Connect IntakeQ to WhatsApp, Instagram, TikTok and AI Chat
Yes. AeroChat books directly into IntakeQ. It reads your services, locations, practitioners and existing appointments and writes the appointment into IntakeQ through IntakeQ’s API, on WhatsApp, Instagram, web chat and every other channel your clients use.
If your practice runs its appointments and client records in IntakeQ, AeroChat can answer clients on WhatsApp, Instagram, Messenger, TikTok, Telegram, web chat or email and book straight into IntakeQ. It connects through IntakeQ’s public API. AeroChat books, moves and cancels appointments and answers practical questions. Clinical questions go to your practice team. You describe the workflow in your own words, AeroChat builds it, and IntakeQ stays the place your team checks.
What you can do with IntakeQ and AeroChat
- Book appointments from WhatsApp. The client names the service and a time, AeroChat checks it against your hours and the practitioner’s IntakeQ appointments and books it in IntakeQ, confirmed or waiting for your confirmation.
- Move or cancel an appointment in chat. AeroChat finds the client’s appointment in IntakeQ and moves it to a new time, or cancels it with the reason they give.
- Answer “when is my next session?”. AeroChat finds the client’s upcoming appointments in IntakeQ and replies with the date, time, service and practitioner.
- Book the right service. AeroChat reads your IntakeQ services, locations and practitioners, and matches the client to the right one, such as a 50-minute session or a 20-minute check-in (example).
- Add new clients. A first-time client is created in IntakeQ with their name, email and phone number, so the booking has a record to sit on.
- Tag clients who came from chat. AeroChat adds a tag in IntakeQ, such as “WhatsApp enquiry” (example), so your team can see where each new client came from.
What it looks like on WhatsApp
Client: Hi, can I book a session with Dr Patel next Tuesday afternoon? (example)
AeroChat: Yes. Dr Patel has Tuesday 2:00pm or 4:00pm open for a 50-minute session. Which works for you?
Client: 4pm please. Megan Clarke, megan@example.com
AeroChat: Done, Megan. Your session with Dr Patel is Tuesday 4:00pm. You’ll get a confirmation email from the practice.
In IntakeQ: a new confirmed appointment appears for Megan with Dr Patel, Tuesday 4:00pm, on the 50-minute session service.
Client: I need to cancel Thursday’s appointment, I’m unwell. (example)
AeroChat: Sorry to hear that. I’ve cancelled your Thursday 11:00am appointment. Would you like to book another time?
In IntakeQ: the appointment is cancelled with the reason “client unwell”.
Client: When is my next appointment? (example)
AeroChat: Your next session is Monday 9:00am with Dr Patel, online.
In IntakeQ: nothing changes. AeroChat read the appointment.
Works on every chat channel
Your clients message you wherever they already are. The same IntakeQ connection and the same workflows run on every channel AeroChat supports, and IntakeQ stays the record whichever one they use.
| Channel | What your clients can do |
|---|---|
| Message your WhatsApp Business number to book, move or cancel an appointment, or ask when their next session is. Voice notes are transcribed, so a spoken request works too. | |
| Send the same requests by direct message. A comment on your post can get an automatic reply that moves the conversation to a DM. | |
| Facebook Messenger | Send the same requests to your Facebook Page. Comments on your Page posts can get an automatic reply too. |
| TikTok | Send the same requests by TikTok direct message or TikTok Shop buyer chat. Both arrive in the same TikTok inbox. |
| Telegram | Send the same requests to your business on Telegram. |
| Web chat | Do the same from the chat on your website, without leaving the page. |
| Write to your Gmail or Office 365 address and get the same answer the chat gives. |
How the connection works
AeroChat connects through IntakeQ’s public API, documented at IntakeQ’s Appointments API article. Through it, AeroChat reads your booking settings and existing appointments, finds clients, and creates, updates or cancels appointments.
- What AeroChat reads from IntakeQ: services, locations and practitioners from your booking settings, existing appointments with their status, and client records searched by name or email.
- What AeroChat writes to IntakeQ: new appointments, moved appointments, cancellations with a reason, new or updated client records, and client tags.
To connect, the IntakeQ account owner turns on API access under More, then Settings, then Integrations, then Developer API, and copies the API key shown there. IntakeQ’s API has no endpoint for free times, so AeroChat offers times from the hours you give it and checks them against the practitioner’s existing IntakeQ appointments. You choose whether new appointments go in as confirmed or waiting for your confirmation. IntakeQ’s standard limit is 10 API requests a minute and 500 a day, and each booking uses a few requests. IntakeQ explains how to raise the limit if you need more.
