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General Business · Appointments

Appointment Request Assistant

Collect a service, branch and preferred time, then make the difference between a request and a confirmed appointment clear.

For general business teams handling appointments conversations.

Example workflow
Discuss this workflow →

What this chatbot helps with

  • Collect a service, branch and preferred time, then make the difference between a request and a confirmed appointment clear.
  • Clarify service before the team follows up.
  • Organise branch, preferred date and time, contact preference into a readable enquiry brief.
  • Explain what happens next and route exceptions to a person.
ILLUSTRATIVE CONVERSATION

A conversation with a next step

Can I request a service appointment for Friday?
Which service and branch would you prefer?
An initial consultation at the central branch, preferably Friday afternoon.
I have noted your service, branch and preferred time. Reception still needs to check availability. May they reply here to confirm or offer another time? You can skip anything you would rather discuss with a colleague.
Yes. Please tell me once the time is confirmed before I make travel arrangements.
Of course. With your permission, I can pass your enquiry and preferred contact method to our team. They’ll confirm the next step.

Illustration only. Questions and replies must be adapted to the business’s approved process.

How the workflow works

  1. 01

    Customer enquiry

    Identify appointments intent and explain the scope.

  2. 02

    Relevant questions

    Which service and branch would you prefer?

  3. 03

    Captured details

    Service · Branch · Preferred date and time · Contact preference

  4. 04

    Next action

    Share the request with the responsible team for review and confirmation.

Information captured

Suggested fields to review during configuration. They are not automatically required.

  • Service
  • Branch
  • Preferred date and time
  • Contact preference

Explain why a detail is needed, let the visitor correct it, and use the minimum information necessary. Ask permission before arranging a follow-up.

Knowledge to provide

  • Business hours and holiday closures
  • Team responsibilities and contact routes
  • Approved services, locations and FAQs
  • Approved answers to “Which service and branch would you prefer?” and “What date and time would suit you?”
  • A named team responsible for appointment request assistant enquiries

Give each source an owner and a review date. Remove outdated instructions before the workflow goes live.

Integrations and limits

Live availability requires a booking integration. A requested time is not a confirmed appointment.

Without that connection, the assistant can explain the approved process and collect a request for staff. It should state what is known, what is requested and what still needs confirmation.

When staff takes over

No suitable slot, a reschedule or a request needing special arrangements.

Also hand over when the visitor asks for a person, information is missing or the same question remains unresolved. Pass the enquiry summary with the handoff so the visitor does not have to start again.

Set up with your team

  1. Discuss the workflow. Share your appointments process and review the fields above with WhatsOS.
  2. Connect your business number. Use the existing Meta connection flow in WhatsOS and complete the account setup.
  3. Prepare approved knowledge. Supply service information and agree on the handoff owner. Confirm which actions your configuration actually supports.
  4. Test before enabling. Try normal enquiries, missing details, a request for a person and no suitable slot, a reschedule or a request needing special arrangements.
  5. Review live enquiries. Use the team inbox to handle follow-ups and improve unclear answers.

Questions about appointment request assistant

What does the team need from the first conversation?

Start with service and branch. Collect the other suggested details only if they help the next action. What date and time would suit you?

Can it complete this request automatically?

Live availability requires a booking integration. A requested time is not a confirmed appointment. The catalogue is an example, not a claim that the integration is already enabled for your account.

Which situations need a colleague?

No suitable slot, a reschedule or a request needing special arrangements. Agree on the responsible team and response expectations before launch.

Can we change the questions?

Yes. Review these prompts against your general business process. Which service and branch would you prefer? may need a shorter form or additional context for your customers. Test changes with staff before enabling them.

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