Book Spa Appointments from WhatsApp with Zenoti

This recipe takes a booking request on WhatsApp, Instagram or Messenger and books it into Zenoti: the service, the centre, the therapist, an open slot and the confirmation. Part of connecting Zenoti to WhatsApp and AI chat.

What happens today

A guest messages at 11pm: “any slot for 60 min facial this sat? the downtown branch”. The front desk sees it in the morning, opens Zenoti, checks Saturday at that centre and replies. The guest answers hours later. By then the time they wanted is gone, and the back and forth starts again.

Zenoti already knows which slots are open. The delay is a person reading it and typing it into a chat.

The flow that works

The guest says what they want. AeroChat works out the service, centre, day, time and therapist preference, and asks only for what is missing.
It checks Zenoti for open slots and offers up to three.
The guest picks one. AeroChat finds them in Zenoti by phone number, or creates them as a new guest.
It books the appointment in Zenoti and sends the confirmation with the address and your cancellation policy.

Zenoti handles therapist and room availability. AeroChat only offers slots Zenoti returns as open.

The recipe

Copy this into AeroChat

When a guest asks to book, follow these steps.

Find out which service they want, which centre, the day and time they prefer, and whether they want a particular therapist, or a female or male therapist. If they are not sure which service, suggest one from our Zenoti service menu based on what they tell you.

Ask: “Before we book, are you pregnant, or do you have any medical condition we should know about?” If the answer is yes, do not book. Collect the details and hand the conversation to a therapist.

Check Zenoti for open slots for that service at that centre, with their therapist preference. Offer up to three times closest to what they asked for.

When they choose, find them in Zenoti by the phone number they are messaging from. If they are new, ask for their full name and email and create them as a guest.

Book the appointment in Zenoti. If the slot has gone, offer the next three closest.

Send a confirmation with the service, therapist, date, time, centre address, a reminder to arrive 10 minutes early, and our cancellation policy.

Only quote services, prices and durations from Zenoti. Never give a discount. If they ask anything you cannot answer, tell them a team member will reply and hand over. Reply in the guest’s language.

Change the screening question, arrival time and policy to your own before you paste it.

What to connect

Zenoti. An admin creates an API key in Zenoti’s settings. Enter it in the AeroChat dashboard when the checklist asks, with your centre IDs if you run more than one location.
Your service set-up. Keep services, durations, therapist schedules and rooms correct in Zenoti. AeroChat books against what Zenoti returns.
Your policies. Upload addresses, parking notes and your cancellation policy to the AeroChat knowledge base.
Deposits, if you take them. Airwallex is built in and sends a payment link in the chat. HitPay and Stripe connect through their APIs if you already use them. Payment links are included from the Growth plan.

After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: add the Zenoti key, upload your policies, then switch it on. Check the Zenoti connection once against Zenoti’s current API docs.

Using a different system? If it has a public API, it connects to AeroChat the same way: describe what you want, paste in its key, and it runs.

Can’t find your tool? Message us in the chat on this page and we’ll tell you how it connects.

What you still decide

Which services can be booked in chat, and which need a consultation.
The screening question, and which answers go to a therapist.
Whether you take a deposit, and your cancellation window.
How many slots to offer, and how far ahead guests can book.

The result to expect

Booking requests that arrive after closing are booked that night, in Zenoti, with no one at the desk. Your team spends its time on the guests in front of them and the chats that need judgment.

Measure it in Zenoti: bookings made outside opening hours and bookings by source, for a month before and after. In the first week, read a sample of booking chats and adjust the recipe where needed.

Next: answer package and membership balances from Zenoti.