Book Setmore Appointments on WhatsApp and Add Them to Your CRM
This recipe books a Setmore appointment with the right service and staff member from WhatsApp, then updates the customer in your CRM in the same conversation. Part of connecting Setmore to WhatsApp and AI chat.
What happens today
A customer asks on WhatsApp whether Sam has a slot this week. Someone books it in Setmore and adds the customer there. The CRM the business uses for offers and repeat visits never gets the booking, so the team cannot see who booked what, or who has not been back in three months.
The flow that works
- AeroChat finds out the service, the day and any staff member the customer asks for.
- It offers up to three free Setmore slots and books the one they pick.
- It finds or creates the customer in Setmore for the booking.
- It finds or creates the same customer in your CRM by WhatsApp number and email.
- It adds a note to the CRM contact with the service, staff member and date.
The recipe
Copy this into AeroChat
When a customer messages us on WhatsApp to book, follow these steps.
- Ask which service they want. Match it to one of our Setmore services, for example a men’s haircut or a 30-minute consultation (examples). Ask whether they want a particular staff member.
- Check Setmore for free slots for that service, with that staff member if they named one. Offer up to three slots closest to what they asked for. If there are none that day, check the next 3 days (example).
- When they choose one, find them in Setmore by phone or email. If they are new, ask for their name and email, use the WhatsApp number they are messaging from as their phone number, and create them as a customer.
- Book the appointment in Setmore and add anything they said about the visit to the appointment comment.
- 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 CRM contact with the service, staff member, date and time. Set the field Last service booked to the service name (example field).
- Confirm the service, staff member, date, time and our address.
Only offer slots Setmore shows as free. Only quote services and prices from Setmore. If they ask something you cannot answer, tell them a team member will reply and hand over. Reply in the customer’s language.
Change the services, the number of days to look ahead and the CRM field to your own before you paste it. If you sell packages or memberships, add a step that creates a deal when a customer books an intro session.
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 appointment stays in the scheduler and the customer record stays in the CRM. Setmore keeps its own customer list for bookings, and AeroChat keeps both in step from the same conversation.
What to connect
- Setmore. On a Setmore Pro account, request API access from Setmore by email. When it is approved, copy your API credentials and enter them when AeroChat asks.
- 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 service details and address to AeroChat so it can answer questions before it books.
After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect Setmore, connect your CRM, add your knowledge base, then switch it on. If it built a connection from the tool’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 staff AeroChat can book.
- Which CRM fields it fills after each booking.
- Whether some services also create a deal.
The result to expect
Every Setmore booking made on WhatsApp also updates the customer in your CRM. Your team can see each customer’s last service and staff member next to their other history, and repeat-visit offers go to the right people.
Measure it with your own numbers: appointments booked from chat, and repeat bookings from customers in your CRM, for a month before and after.
Next: book Setmore appointments from chat without the CRM step. 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 Setmore and CRM connections behind it. See what each channel does on the Setmore integration page.
Book your first Setmore slot into your CRM
Paste the recipe, add your Setmore credentials and your CRM key, and book a slot with one of your staff from your own WhatsApp.