Reschedule and Cancel OnceHub Meetings from WhatsApp

Yes. AeroChat reschedules and cancels meetings directly in OnceHub. It finds the booking, books a new free time slot and cancels the old one, or cancels the booking with the reason given, so your calendars match what was agreed in the chat.

This recipe lets people change their own meetings in chat, and the freed time goes straight back into the host’s OnceHub availability. Part of connecting OnceHub to WhatsApp and AI chat.

What happens today

People who need to move a meeting rarely look for the confirmation email. They send a message: “something came up, can we do Friday instead?”. Your rep reads it between calls, checks the calendar, suggests times and waits. Some meetings simply do not happen, and the slot is wasted.

The flow that works

AeroChat asks for the email the person booked with and finds their upcoming bookings in OnceHub.
It confirms which meeting they mean, and whether they want to move it or cancel it.
To move it, it checks the same Booking Calendar for free time slots, offers up to three, books the one they pick and then cancels the old booking.
To cancel it, it asks for a short reason and cancels the booking in OnceHub with that reason.
It confirms the change in the chat and, after a cancellation, offers another time.

What it looks like on WhatsApp

Customer: Hi, I have a call with your team tomorrow at 10 but I’m travelling. Can we do next week? (example)

AeroChat: No problem. What email did you book with?

Customer: lina@example.com

AeroChat: Thanks, Lina. Next Tuesday has 10:00am or 3:00pm free with the onboarding team. Which works for you?

Customer: Tuesday 3pm.

AeroChat: All moved. Your call is now Tuesday 3:00pm, and tomorrow’s booking is cancelled. A new invite is on its way.

In OnceHub: a new booking is made for Tuesday 3:00pm on the onboarding Booking Calendar and tomorrow’s 10:00am booking is cancelled with the reason “moved by the guest”.

The recipe

Copy this into AeroChat

When someone asks to move or cancel a meeting, follow these steps.

Ask for the email they booked with, find their contact in OnceHub and list their upcoming bookings. If you cannot find any, ask whether they booked under another email.

Confirm which meeting they mean, with date, time and host, and whether they want to move it or cancel it.

If they want to move it, check the same Booking Calendar for free time slots over the next 14 days (example) and offer up to three. When they choose, book the new slot first, then cancel the old booking with the reason “moved by the guest”.

If they want to cancel, offer to move it first. If they still want to cancel, ask for a short reason and cancel the booking in OnceHub with that reason.

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

Never move or cancel a booking that belongs to someone else. If the booking was paid, or they ask for a refund, tell them the team will handle it and hand over. Reply in the person’s language.

Change the rebooking window before you paste it. OnceHub does not let paid bookings be cancelled or moved through its API, so those changes stay with your team in OnceHub.

What to connect

OnceHub. In OnceHub, open Account Integrations, then APIs & Webhooks, and create an API key for AeroChat. API access needs the OnceHub Enterprise plan. Paste the key in when AeroChat asks.
Your change and cancellation rules. Add them 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 OnceHub, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from OnceHub’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 people can cancel in chat, or only move.
How close to the meeting a change is still allowed.
Who handles paid bookings and refunds.

The result to expect

Changes happen when the person asks, not when your rep next checks messages. Freed time is back in OnceHub straight away for other bookings, and fewer meetings end in a no-show.

Measure it with your own numbers: no-shows, and how many changed meetings still take place, for a month before and after. For more on the pattern, see rescheduling and cancelling on WhatsApp.

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

Let people change their own OnceHub meetings

Paste the recipe, add your OnceHub API key, book yourself a meeting in OnceHub, then message your own number to move it.

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