Answer "Are You Free?" on WhatsApp With Live Amelia Availability

Yes. AeroChat reads live availability from Amelia. When a client asks whether you have time on a certain day, with a certain employee or for a group, AeroChat checks Amelia’s free time slots for that service, employee, location and number of people on your WordPress site and answers in the chat, with the soonest openings first.

This recipe answers availability questions from people who are not ready to book yet, and turns the answer into a booking when they are. Part of connecting Amelia to WhatsApp and AI chat.

What happens today

Many messages are not booking requests yet. “Are you open Sunday?”, “When is Daniel free next?”, “Can three of us come together on Saturday?”, “Which branch has something tonight?”. Someone opens the Amelia calendar, checks a few days for the right service and employee, and writes back a list. By the time the reply arrives, the client has asked somewhere else, or the times have gone.

The flow that works

The client asks about availability: a day, a time of day, an employee, a location or a group size.
AeroChat works out the service they mean, and asks only if it is unclear.
It checks Amelia for free time slots for that service over the dates asked, filtered by employee and location, for the number of people.
It answers with the soonest openings that match, or the next days that do if none match.
If the client asks which days are quieter, it uses how busy each day is in Amelia to suggest one.
When the client picks a time, it books it in Amelia, or hands over to your booking recipe.

What it looks like on WhatsApp

Client: Hi, do you have anything for 3 people for a facial this Saturday? (example)

AeroChat: Saturday has room for three at 11:00am at the Bangsar branch. At the Mont Kiara branch, the first slot for three is Sunday at 2:00pm. Would either of those work?

Client: Saturday 11 at Bangsar. Can you hold it?

AeroChat: Of course. Can I take the name and email for the booking?

In Amelia: nothing changes until the client books. AeroChat read the free time slots for the facial service, for three people, at both locations.

The recipe

Copy this into AeroChat

When a client asks whether we have time available, follow these steps.

Work out which service they mean. If it is unclear, ask which service from the services in Amelia.

Note any day, time of day, employee, location and number of people they mention. If they do not mention dates, use the next 7 days (example).

Check Amelia for free time slots for that service and those dates, for the number of people, with the employee and location if they gave one.

Reply with up to three openings closest to what they asked, with the employee’s name and the location.

If nothing matches, say so and offer the nearest openings on other days or at another location.

If they ask which day is quieter, suggest the day Amelia shows as least busy.

When they choose a time, book it in Amelia the way our booking recipe does.

Only offer services, employees and locations that are in Amelia. Never offer a time Amelia does not show as free. Reply in the client’s language.

Change the default date range to match how far ahead your clients usually book before you paste it.

What to connect

Amelia. On the Elite license, 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 knowledge base. Upload your service descriptions, location addresses and opening hours so AeroChat can answer the questions around availability.

After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect Amelia, add your knowledge base, 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

How far ahead AeroChat looks when the client gives no date.
Whether AeroChat suggests another employee or location when the first choice is full.
Which services need a consultation before they can be booked.

The result to expect

Clients get real openings in seconds, so the question turns into a booking while they are still interested. Your team stops reading the calendar out loud in chat.

Measure it with your own numbers: availability questions per month, and how many turn into bookings in the same conversation.

Works on every chat channel

This workflow runs the same way on WhatsApp, Instagram, Facebook Messenger, Telegram, the chat on your website and email, with the same Amelia connection behind it. See what each channel does on the Amelia page.

Answer your next availability question in chat

Connect Amelia, paste the recipe, and ask your own number what is free on Saturday.

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