Frequently asked questions about Wably, the AI assistant on WhatsApp¶

Here you will find answers to the questions professionals ask before trying Wably: how it replies to clients, how it manages your schedule, how much it costs and where the data goes. Each answer is short and links to the page with all the details.

What Wably, the AI assistant on WhatsApp, is and who it is for¶

What is Wably?¶

Wably is an AI assistant that replies to your clients on WhatsApp, on the number you already use. It gives information about your services, prices and practice, offers the free slots in your calendar, books, reschedules and cancels appointments, and sends reminders and review requests. It works 24 hours a day, even while you are working or the practice is closed. Learn more: conversational AI assistant on WhatsApp.

Which professionals is Wably designed for?¶

For anyone who works by appointment: physiotherapists, osteopaths, massage therapists, speech therapists, podiatrists, midwives, nutritionists, psychologists, but also beauty salons, personal trainers, tattoo studios, massage studios and pet groomers. If your clients message you on WhatsApp to ask for information and book an appointment, Wably is for you. See solutions by profession.

What is the difference between Wably and a regular WhatsApp chatbot?¶

A classic chatbot makes people choose from menus and buttons and then passes the request on to you. Wably understands messages written in everyday words, knows your price list and reads your calendar: the client asks, gets the answer and books in the same chat, without you having to step in. Learn more: Wably and WhatsApp chatbots compared.

Can I see how it replies before signing up?¶

Yes. In the live demo you write to the assistant the way one of your clients would: ask for a price, a time, try to book. No sign-up needed.

How it replies to your clients¶

Does it reply like a real person?¶

Yes. It writes short, natural messages, the way people do on WhatsApp, with no menus and no answering-machine phrases. It uses the words of your profession, for example session, visit or appointment, and the tone you choose. It only answers what the client asks, without adding information nobody requested.

Do clients know they are talking to a virtual assistant?¶

Yes. In the first message the assistant introduces itself as your practice's virtual assistant and says what it can help with. Transparency builds trust: the client knows they get an answer right away, at any hour, and that for personal matters they can always turn to you.

Can the assistant make up prices or information?¶

No. The assistant only uses the information you write in the dashboard, under Info & services, and the real times in your calendar. If a piece of information is missing, it does not invent it and refers the client to you. When you update a price or a service, the assistant uses the new version straight away. Learn more: AI virtual secretary.

What does the assistant do if a client asks something it does not know?¶

It says so politely and refers the client to you, without improvising. The more information you write under Info & services, for example parking, payment methods or what to bring to the first appointment, the more questions the assistant handles on its own.

Does the assistant give clinical advice or diagnoses?¶

No. The assistant only takes care of the organizational side: information about the practice, prices and appointments. It does not diagnose, does not give clinical advice and does not promise results. Assessments always remain yours.

Does it reply in the evening, at night and on weekends?¶

Yes, 24 hours a day, 7 days a week. Someone who messages you at ten in the evening gets an answer right away and can book, instead of looking for another professional who replies sooner.

Does it also reply to people writing to me for the first time?¶

Yes. People who are not your clients yet get a reply like everyone else, receive information and can book right away. When they book, Wably adds them to your address book. That is how the assistant brings you new clients, not just manages the ones you already have. Learn more: contact and address book management.

Which languages does it reply in?¶

The assistant recognizes the language the client writes in and replies in the same language, with no settings. It is useful if you have foreign clients or work in a tourist area. Learn more: multilingual AI WhatsApp assistant.

Can I choose how formal the assistant is?¶

Yes. With the Friendly tone the assistant uses a warm, first-name register; with the Formal tone it keeps a more professional distance, always in a cordial way. The choice of tone is included in the Standard plan. Learn more: customization and control.

Does the assistant message clients on its own initiative?¶

No. The assistant replies to people who write to you. The only messages that go out on their own are the ones you turn on: the reminder before the appointment and the review request after the first visit. No promotions, no surprise messages.

Appointments and calendar¶

Can the assistant get an appointment wrong or create double bookings?¶

The assistant does not rely on a copy of your calendar: with every request it reads your Google Calendar in real time and only offers slots that are genuinely free. Before booking, rescheduling or cancelling it always asks the client to confirm. Then it writes the appointment directly into your calendar. Learn more: appointment management on WhatsApp.

