Reschedule and Cancel Amelia Appointments from WhatsApp

Yes. AeroChat reschedules and cancels appointments directly in Amelia. It finds the client’s booking, offers free slots from Amelia and moves or cancels the booking on your WordPress site, following the cancellation policy you set.

This recipe lets clients change their own appointments in chat, so the freed slot is back in Amelia straight away. Part of connecting Amelia to WhatsApp and AI chat.

What happens today

A client messages at night to say they cannot make tomorrow’s session. Nobody sees it until the morning, the slot stays blocked, and the employee has a gap that someone else could have booked. Other clients do not message at all and simply do not turn up. Each change also takes the team several minutes of finding the booking in Amelia and replying.

The flow that works

AeroChat finds the client in Amelia by the email they booked with and lists their upcoming appointments.
It asks which one they want to change, and whether they want to move it or cancel it.
To move it, it checks Amelia for free slots with the same service and employee, offers up to three, and reschedules the booking to the one they pick.
To cancel it, it checks your cancellation policy and tells the client what applies, then cancels the booking in Amelia.
It confirms the change in the chat and offers to rebook a cancelled appointment for another day.

What it looks like on WhatsApp

Client: I can’t make my massage tomorrow at 4:30, can I move it? (example)

AeroChat: No problem. Daniel has Monday 6:00pm or Wednesday 3:00pm. Which would you like?

Client: Wednesday at 3.

AeroChat: All moved. Your deep tissue massage is now Wednesday 3:00pm with Daniel.

In Amelia: the booking is rescheduled to Wednesday 3:00pm and tomorrow’s 4:30pm slot is free in Daniel’s calendar.

The recipe

Copy this into AeroChat

When a client asks to move or cancel an appointment, follow these steps.

Ask for the email they booked with and find them in Amelia. If you cannot find them, ask for the name the booking is under.

List their upcoming appointments with service, employee, location, date and time, and ask which one they mean.

If they want to move it, check Amelia for free slots for the same service, employee and location over the next 14 days (example) and offer up to three. When they choose, reschedule the booking in Amelia.

If they want to cancel, check our cancellation policy. If the appointment is less than 24 hours away (example), tell them what the policy says and offer to move it instead. If they still want to cancel, cancel the booking in Amelia.

Confirm the change. After a cancellation, offer to book another day.

Never move or cancel an appointment that belongs to someone else. If they ask for a refund, to waive a fee or raise a complaint, tell them a team member will reply and hand over. Reply in the client’s language.

Change the rebooking window and the notice period to match your policy before you paste it.

What to connect

Amelia. On the Elite licence, an admin turns on the API in Amelia’s settings on your WordPress site and creates an API key. Paste the key and your website address in when AeroChat asks.
Your cancellation policy. Add it to your knowledge base in AeroChat, so AeroChat quotes the same rules your team does.

After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect Amelia, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from Amelia’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

Whether clients can cancel in chat, or only move.
Whether a move inside the notice period is allowed, or goes to the team.
Who handles refunds, fee waivers and complaints.

The result to expect

Changes happen when the client asks, not when the team is next free. Freed slots are back in Amelia straight away for other clients, and the team spends less time on calendar changes.

Measure it with your own numbers: late cancellations and no-shows, and how many freed slots are rebooked, for a month before and after. For more on the pattern, see rescheduling and cancelling on WhatsApp.

Next: book Amelia 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 Amelia connection behind it. See what each channel does on the Amelia integration page.

Let clients change their own Amelia bookings

Paste the recipe, add your Amelia API key, book yourself an appointment in Amelia, then message your own number to move it.

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