Book Acuity Scheduling Appointments on WhatsApp and Add Them to Your CRM
This recipe books an Acuity Scheduling appointment from a WhatsApp conversation and, in the same conversation, records the client in your CRM with a note of the booking. Part of connecting Acuity Scheduling to WhatsApp and AI chat.
What happens today
A client asks on WhatsApp for a first consultation on Thursday. Someone books it in Acuity, and Acuity holds the client’s name and email. Your CRM, where you track follow-ups and packages, never hears about it. Weeks later nobody knows which consultations came from chat or which clients still need a follow-up.
The flow that works
- AeroChat finds out which appointment type the client wants and when.
- It offers up to three free times from Acuity and books the one they pick.
- It searches your CRM by email and WhatsApp number.
- It creates or updates the contact and adds a note with the appointment.
- For a first consultation it also opens a deal, so the follow-up has an owner.
The recipe
Copy this into AeroChat
When a client messages us on WhatsApp to book, follow these steps.
- Ask which service they want. Match it to one of our Acuity appointment types, for example a 60-minute first consultation or a 30-minute review (examples). If they are unsure, describe the options with the length and price from Acuity.
- Ask which day and time suit them. Check Acuity for free times for that appointment type and offer up to three closest to what they asked for. If there are none, check the next 3 days (example).
- When they choose one, ask for their first name, last name and email, unless we already have them. Use the WhatsApp number they are messaging from as their phone number.
- Book the appointment in Acuity with those details and add anything they said about the visit to the appointment notes.
- 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 appointment type, date and time, and what they said about the visit.
- If the appointment type is a first consultation, create a deal in the stage Consultation booked (example stage).
- Confirm the service, date, time and our address, and tell them the confirmation email will come from us.
Only offer times Acuity shows as free. Only quote services and prices from Acuity. If they ask something you cannot answer, tell them a team member will reply and hand over. Reply in the customer’s language.
Change the appointment types and the deal stage to your own before you paste it. If you only want a contact and a note, delete step 7.
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 appointment stays in the scheduler and the customer record stays in the CRM. Acuity’s own confirmation and reminder emails still go out as before.
What to connect
- Acuity Scheduling. In Acuity, open Integrations, find the API section and copy your User ID and API key. Enter both 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 service details and address to AeroChat so it can answer questions before it books.
After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect Acuity Scheduling, 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 appointment types AeroChat can book.
- Which appointment types also create a deal, and in which stage.
- Which client details it asks for, and who gets the conversation when a person is needed.
The result to expect
Every appointment booked on WhatsApp is in Acuity and in your CRM, with a note of what the client asked for. First consultations reach your pipeline with an owner, so follow-ups stop depending on someone remembering.
Measure it with your own numbers: appointments booked from chat, and how many first consultations turn into paid work, for a month before and after.
Next: book Acuity appointments 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 Acuity Scheduling and CRM connections behind it. See what each channel does on the Acuity Scheduling integration page.
Send your first Acuity booking to your CRM
Paste the recipe, add your Acuity User ID, API key and CRM key, and book a test consultation from your own WhatsApp.