Welcome to WAPI!
Executive Overview
The Appointment Booking module is a robust automation tool designed to streamline your scheduling workflows. By integrating directly with WhatsApp, it allows businesses to offer 24/7 self-service booking, reducing manual coordination and improving customer satisfaction.
Automated Scheduling
Allow clients to book appointments instantly via WhatsApp without human intervention.
Customizable Rules
Define specific durations, break times, and daily caps to maintain total control over your calendar.
Global Sync
Manage timezones and advance booking windows to serve customers across different regions effectively.
Accessing Add Configuration
To create a new booking service, follow these steps:
- From the main navigation sidebar, navigate to the Automations group.
- Click on Appointment Booking.
- In the top right corner of the management page, click the Add Configuration button.
Step-by-Step Configuration
Step 1 General Info
This section captures the core identity and rules of your booking service.
- Configuration Name: The public-facing name of your service.
- Location: Specify where the appointment takes place (e.g., Online, Office Address).
- Description: Provide a brief summary of what the service covers.
- Timezone: Set the timezone to ensure accurate scheduling across regions.
- Duration (Minutes): The fixed length of each appointment slot.
- Max Daily Appointments: Cap the total number of bookings per day.
- Break (Minutes): Buffer time between consecutive appointments.
- Max Advance Booking (Days): Limit how far in the future slots are visible.
- Allow Overlap: Toggle this to allow multiple bookings in the same time slot (useful for group sessions).
Step 2 Templates
Map WhatsApp templates for different appointment stages to keep customers informed.
- Automated Communication: Enable or disable automatic messages for appointment updates.
- Success Template: Sent when an appointment is successfully booked.
- Confirmation Template: Sent to confirm appointment details.
- Cancellation Template: Sent when an appointment is cancelled.
- Reminder Template: Sent as a reminder before the appointment.
- Reschedule Template: Sent when an appointment is rescheduled.
Step 3 Financials
Configure booking fees and payment gateway settings for your service.
- Booking Fees: The base amount charged for the appointment.
- Tax Percentage (%): Define the tax rate to be applied (e.g., 18%).
- Total Fees: The final amount the customer will pay, including taxes.
- Currency: Choose the currency for transactions (e.g., INR, USD).
- Payment Gateway: Select the integrated gateway to process payments.
- Accept Partial Payment: Toggle this to allow customers to pay a deposit upfront.
- Send Payment Link Automatically: Automatically trigger a payment link distribution upon booking confirmation.
Step 4 Integrations
Connect your booking service with Google ecosystem tools for automation.
- Create Google Meet: Automatically generate a Google Meet link for every appointment booked.
- Google Account: Select the linked Google account for calendar and sheet integrations.
- Calendar ID: Choose which specific Google Calendar to sync appointment events with.
- Spreadsheet ID: Link a Google Sheet to automatically log booking data for reporting.
Step 5 Availability
Define the operational window for your service. You can set specific working days and multiple time slots.
- Working Days: Select the days of the week (Mon–Sun) when the service is active.
- Time Slots: Define specific time ranges for each day (e.g., 09:00 AM – 05:00 PM).
- Multiple Intervals: Add multiple time ranges per day to account for breaks or shift changes.
- Global Timezone: All slots are calculated based on the timezone selected in Step 1.
- Add Slot: Click to create a new time range for the day.
- Remove Slot: Delete ranges that are no longer applicable.
Step 6 Questionnaire
Build a custom form to collect necessary details from your customers during the booking process.
- Intro Message: Customize the welcome text customers see when they start the booking flow.
- Questionnaire Builder: Add, edit, or remove custom questions (text, numbers, selections) to gather essential lead data.
- Add Question: Click to insert a new field into your booking form architecture.
Saving Configuration
Once you have configured all steps, navigate to the final tab or scroll to the bottom. Click the Save button to finalize your configuration. The system will validate all fields and add your new service to the management list instantly.
Viewing Booking Records
Monitor and manage all appointments through the central booking records table. This view provides a high-level summary of customer interactions and scheduling status.
- Customer Name: Displays the name and profile of the customer who booked.
- Appointment Date & Time: Shows the scheduled date and specific time slot.
- Status: Current state of the booking (e.g., Booked, Confirmed, Rescheduled, Canceled).
- Payment Status: Indicates whether the appointment is Paid or Unpaid.
- Actions: Quick access to view details, update status, send payment links, or delete records.
Booking Details Overview
Click the View icon to access comprehensive details for a specific appointment, organized into logical sections for easy review.
- Status & Payment: Real-time tracking of appointment and transaction states.
- Appointment Time: Includes the date, time, and meeting links (e.g., Google Meet).
- Customer Information: Contact details including name, email, and phone number.
- Questionnaire Answers: Review customer responses gathered during the booking flow.
- Financial Details: Transparent breakdown of amount due and amount paid.
Managing Appointment Status
Keep your schedule accurate by updating appointment statuses. The system allows for quick transitions between different booking stages.
- Status Options: Transition between Pending, Confirmed, Booked, Rescheduled, or Canceled.
- Reschedule Appointment: Modify the Start Time and End Time directly during status updates.
- Automated Notifications: Updating the status can trigger automated WhatsApp messages to the customer if configured in Step 2.
Sending Payment Links
For unpaid or partially paid appointments, you can manually trigger a payment link to be sent to the customer's WhatsApp.
- Select Gateway: Choose which integrated payment gateway to use for the transaction.
- Instant Delivery: Sends a secure payment link directly via WhatsApp message.
- Payment Confirmation: Once paid, the system automatically updates the Payment Status in the records.
