Book Halaxy Appointments from WhatsApp
This recipe turns a booking request in chat into a confirmed appointment in Halaxy, with real availability offered in the conversation. Part of connecting Halaxy to WhatsApp and AI chat.
What happens today
A patient messages on WhatsApp to ask whether their psychologist has anything on Friday afternoon. The practitioner is in session all day, so the message waits until the evening. By the time someone checks Halaxy and replies, Friday is gone or the patient has stopped waiting. Sending the online booking link helps, but many patients want the answer in the chat they started.
The flow that works
- AeroChat finds out which service, practitioner and day the patient wants.
- It finds available Halaxy appointments for that service.
- It offers up to three times.
- It finds the patient in Halaxy, or registers them if they are new.
- It books the appointment and confirms the details.
The recipe
Copy this into AeroChat
When a patient asks to book an appointment, follow these steps.
- Ask which service they need, for example a standard consultation or a telehealth session (examples), and whether they want a particular practitioner.
- Ask which day suits them, and whether mornings or afternoons are better.
- Find available Halaxy appointments for that service and practitioner on that day. If there are none, check the next 5 days (example).
- Offer up to three times, with the practitioner’s name and whether it is in person or telehealth.
- When they pick one, ask for their full name and date of birth and find them in Halaxy. If they are new, collect their phone number and email and create them as a patient.
- Book the appointment in Halaxy.
- Confirm the date, time, practitioner and location or telehealth details.
If the patient says they are in crisis or at risk, do not book. Give them our urgent help information from our knowledge base and hand the conversation to the practice straight away. Reply in the customer’s language.
Change the services, the look-ahead window and the urgent help steps to match your practice before you paste it.
What to connect
- Halaxy. Add the Halaxy API subscription, create an API key on the developer page, and enter its Client ID and Client Secret when AeroChat asks.
- Your knowledge base. Upload your services, fees, locations and urgent help information to AeroChat so it can answer before it books.
After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect Halaxy, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from Halaxy’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
- Which services and practitioners AeroChat can book.
- How far ahead it looks for a free time.
- Which messages go straight to the practice.
The result to expect
Patients who ask to book in chat leave with a confirmed appointment while your practitioners stay in session. The Halaxy diary stays the single record, and fewer enquiries go cold while they wait for a reply.
Measure it with your own numbers: appointments booked from chat, and the time from first message to booking, for a month before and after.
Next: register new patients 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 Halaxy connection behind it. See what each channel does on the Halaxy integration page.
Book your first Halaxy appointment from chat
Paste the recipe, add your Halaxy key, and ask your own chat for an appointment next week.