotherapy clinic
Answers about services, prices and questions
It gives patients the information on treatments, costs, specializations and practical details: the same answers you would give, given by her.
Books and manages the calendar
It offers only genuinely free slots, confirms appointments and handles reschedules and cancellations right inside the conversation.
Automatic reminders that reduce no-shows
It reminds the patient about the session the day before with an automatic reminder: so you avoid no-shows and last-minute drop-offs.
Adds patient contacts
When a new patient books, it creates the contact by itself: you never lose a name again and your address book stays tidy.
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 uses the WhatsApp Business number you already have: patients write where they always write, and Wably answers day and night.
Privacy and security
Why you can trust the Wably software
Reports, functional assessments and rehabilitation charts stay yours: Wably doesn't need them to work. Wably does not collect health data: it handles only neutral service categories, staying outside the scope of Article 9 of the GDPR. Data stays isolated for each clinic 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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Why Wably
More than a chatbot: a real WhatsApp appointment software with AI for physiotherapists
Traditional booking systems
It books and invoices, but on WhatsApp it only sends reminders: it doesn't answer when a patient asks about services, prices or information.
Generic chatbots
They chat, but they don't know your calendar and aren't built for a clinic: no durations, buffers, treatment cycles or real hours.
Wably
Thanks to AI (Artificial Intelligence), it answers and books on its own in your Google Calendar, through WhatsApp. It halves no-shows with smart reminders that require an active confirmation, boosting your monthly revenue.
Quick activation
How our AI software for appointments and reminders works
Set up your clinic
In under 10 minutes you connect Google Calendar and Google Contacts to import your availability and set up services, fees and breaks in an easy, guided way.
Connect WhatsApp
You use the WhatsApp Business number you already have: patients keep writing where they always write.
Choose the tone
Professional, welcoming, direct or friendly: the assistant replies in a way that matches your clinic's style.
Let Wably work
It answers patients, 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
€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)
- 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.
Wably plans don't include the cost of messages: WhatsApp charges them directly to your account, they don't go through us. Work out your estimate below.
WhatsApp service message cost calculator 2026 rates
Estimate what Meta charges you each month for the WhatsApp service messages tied to your bookings and reminders.
With 4 bookings and 6 reminders per day: about 484 messages per month.
Indicative estimate. Calculation: 4 messages per booking and 1 message per reminder × 22 working days per month × Meta’s rate of about €0.0035 per message (utility category, United States — rate converted to euro). Every message is billed and the amount is charged directly by Meta to your account. Prices are shown in euro. The last row is a comparison, not a line on your bill: it is the total you would pay every month if the replies were written by Meta’s native AI agent, that is message delivery plus processing, which Meta bills per token (about 4-5 cents per answered message). With the Wably assistant the processing is included in the subscription and that amount is never charged to you. It applies only to the conversation messages of the bookings, not to the reminders.
FAQ
Frequently Asked Questions
What is Wably and what does it do for a physiotherapy practice?
It's a management software that, with the help of artificial intelligence, answers patients on WhatsApp about services, prices and your practice information. It manages appointments (bookings, reschedules and cancellations) and reminders, 24/7.
Is Wably a chatbot for physiotherapists?
Technically yes, but it doesn't work with preset menus. It's an AI assistant that understands the natural language of your patients and acts on your calendar: it books, reschedules, cancels, sends reminders and requests reviews automatically. See the differences between a WhatsApp chatbot for physiotherapists and an AI assistant.
Does Wably really answer patients or does it only send reminders?
It answers. Unlike traditional management software that only sends notifications, Wably has a conversation: it explains your services, communicates prices, answers frequently asked questions and, in the same chat, offers slots and confirms the appointment.
Does Wably automatically request reviews from your patients on WhatsApp?
Yes. Wably automatically sends a review request on WhatsApp after the appointment, choosing the most appropriate moment and using natural, non-repetitive messages. That way you get more online reviews without having to ask for them manually.
Can I use the WhatsApp Business number I already use at the clinic?
Yes. Wably works on the WhatsApp Business number you already use: no new number, no app for the patient to download, no change to your communications or business cards.
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 patient address book. Plus your clinic'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, no technical skills are required. Setup is guided and takes under 10 minutes: you write in your own words services, prices, 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 mode you choose: a simple alert or a confirmation request with the Confirm and Reschedule buttons, so the patient frees up the slot in time if they can't come.
Can I keep managing appointments by hand too?
Of course. You can create, move or cancel appointments directly in your Google Calendar: Wably stays in sync and keeps answering patients with up-to-date information. The calendar remains the single source of truth.
Does Wably process patients' health data?
No. Wably does not collect health data: it handles only neutral service categories, staying outside the scope of Article 9 of the GDPR. Data is isolated for each clinic and encrypted at rest, on Oracle Cloud infrastructure in Europe (Frankfurt data center).
Does Wably replace the physiotherapist?
No. Wably does not replace the professional and does not make clinical decisions. It only handles the admin side: answering information, booking, managing reschedules, sending reminders and review requests.
Bring your physiotherapy clinic's front desk to WhatsApp
Turn WhatsApp from a source of interruptions into a secretary that answers, books and reminds your patients and their conversations, on your current WhatsApp Business number, day and night.
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