Does it support appointments of different lengths?¶

Yes. You can set two lengths, for example a 50-minute first visit and a 20-minute follow-up, each with its own name. The assistant asks the client which one they need and looks for the right slot for that length. The two lengths are included in the Standard plan. Learn more: appointments of different lengths.

Can I set breaks, a lunch break and closing days?¶

Yes. You set your hours day by day, the lunch break, closed days and a break between one client and the next. For holidays and other commitments, an event in your Google Calendar is enough: the assistant does not offer those times. Guide: business hours.

I work at more than one practice: does Wably handle multiple locations?¶

Yes. You specify which days you are at each location and the assistant offers times with the right location for each day, and repeats it in the confirmation and in the final message. The client always knows where to go. Learn more: appointments at multiple locations.

Can clients reschedule or cancel their appointment themselves?¶

Yes, right in the chat. The assistant shows the client their appointments, offers new free slots and updates the calendar. For security, each client can only change their own appointments. With the Standard plan you also get an email alert when a client cancels or reschedules an upcoming appointment.

Can a client book for a family member?¶

Yes. If a parent books for their child or someone books for a relative, the assistant records the appointment under the name of the person who will come to the practice.

Can I keep adding appointments by hand?¶

Of course. You add, move or delete appointments in your Google Calendar as you do today: Wably syncs on its own and the assistant immediately sees those times as busy. If you write the client's number and name in the event, they get the reminder too. Guide: reminders from your calendar.

Does it prevent last-minute bookings?¶

Yes. The assistant does not offer slots that start within an hour from now, so you never have a client turning up without notice.

I use Outlook or Apple Calendar: can I use Wably?¶

Wably works with Google Calendar, which is free: all you need is a Google account. Many professionals create one just for the practice schedule and check it from the Google Calendar app on their phone. Learn more: Google Calendar sync.

Do I need a Google calendar dedicated to the practice?¶

It is not required. If your Google account has several calendars, you choose which one the assistant reads availability from and writes bookings to. That way you keep your practice schedule separate from your personal one. Guide: connecting Google Calendar.

WhatsApp and your number¶

Do I have to change my phone number?¶

No. Wably works on the WhatsApp Business number you already use: no new number, nothing to change on business cards, website or social profiles. Clients keep writing to you where they always have. Learn more: WhatsApp Business without changing your number.

I use regular WhatsApp, not WhatsApp Business: can I use Wably?¶

Yes. You install the free WhatsApp Business app on the same number: the app offers to bring over the chats you already have. From there you connect the number to Wably with the guided procedure.

Can I keep using WhatsApp on my phone?¶

Yes. You and the assistant use the same number: on your phone you see all conversations, including the assistant's replies, and you can write as always. The chats stay where they are.

Do my clients have to install anything?¶

No. Clients write to you on WhatsApp as they already do. No app to download, no link to open, no form to fill in.

Will family and friends get replies from the assistant?¶

You decide. When you import your Google address book, all contacts come in disabled, that is with the toggle off: family, friends and suppliers stay excluded. You turn the assistant on only for clients, one by one, or for everyone if the number is dedicated to work. Learn more: contact and address book management.

Reminders, no-shows and reviews¶

Does Wably help reduce no-shows?¶

Yes. The day before the appointment the client gets a reminder on WhatsApp, either as a simple notice or as a confirmation request with Confirm and Reschedule buttons. Anyone who cannot come frees up the slot in time and you can give it to someone else. You can add a second reminder a few hours before. Reminders are included in the Standard plan. Learn more: automatic appointment reminders.

When are reminders sent?¶

The first goes out the day before, at the time you choose between 9:00, 11:00 and 17:00. The second, if you turn it on, goes out on the day itself, 2, 3 or 4 hours before the appointment.

Does it tell me if a client cancels?¶

Yes. With the Standard plan you get an email when a client cancels or reschedules an upcoming appointment, within 24, 48 or 72 hours, so you can fill the slot that has opened up. At 7pm you also get a summary of the day's bookings and changes. Learn more: cancellation alerts and free slots and daily summary by email.

