Check, Change or Cancel SuperSaaS Appointments on WhatsApp
This recipe answers questions about an existing SuperSaaS appointment on WhatsApp, and moves or cancels it when the client asks. Part of connecting SuperSaaS to WhatsApp and AI chat.
What happens today
A client messages on WhatsApp: is my appointment on Thursday or Friday, and can I move it to next week? Someone opens SuperSaaS, searches for the client and replies. Messages sent in the evening wait until the morning, and by then the free slot next week may be gone or the client has simply not turned up.
The flow that works
- AeroChat asks for the email the client booked with.
- It finds their upcoming appointments in SuperSaaS and replies with the date and time.
- If they want another time, it offers free times on the same schedule and moves the appointment.
- If they want to cancel within your policy, it deletes the appointment and offers another time.
- Anything outside the recipe goes to your team with the appointment details attached.
The recipe
Copy this into AeroChat
When someone asks about an appointment they already have, follow these steps.
- Ask: “Can you share the email you booked with?”
- Find that user in SuperSaaS and list their upcoming appointments. If there is more than one, list them by date and ask which one.
- Reply with the date, time and the room or staff member on the appointment.
- If they want a new time, check the same schedule for free times and offer the three closest to what they asked for. Move the appointment to the one they pick and confirm the new date and time.
- If they want to cancel and the appointment is more than 24 hours away (example), delete it in SuperSaaS, confirm the cancellation and offer to book another time.
- If it is less than 24 hours away, explain our cancellation policy and hand the conversation to our team.
Only share appointment details with the person whose email matches. Never share another person’s appointment. Reply in the customer’s language.
Change the cancellation window to match your own policy before you paste it.
What to connect
- SuperSaaS. The account administrator opens the Account Info page, creates an API key, and copies it with the account name. Paste both in when AeroChat asks.
- Your knowledge base. Upload your address details and cancellation policy to AeroChat so its answers match what you tell clients.
After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect SuperSaaS, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from SuperSaaS’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 appointment a client can still move or cancel in chat.
- Whether AeroChat offers another time after a cancellation.
- Who gets the conversation when a request falls outside the policy.
The result to expect
Clients get their appointment details and their changes done in the chat, at any hour. Freed times go back on your SuperSaaS schedule straight away, where another client can book them.
Measure it with your own numbers: appointment questions answered without your team, and no-shows, for a month before and after.
Next: book SuperSaaS appointments from WhatsApp.
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 SuperSaaS connection behind it. See what each channel does on the SuperSaaS integration page.
Answer your first appointment question in chat
Paste the recipe, add your SuperSaaS API key, and ask your own WhatsApp number when a test appointment is.