Book YouCanBookMe Appointments on WhatsApp and Add Them to Your CRM
This recipe books a time on one of your YouCanBookMe booking pages from a WhatsApp conversation and records the client and their booking form answers in your CRM. Part of connecting YouCanBookMe to WhatsApp and AI chat.
What happens today
A parent asks on WhatsApp about a trial lesson. Someone sends the YouCanBookMe booking page, and the parent fills in the student’s level and subject there. Those answers stay in YouCanBookMe. The CRM where you track enquiries and enrolments never gets the trial, so nobody follows up after it to ask about regular lessons.
The flow that works
- AeroChat answers the client’s question first.
- It picks the right YouCanBookMe booking page and offers three free times.
- It asks your booking form questions and books the time they pick.
- It creates or updates the contact in your CRM by email and WhatsApp number.
- It adds the form answers as a note and, for trials, a deal.
The recipe
Copy this into AeroChat
When someone messages us on WhatsApp to book a lesson, a session or a consultation, answer their question first from our knowledge base. Then follow these steps.
- Match the request to a YouCanBookMe booking page. Use the Trial Lesson page for new students and the Regular Lesson page for current students (example booking pages).
- Ask which days suit them and confirm their time zone. Check that booking page for free times in the next 7 days (example) and offer the three closest to what they asked for.
- When they pick a time, ask: “Can I take your name and email for the booking?” Use the WhatsApp number they are messaging from as their phone number.
- Ask the questions on our booking form, such as the student’s level and subject (example questions). Book that time in YouCanBookMe with their name, email and answers.
- Search our CRM for a contact with that email, then with that phone number. 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 booking page, date, time and their form answers.
- If they booked a trial, create a deal in the stage Trial booked (example stage).
- Confirm the date, time and any meeting details. Tell them they will get a confirmation email from us.
Only offer times YouCanBookMe shows as free. Do not ask for their email more than once. Reply in the customer’s language.
Change the booking pages, form questions 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 booking stays in the scheduler and the customer record stays in the CRM.
What to connect
- YouCanBookMe. The account owner generates an API key under Account Password & Security, in the Authentication and API section, and copies it with the account ID. Paste both in 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 lesson or service details 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 YouCanBookMe, 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 booking pages AeroChat books into, and for which requests.
- Which form answers go into the CRM note.
- Which bookings create a deal, and in which stage.
The result to expect
Every YouCanBookMe booking made on WhatsApp is also in your CRM, with the client’s answers in a note. Trials sit in your pipeline, so someone follows up after each one.
Measure it with your own numbers: bookings made from chat, and trials that turn into regular bookings, for a month before and after.
Next: book YouCanBookMe sessions 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 YouCanBookMe and CRM connections behind it. See what each channel does on the YouCanBookMe integration page.
Send your first YouCanBookMe booking to your CRM
Paste the recipe, add your YouCanBookMe API key and your CRM key, and book a test trial from your own WhatsApp.