Book Google Calendar Appointments on WhatsApp and Add Them to Your CRM
This recipe books an appointment in your Google Calendar from a WhatsApp conversation and records the customer in your CRM, so the calendar holds the time and the CRM holds the person. Part of connecting Google Calendar to WhatsApp and AI chat.
What happens today
A customer asks on WhatsApp for an appointment on Tuesday. Someone checks Google Calendar, adds an event and types the customer’s name into the title. A calendar event is not a customer record, so the CRM never learns who booked, what they wanted or how to reach them again. Repeat customers are hard to spot.
The flow that works
- AeroChat finds out the service and the day and time the customer wants.
- It finds free blocks in the right staff member’s Google Calendar and offers three.
- It adds the event with the customer as a guest.
- It creates or updates the contact in your CRM by WhatsApp number and email.
- It adds a note and, for new enquiries, a deal.
The recipe
Copy this into AeroChat
When a customer messages us on WhatsApp to book an appointment, follow these steps.
- Find out which service they want and the day and time they prefer. Use our service list for the length of each service, for example 30 minutes for a consultation and 60 minutes for a full session (examples).
- If they ask for a particular staff member, use that person’s Google Calendar. If not, check all our staff calendars. Look for a free block long enough for the service plus 10 minutes between appointments, within our opening hours of 9am to 6pm Monday to Friday (examples).
- Offer up to three times closest to what they asked for, with the staff member’s name.
- When they choose a time, ask for their full name and email address. Use the WhatsApp number they are messaging from as their phone number.
- Check the time is still free, then add an event to that calendar with the service as the title and the customer’s name, phone number and email in the description. Add their email as a guest so they get the calendar invitation.
- Search our CRM for a contact with that phone number, then with that email. Update the contact if it exists, or create it with their name, email, phone number and WhatsApp as the source.
- Add a note to the contact with the service, staff member, date and time. If they are a new customer, create a deal in the stage Appointment booked (example stage).
- Confirm the service, staff member, date, time and our address. Tell them they can message here to change or cancel.
Only offer services and prices from our service list. If the time they picked has gone, offer the next three closest times. If they ask anything you cannot answer, tell them a team member will reply and hand over. Reply in the customer’s language.
Change the service lengths, gap between appointments, opening hours and deal stage to your own before you paste it.
The recipe says “our CRM”, so it works with whichever CRM you connect. In HubSpot, AeroChat creates or updates the contact, adds a note and creates a deal when the recipe asks for one. In Pipedrive, it creates or updates the person, adds a note and, when the recipe asks for one, a deal. In Zoho CRM, it creates or updates the contact, or a lead if you keep new enquiries as leads, and adds a note and any deal the recipe asks for. The calendar event stays in the scheduler and the customer record stays in the CRM. This matters most with Google Calendar, which has no customer list of its own.
What to connect
- Google Calendar. Connect your Google account when AeroChat asks, and approve access to the calendars you book from. If several people take appointments, give each person their own calendar so a free time means that person is free.
- Your CRM. Connect the one you use. For HubSpot, a super admin creates a private app with read and write access to contacts, deals and notes and copies its access token. For Pipedrive, copy your personal API token from Personal preferences, then API. For Zoho CRM, an admin registers a Self Client in the Zoho API Console and generates a code with read and write access to contacts, leads, deals and notes. Any other CRM on the integrations page connects the same way.
- Your knowledge base. Upload your services, lengths, prices, address and cancellation policy to AeroChat. The recipe takes its answers from these.
After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect your Google account, connect your CRM, upload your service list, then switch it on. If it built the CRM connection from the CRM’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 calendars AeroChat books into, and your opening hours.
- Which bookings create a deal, and in which stage.
- What goes in the CRM note.
The result to expect
Every appointment booked on WhatsApp lands in Google Calendar and in your CRM, so you have a customer list with booking history instead of a calendar full of names. Repeat customers are recognised the next time they message.
Measure it with your own numbers: appointments booked from chat, and contacts created from chat in your CRM, for a month before and after.
Next: take appointment bookings on WhatsApp with Google Calendar alone. For more ways to keep your CRM current from chat, see WhatsApp CRM workflows.
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 Google Calendar and CRM connections behind it. See what each channel does on the Google Calendar integration page.
Book your first Google Calendar appointment into your CRM
Paste the recipe, connect your Google account and your CRM, and book a test appointment from your own WhatsApp.