Reschedule and Cancel splose Appointments from WhatsApp
This recipe lets clients move or cancel their appointment in chat, with the change made in splose straight away. Part of connecting splose to WhatsApp and AI chat.
What happens today
A client messages the night before to say their child is sick and they cannot make tomorrow’s session. Nobody sees it until the morning. The practitioner keeps the slot open, the client does not come, and the time is lost when another family could have used it.
The flow that works
- AeroChat confirms who the client is.
- It finds their upcoming appointment in splose and reads it back.
- It asks whether they want to move it or cancel it.
- To move it, it checks free slots with the same practitioner and offers new times.
- It updates or cancels the appointment in splose and confirms.
The recipe
Copy this into AeroChat
When a client asks to change or cancel an appointment, follow these steps.
- Ask for the client’s full name and date of birth and find them in splose.
- Find their next appointment and read back the date, time and practitioner. If they have more than one, ask which one.
- Ask whether they want to move it or cancel it.
- To move it, check splose for free slots with the same practitioner over the next 7 days (example) and offer three times. When they pick one, move the appointment to that time.
- To cancel it, ask for a short reason, then cancel the appointment in splose.
- Confirm the change in one short message.
If the appointment is within 24 hours (example), tell them our cancellation policy from our knowledge base before you change it. Never share another client’s details. Reply in the customer’s language.
Change the look-ahead window and the cancellation rule to match your practice before you paste it.
What to connect
- splose. The workspace owner requests API access under My Account, then generates a key on the API Keys tab once it is approved. Paste it in when AeroChat asks.
- Your knowledge base. Upload your cancellation policy to AeroChat so it can explain it before it makes the change.
After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect splose, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from splose’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 far ahead AeroChat looks for a new time.
- Whether late cancellations are accepted in chat or go to your team.
- Whether a client can switch to a different practitioner.
The result to expect
Clients who cannot make it tell you in chat, at any hour, and the diary changes straight away. Freed slots show up in splose for the next client, and your team spends less time on rescheduling messages.
Measure it with your own numbers: appointments moved or cancelled from chat, and no-shows, for a month before and after.
Next: book splose appointments 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 splose connection behind it. See what each channel does on the splose integration page.
Let clients move appointments in chat
Paste the recipe, add your splose key, and ask your own chat to move a test appointment.