Book IntakeQ Appointments from WhatsApp

Yes. AeroChat books directly into IntakeQ. It checks the practitioner’s existing IntakeQ appointments against your hours and writes the new appointment into IntakeQ while the client is still in the chat.

This recipe turns “do you have anything next week?” messages into appointments in IntakeQ, without a string of back-and-forth replies. Part of connecting IntakeQ to WhatsApp and AI chat.

What happens today

A client messages on WhatsApp or Instagram asking for a session. The practitioner is with clients all day and replies in the evening with a couple of times. The client answers the next morning, one time has gone, and the conversation goes round again. