A calendar connected to the chat
Your customers ask for an appointment or a place on WhatsApp. The agent offers each professional’s free slots, and the request lands in your calendar with the place held.
Appointments and bookings
It is the calendar in the Aipiter panel, connected to your business’s WhatsApp. It brings appointments, classes and trial sessions together in a day or week view; the WhatsApp assistant looks for free slots, prepares the booking and the customer confirms it with the tap of a button. The request comes in as «Awaiting confirmation», takes up its place from that moment and stays in the customer’s record in the CRM. Your team accepts a trial class in the panel and it changes to «Confirmed»; an appointment, your team confirms with the customer from the conversation.
From the message to the calendar
Nobody copies appointments from a chat into a calendar: the booking makes its own way there until your team reviews it.
The customer writes what they want and when. The agent looks for slots with room and sends them the proposal with the service, the date and the start time, so they can confirm it with a button.
The request appears in the calendar taking up its place, which is no longer free for anyone else, and stays in the activity of the customer’s record, pending confirmation.
For a trial class, the front desk opens «Review request», accepts it and it becomes «Confirmed». For an appointment, they confirm it with the customer from their conversation.
The agent only offers what exists in the panel: resources with opening hours, published services and open dates.
A resource is whoever or whatever provides the service: a physiotherapist, a treatment room, a classroom. Each one has its opening hours for every day, and each appointment service is linked to its «Main resource».
With the «Visit length», the «Buffer before» and the «Buffer after», Aipiter works out the slots. If the physiotherapist works from 9 to 2 and the session lasts 45 minutes with a 15-minute buffer, slots run every hour from 9 to 1, and there are none outside those hours.
Weekly classes come from their timetable and capacity; trials are published date by date. Anything still in «Private draft» does not exist for the agent until it is published.
By day or by week, in the business’s time zone. Each session shows its status, from «Date reviewed» to «Full», and opening it shows its requests and bookings with the name of whoever is attending.
The customer asks to change or cancel without a booking number: the agent finds theirs and sends them the change to confirm. Once they tap, the old place is offered again.
With «Withdraw now» and a reason, the agent stops offering it and its future sessions are closed. First, the panel asks you to deal with any bookings still open.
Notebook versus calendar
Most appointment scheduling software sends the customer to a page where they pick a slot and fill in their details. If your customers already message you on WhatsApp, that link is one step too many. With Aipiter they ask in the chat, get the free slots and confirm with a button, with no links or accounts, and your team sees a tidy calendar instead of a pile of screenshots.
A salon gives appointments that last as long as the service; a gym, places in classes with a fixed timetable; an academy, trial classes with their own date. Aipiter handles all three: appointments come from opening hours and length, classes from their weekly timetable and trials are published date by date. They all end up in the same calendar.
Confirming without checking is convenient until the practitioner falls ill or the student is not at the group’s level. In Aipiter, the customer’s confirmation creates a request and holds the place; the decision is yours. Nobody else can take it meanwhile: if two people ask for the last place at once, only the first request gets in, and the agent offers the second another option.
At an academy, families request the trial class; in hair salons and beauty centres, each appointment respects the length of the service and the hours of whoever provides it; at a gym, the class stops being offered when it is full; in physiotherapy and psychology, first visits follow the same path. And anyone who prefers to call speaks to the AI receptionist, which checks the same calendar and leaves the request just like the chat.
When someone cancels, the slot does not stay empty. Aipiter offers it to whoever fits (same service, same length and, if needed, the same professional) in the order you choose: by default, first to people with a later appointment, then to the waiting list and finally to regulars who agreed to receive alerts.
Each offer has a deadline and the slot is held in the meantime; whoever says yes first takes it and two people never end up with the same time. If whoever accepts had a later appointment, that other time is freed and another round begins. A place in a class is shared out the same way.
By messaging your business on WhatsApp: the agent offers slots with places and they confirm the proposal with a button, without downloading anything or signing up. If they prefer to call, the AI receptionist checks the same calendar.
No. It stays as «Awaiting confirmation», with its place held. A trial class changes to «Confirmed» when your team accepts it in the panel; an appointment, your team confirms with the customer from their conversation.
Yes, without a booking number. The agent finds the appointment among the customer’s own, sends them the change or cancellation and, when they tap Confirm, the old place is freed.
Only the first request gets in. The agent tells the second person that the option is no longer valid and offers another.
Yes, with appointment reminders, sent on WhatsApp with a template approved by Meta. And if the customer writes to ask about their appointment, the agent checks their bookings and replies.
By default, appointment and class slots reach 56 days ahead, and trial dates are shown for the next 120 days.
Your team uses it in the browser and your customers install nothing: they book from WhatsApp. What sets it apart from a booking app is that each booking is linked to its conversation and to the record of whoever made it.
We show you the calendar with a timetable similar to yours: how the agent offers slots and what the front desk sees of each request.
Book a demoWith your permission, we use analytics cookies to see how the site is used and improve it. If you reject them, the site works just the same. Cookie policy
