Reschedule and Cancel Cal.com Meetings on WhatsApp
This recipe lets people check, move or cancel their Cal.com meeting in the chat, and keeps Cal.com up to date as they do. Part of connecting Cal.com to WhatsApp and AI chat.
What happens today
Someone messages on WhatsApp the morning of the call to say they cannot make it. The person who sees the message has to find the booking, look for a new time and reply, often hours later. Some people simply do not turn up, and the slot is lost for everyone else.
The flow that works
- AeroChat asks for the email they booked with.
- It finds their upcoming booking in Cal.com and confirms the date and time.
- If they want a new time, it offers free slots for the same event type and reschedules the booking.
- If they want to cancel, it takes a short reason and cancels the booking in Cal.com.
- It confirms the change in the chat.
The recipe
Copy this into AeroChat
When someone asks about, wants to move or wants to cancel a meeting with us, follow these steps.
- Ask: “Which email did you use when you booked?”
- Find their upcoming bookings in Cal.com for that email. If there is more than one, list the dates and ask which one they mean.
- If they only want the details, reply with the date, time, time zone and meeting link.
- If they want a new time, check Cal.com for free slots for the same event type in the next 7 days (example), offer three, and reschedule the booking to the one they pick.
- If they want to cancel, ask for a short reason, cancel the booking in Cal.com with that reason, and offer to book a new time.
- If the meeting starts in less than 2 hours (example), hand the conversation to our team instead of changing it.
Never share another person’s booking details. Reply in the customer’s language.
Change the notice period to the one your business uses before you paste it.
What to connect
- Cal.com. Create an API key in Cal.com under Settings, in the security section, using the account that owns the bookings. Paste it in when AeroChat asks.
After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect Cal.com, then switch it on. If it built the connection from Cal.com’s public documentation, the checklist asks you to check it once against the current 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
- How close to the meeting AeroChat can still move or cancel it.
- Whether cancelling is allowed in chat, or always goes to your team.
- What it offers after a cancellation.
The result to expect
People who cannot make their meeting tell you in the chat and leave with a new time or a clean cancellation. Freed slots go back into Cal.com for someone else, and your team stops chasing changes by hand.
Measure it with your own numbers: no-shows, and meetings moved or cancelled through chat, for a month before and after.
Next: book Cal.com meetings from chat.
Works on every chat channel
This workflow runs the same way on WhatsApp, Instagram, Facebook Messenger, TikTok, Telegram, the chat on your website and email, with the same Cal.com connection behind it. See what each channel does on the Cal.com integration page.
Let people move their own meetings
Paste the recipe, add your Cal.com API key, book a test meeting and then ask your own chat to move it.