Does Wably help me get more Google reviews?¶

Yes. After the first appointment Wably sends the client, on WhatsApp or by email, a review request with the link you choose, for example your Google profile. The request goes out only once per client, at the right moment. It is included in the Standard plan. Learn more: automatic review requests.

Activation and everyday use¶

How long does it take to activate Wably? Do I need to be technical?¶

It takes a few minutes and no technical skills. The guided activation takes you through it step by step: you write your services, prices and hours in your own words, connect Google and WhatsApp, and turn on the assistant. Guide: guided activation.

What do I need to use Wably?¶

Three things: your business's WhatsApp Business number, and a Google account with Google Calendar for your schedule and Google Contacts for your address book. You do not have to install any software.

Can I manage everything from my phone?¶

Yes. The dashboard opens in the browser, on your phone as on your computer. From there you turn the assistant on and off, change hours and prices, choose which contacts it replies to and check how the month is going.

Can I turn the assistant off whenever I want?¶

Yes, at any time: with a main switch for everyone, or contact by contact. Clients' messages keep reaching you on WhatsApp; the assistant simply does not reply until you turn it back on.

How do I know what the assistant has done?¶

On the dashboard Home you see the month's summary: bookings handled by the assistant and reminders sent. On days with activity you get the day's summary by email in the evening, and all appointments are in your Google Calendar. On your phone, in WhatsApp, you can read every conversation.

Pricing, free trial and WhatsApp costs¶

How much does Wably cost?¶

Two plans with a monthly fee: Starter at €29.90 a month and Standard at €49.90 a month. Starter replies to clients about your business and manages bookings. Standard adds answers about services, prices and FAQs, reminders, two appointment lengths, choice of tone, cancellation alerts and review requests. See plans and pricing.

Do I need a credit card for the free trial?¶

No. The trial lasts 30 days and does not ask for a card. At the end of the trial nothing is charged automatically: if you want to continue, you choose a plan from the dashboard. See the free trial.

Can I change plan or cancel whenever I want?¶

Yes. From the dashboard, on your own, you change plan, update your payment method or cancel your subscription. No minimum term. See managing your subscription.

Are there WhatsApp costs on top of the subscription?¶

WhatsApp messages are billed by Meta directly to your account, and Wably adds no markup. Each month Meta includes 1,000 free service messages per number, that is, the assistant's replies in the chat: that works out to about 250 bookings. Reminders cost a few cents each. A daily safety limit, which you set, always keeps spending under control. Learn more: how much WhatsApp Business costs in 2026.

Does Wably pay for itself?¶

Do a simple calculation: if one of your sessions costs €50, one extra appointment or one avoided no-show a month is enough to cover the Standard plan. Everything else, from clients who write in the evening to the hours you no longer spend answering messages, is profit. With the 30-day free trial you can check it with your own numbers.

Privacy and data security¶

Are my data and my clients' data safe?¶

Yes. Wably's infrastructure is entirely in Europe, on Oracle Cloud, in the Frankfurt data center. Data is encrypted and kept separate for each practice: no other professional can see it. Learn more: security, privacy and GDPR.

Does Wably process health data?¶

No. Wably only handles the data needed for appointments: name, phone number, date and time, type of service. Medical reports, diagnoses and records stay outside Wably. That is why it is also suitable for healthcare practices and psychologists.

Are conversations used to train artificial intelligence?¶

No. Wably uses artificial intelligence models dedicated to professional use: your clients' conversations are not used to train public AI and remain private.

Is Wably GDPR compliant?¶

Yes. Wably is designed for European data protection law and provides a data processing agreement. See how we process your data and the data processing agreement (DPA).

If I stop using Wably, what happens to my data?¶

Appointments stay in your Google Calendar and chats in your WhatsApp: they are yours and you do not lose them. You can disconnect the integrations and request deletion of your data in Wably whenever you want. See your rights.

Didn't find the answer?¶

If you have a setup problem, see common problems and how to fix them. For any other question, write to us: we reply by email.