You describe the workflow in your own words, for example “when a client asks for a session, check Dr Patel’s appointments in IntakeQ and book a free time within her hours”. AeroChat builds the workflow as a draft and asks for the IntakeQ API key by name. You enter it in the AeroChat dashboard. It never passes through the conversation.
Workflows to copy
Six ready-made workflows for IntakeQ. Copy one into AeroChat, add your IntakeQ API key, and it runs on every channel.
1. Book an appointment from WhatsApp
Copy this into AeroChat
When a client asks to book, find out which service they need, which practitioner, and which day and time suit them. Use our practitioner hours from the knowledge base and check that practitioner’s appointments in IntakeQ for that day, so you only offer times that are not already booked. Offer up to three. When they choose one, find them in IntakeQ by email, or add them as a new client with their name, email and phone number, and create the appointment in IntakeQ as confirmed. Confirm the service, practitioner, date and time. Never give clinical advice. If they ask a clinical question, tell them the practice team will reply and hand over.
2. Move or cancel an appointment
Copy this into AeroChat
When a client asks to move or cancel an appointment, ask for the email they booked with and find their upcoming appointments in IntakeQ. Confirm which one they mean. To move it, offer up to three times within the same practitioner’s hours that are not already booked in IntakeQ, then update the appointment to the time they choose. To cancel it, ask for a short reason, cancel it in IntakeQ with that reason and offer another time.
3. Answer “when is my next session?”
Copy this into AeroChat
When a client asks when their next appointment is, ask for the email they booked with and find their confirmed upcoming appointments in IntakeQ. Reply with the date, time, service and practitioner, and whether it is online or at which location. Never share another client’s details.
4. Match the client to the right service
Copy this into AeroChat
When someone is not sure what to book, read our services and practitioners from IntakeQ booking settings and the descriptions in our knowledge base. Ask one or two practical questions, such as whether this is their first visit and whether they prefer online or in person. Recommend one service and say why in one sentence, then offer times. Do not ask about symptoms or diagnoses.
5. Add new clients
Copy this into AeroChat
When someone books for the first time, ask for their first name, last name, email and phone number. Search IntakeQ by email first so you do not create a duplicate. If there is no match, add them as a new client in IntakeQ, then book. Do not collect health information in the chat. Your intake forms handle that.
6. Tag clients who came from chat
Copy this into AeroChat
When you add a new client or book an appointment from a chat, add the tag “WhatsApp enquiry” (example) to the client in IntakeQ. Use “Instagram enquiry” (example) for Instagram chats, so the team can see which channel each client came from.
Who uses it
IntakeQ is used by therapists, counsellors, psychologists, dietitians, acupuncturists and other health and wellness practices that book sessions and send intake forms. These recipes fit the same booking work:
- Spas and wellness centres: rescheduling and cancellation and no-show reduction.
What stays in IntakeQ
AeroChat handles the conversation. IntakeQ stays the record: your calendar, client records, intake forms, consent, session notes, invoices and payments. Every appointment AeroChat makes appears in IntakeQ like any other, and IntakeQ sends its own confirmations and reminders as you set them. Keep your practitioner hours in AeroChat’s knowledge base in step with your IntakeQ booking settings.
WhatsApp workflows that use IntakeQ
These end-to-end WhatsApp workflows run with IntakeQ behind them. See them all in the WhatsApp workflows library.
- WhatsApp Appointment Booking Connected to Your Calendar
- WhatsApp Appointment Reminders With Replies Handled
- WhatsApp No-Show Reduction With Confirmations and Rebooking
- WhatsApp Reschedule and Cancel Appointments in Chat
Questions
Does AeroChat work with IntakeQ?
Yes. It connects through IntakeQ’s public API with an API key from your own IntakeQ account. It is not an IntakeQ product or listing.
Can clients book through WhatsApp?
Yes. Clients book, move and cancel appointments on WhatsApp, Instagram or Messenger, and the appointment lands in IntakeQ.
Does AeroChat answer clinical questions?
No. AeroChat books, moves and cancels appointments and answers practical questions such as hours, location and how online sessions work. Clinical questions go to your practice team.
Do I need a developer?
No. You describe the workflow, AeroChat builds it, and you copy your API key from IntakeQ into the dashboard.
Which plan do I need?
On the IntakeQ side, the account owner turns on the Developer API in IntakeQ’s settings. IntakeQ’s standard subscription allows 10 API requests a minute and 500 a day. On the AeroChat side, workflows via Skills are on every plan. Choose the plan by how many messages you get: Starter covers 500 AI responses a month, Growth 2,000 and Advanced 5,000.
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.
Connect IntakeQ to your chat
Paste the booking recipe, add your IntakeQ API key, and message your own number asking for a session next week.
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