Reschedule and Cancel IntakeQ Appointments from WhatsApp

Yes. AeroChat reschedules and cancels appointments directly in IntakeQ. It finds the client’s appointment, offers open times and updates or cancels the appointment in IntakeQ, so your calendar matches what was agreed in the chat.

This recipe lets clients change their own sessions in chat, with the cancellation reason saved in IntakeQ for your team. Part of connecting IntakeQ to WhatsApp and AI chat.

What happens today

Clients who need to move a session send a message late at night or just before the appointment. The practitioner sees it between sessions, checks the calendar and replies with options. Late changes slip through, the client does not attend, and the time is lost for everyone on the waiting list.

The flow that works

AeroChat asks for the email the client booked with and finds their upcoming appointments in IntakeQ.
It confirms which appointment they mean, and whether they want to move it or cancel it.
To move it, it offers up to three open times within the same practitioner’s hours and updates the appointment in IntakeQ.
To cancel it, it explains your cancellation policy if it applies, asks for a short reason and cancels the appointment in IntakeQ with that reason.
It confirms the change in the chat and, after a cancellation, offers another time.

What it looks like on WhatsApp

Client: Hi, can I move my Friday session? I have a work trip. (example)

AeroChat: Sure. What email did you book with?

Client: sam@example.com

AeroChat: Thanks, Sam. Your session with Anna is Friday 10:00am. Anna has Monday 5:00pm or Tuesday 9:00am open. Would either work?

Client: Tuesday 9am.

AeroChat: All moved. Your session with Anna is now Tuesday 9:00am.

In IntakeQ: the appointment is updated to Tuesday 9:00am with Anna, and Friday 10:00am is open again.

The recipe

Copy this into AeroChat

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

Ask for the email they booked with and find their upcoming appointments in IntakeQ. If you cannot find any, ask whether they booked under another email.

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

If they want to move it, use the practitioner’s hours from our knowledge base, check that practitioner’s appointments in IntakeQ over the next 14 days (example) and offer up to three open times. When they choose, update the appointment in IntakeQ to the new time.

If they want to cancel, offer to move it first. If they still want to cancel, check our cancellation policy in the knowledge base and explain it if it applies. Ask for a short reason and cancel the appointment in IntakeQ with that reason.

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

Never move or cancel an appointment that belongs to someone else. Never give clinical advice. If they ask about a fee, a refund or a clinical question, or seem to be in distress, tell them the practice team will reply and hand over. Reply in the client’s language.

Change the rebooking window before you paste it. IntakeQ’s API moves an appointment to a new time with the same practitioner, so a change of practitioner goes to your team.

What to connect

IntakeQ. The account owner turns on API access under More, then Settings, then Integrations, then Developer API, and copies the API key. Paste it in when AeroChat asks.
Your cancellation policy and practitioner hours. Add them to your knowledge base in AeroChat, so AeroChat quotes your rules and offers the right times.

After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect IntakeQ, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from IntakeQ’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.
How close to the session a change is still allowed.
Who handles late cancellation fees.

The result to expect

Changes happen when the client asks, not when the practitioner next checks messages. Freed times are open again in IntakeQ straight away, and every cancellation carries its reason.

Measure it with your own numbers: missed sessions, and how many changed sessions still take place, for a month before and after. For more on the pattern, see rescheduling and cancelling on WhatsApp.

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

Let clients change their own IntakeQ appointments

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

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