Confirmations, changes and waiting list
The day before, your customer gets the reminder on WhatsApp. They confirm, ask for another day or cancel by replying, and any slot that opens is offered to whoever is waiting.
Appointment reminders
They are Aipiter’s appointment notices. Before each appointment, the customer receives a WhatsApp reminder using a template approved by Meta, as long as they have agreed to receive them. They can confirm, ask for a change or cancel by replying, and the agent suggests other slots from your calendar. If they cancel, the slot is offered to whoever is on the waiting list. Nobody loses their appointment for not replying, unless your business has that rule and has told them.
An appointment, from reminder to filled slot
What happens the day before an appointment when the reminder goes out without anyone sending it.
At the time you set, with the day, time and place of the appointment, on WhatsApp and with an approved template.
They confirm, ask for another day or cancel. To change it, the agent offers the free slots and the appointment moves when the customer picks one.
If they cancel, the slot goes to the waiting list, and whoever accepts first within the deadline gets it.
Six pieces so fewer people miss appointments and the slots that open up get filled.
Outside the 24-hour window, WhatsApp only allows approved templates. Reminders go out that way, and only to customers who opted in.
Customers do it by replying, without calling or visiting a website. Each reply updates the appointment in your calendar.
If the customer does not reply, the appointment stands. It is only cancelled for lack of reply if your business has that rule and has communicated it.
A cancelled appointment frees the slot, which is offered to whoever is waiting with a deadline to accept. Two people never end up in the same slot.
You see in the conversation whether the reminder was delivered, whether it was read and what the customer replied.
If someone asks to stop receiving messages, they stop receiving them and the conversation goes to your team.
Phone calls versus WhatsApp
The same channel is used to book, remind and change the appointment. The customer does not have to look for a number or a link: it all happens in the conversation they already have with your business, and the WhatsApp assistant handles whatever they ask.
A physiotherapy clinic, a hair salon, a gym or a psychology practice: each decides when the reminder goes out, what it says and what the customer can do when replying.
To message a customer outside the 24-hour window, WhatsApp requires an approved template and that person’s prior permission for that purpose. Aipiter stores that permission, respects every opt-out and a person can always take over. More on the WhatsApp Business API.
If the customer prefers to call to change the appointment, the voice agent picks up and, if it can verify it is speaking to the person who booked, offers another slot; if not, it leaves the change noted for your team.
Whenever you set it: the day before, a few hours before or both. Each business chooses.
Yes. WhatsApp requires the customer to have agreed to receive these messages. Aipiter stores that permission, and reminders only go to people who have given it.
Yes. They reply that they want another day and the agent offers the free slots. The appointment moves when the customer picks one.
No, unless your business has that rule and has told the customer. By default, the appointment stands.
It is offered to whoever is on the waiting list, with a deadline to accept. The first to accept gets it.
Yes. In the conversation you see whether it was delivered, whether it was read and what they replied.
They stop receiving them as soon as they ask, and the conversation goes to your team.
We show you the reminder with your calendar: when it goes out, how the customer replies and what happens to the free slot.
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