Answer Checkfront Booking Questions on WhatsApp
This recipe answers questions about an existing Checkfront booking on WhatsApp, records extra requests on the booking, and handles cancellations within your policy. Part of connecting Checkfront to WhatsApp and AI chat.
What happens today
Customers message on WhatsApp the day before their rental: what time is pickup, have they paid the deposit, can they add a child seat? Each question means someone opens Checkfront, searches for the booking and types a reply. Requests for extras get answered in the chat but never reach the booking, so the team preparing the order does not see them.
The flow that works
- AeroChat asks for the booking number or the email the customer booked with.
- It finds the booking in Checkfront and replies with the dates, items, status and amount still due.
- It adds a note to the booking for any extra request, so your team sees it there.
- If the customer cancels within your policy, it updates the booking status in Checkfront.
- Anything outside the recipe goes to your team with the booking number attached.
The recipe
Copy this into AeroChat
When someone asks about a booking they already have, follow these steps.
- Ask: “Can you share your booking number or the email you booked with?”
- Find the booking in Checkfront. If the email has more than one upcoming booking, list them by date and ask which one.
- Reply with the booking number, dates, items, booking status and amount still due. Add the pickup time and address from our knowledge base.
- If they ask for an extra, such as a child seat or a later return (examples), add a note to the booking with the request and tell them our team will confirm it.
- If they want to cancel and the start date is more than 48 hours away (example), update the booking status in Checkfront to Cancelled (example status) and add a note with their reason. If it is closer than that, explain our cancellation policy and hand the conversation to our team.
- If they want to change dates, hand the conversation to our team with the booking number and the new dates they asked for.
Only share booking details with the person whose booking number or email matches. Never share another person’s booking. Reply in the customer’s language.
Change the cancellation window and status name to the ones in your Checkfront account before you paste it.
What to connect
- Checkfront. Once API access is on your account, open Manage, then Developer, create a new application with the Token authentication type, and copy the API key and API secret. Paste them in with your Checkfront address when AeroChat asks.
- Your knowledge base. Upload your pickup details and cancellation policy to AeroChat so its answers match what you tell customers.
After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect Checkfront, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from Checkfront’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 close to the start date a customer can still cancel in chat.
- Which booking status AeroChat sets when someone cancels.
- Whether date changes stay with your team.
The result to expect
Customers get their booking details at any hour without waiting for the counter. Extra requests land on the Checkfront booking as notes, so the team preparing the order sees them.
Measure it with your own numbers: booking questions answered without your team, and extras missed at pickup, for a month before and after.
Next: book rentals and tours 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 Checkfront connection behind it. See what each channel does on the Checkfront integration page.
Answer your first booking question in chat
Paste the recipe, add your Checkfront token, and ask your own WhatsApp number about a test booking.