WhatsApp AI Agent for Appointment Booking

Go to the AiSensy Signup Page. Create your account using either:

• Your Google account, or

• Your business email address by filling out the sign-up form.

Once signed up, Log in to AiSensy using the same Google account or email credentials.

Once you are logged in, navigate to and click on AI Agent available on the navbar on the left.

Fill in the details given below:

• Website (mandatory)

• Business type

• Anything special it should know? (optional)

• Business context (optional)

Once you fill these details correctly, proceed to hit '✨ Create agent' button. AiSensy automatically builds an agent trained on your business.

When you add your website, AiSensy AI engine auto-generates your business description. Set your agent's name, greeting, and a few ground rules it must always follow.

Fill the details given below:

• Website (fetched automatically)

• Agent/business name

• Greeting message (optional)

• Store currency

• Business type

• What the business does

• Ground rules

In this step, you have to tell the agent about your business website. Here, you can include services, durations, fees, locations, operating hours, preparation instructions, and cancellation or rescheduling policies. Adding operating hours alone don’t tell the agent which slots are available.

It answers from the information you feed to it. This information can be submitted in the form of PDF, DOC, TXT, or CSV files. It never gives generic replies.

Every source shows "Ready" once learned.

Perform the below mentioned steps:

• Crawl a page (website URL)

• Upload files (PDF, DOC, TXT, CSV - up to 50MB each)

• Paste text (policies, scripts, price lists)

You can keep this step only if you add location maps, entrance photos, or preparation guides can help customers, but the step is not essentially important for a booking agent.

When you add your website, the WhatsApp AI Agent automatically fetches the images from it. You can control the visuals the agent can share inside the WhatsApp chat.

Untick any image it shouldn't send.

You can:

• Create Image library (enable/disable per image)

• Search images

Appointment Booking skill is one of the pre-defined skills. You can simply click on '+ Add Skill' button and enable the 'Appointment Booking' skill by clicking on the checkbox available next to it. 

Once the selected skill is switched on, you can expand it to set your qualifying questions, your cut-off and where a qualified applicant should go, then hit Done.

You can also train your agent to check available slots, offer suitable options, and ask the customer to confirm their selection before booking. Clearly state the date, time, time zone, and location.

While configuring the skill, there are some fields which must be filled correctly. The details filled by you ensure how the agent behaves when it interacts with users.

The 'When it’s used' section covers availability checks, booking, rescheduling, and cancellations. It’s managed by AiSensy.

The details which need to be filled are:

• Scheduling tool - Calendar the agent checks.

• Business hours - Working hours and days off.

• Services offered - Bookable services, durations, and optional prices.

• Confirmation message - Message sent when booked.

Add the customer details to collect and connect your scheduling system.

• Questions to collect: Ask for details such as name, service, and preferred date. Mark essential questions as Required.

• Connected tools / APIs: Connect the tool that checks availability and manages bookings.

• Templates: Attach approved WhatsApp messages.

• Ad mapping: Select the ad linked to this skill, if relevant.

• Trigger a flow: Choose an optional chatbot flow.

This skill needs a connected scheduling tool to check live availability and complete booking actions.

If your scheduling API isn’t already connected, click + Define a new API.

• Action name: Name the action, such as “Check Available Slots”.

• When should the agent call it? Describe when it should run.

• Request: Select the method and enter the API URL.

• Headers, Params, Body & Auth: Add the details required by your API.

You can also use Paste cURL to import the request.

Click Test call to check it, then Next: variables to continue.

This step can be optional. It proves useful only while booking requires an advance payment or deposit. You can simply skip this step for free appointments or payments collected at the appointment.

Connect your payment gateway so the agent closes sales with a secure payment link, right inside the WhatsApp chat.

• Payment gateway (Razorpay or PayU)

• Out-of-window template (optional)

You can keep this step only if you are running Click-to-WhatsApp ads promoting consultations, demos, or some specific services.

Map each ad to a custom greeting & context, so the agent knows exactly which ad brought the customer in.

• Add ad (map ad → custom greeting & context)

• Ad ID

• Label

• Greeting (first message to user)

• Context (extra context for the agent)

• Discount honoured at checkout (optional)

• Products featured in this ad

In this step, you will be required to train your agent to use triggers for booking failures, unavailable slots with no suitable alternatives, policy exceptions, payment issues, or requests to speak with your team.

This step decide what happens when the agent can't help. Write the fallback message, switch on Hand off to a human, and add the phrases that should pull a person into the WhatsApp chat. 

What you must fill:

• Fallback message

• Where your agent runs: up to 3 test numbers

• Hand off to a human: toggle

• Trigger phrases

• Handoff message

Though the step is optional but is essential for an appointment booking agent. You can connect the relevant calendar or booking system to check availability and create, reschedule, or cancel appointments.

If you want your agent to only share a booking link or collect requests for your team to confirm, then you can simply skip this step.

Actions let your agent fetch live information or complete tasks using connected tools and APIs - checking an order status, creating a CRM lead or booking an appointment.

Hit Add custom API action, tell it when to call it, then paste your cURL - the request fills itself in.

• Action name

• When should the agent call it?

• Paste cURL

• Request: method + endpoint URL

• Headers

• Params

• Body

• Auth

• Test call

Click on - Next: variables

Before you go live with your agent, you can simply test if this works fine or not. You can test new bookings, rescheduling, cancellations, unavailable slots, and integration failures.

The agent can also verify ownership before changing existing appointments, and confirm a booking only after the scheduling system reports success.

You can chat with your agent before your customers do with AiSensy's 500 free AI messages for a trial.

Publish, switch the AI on & you're live.

• Test your Agent panel (Train/Live modes)

• Publish

• AI on/off toggle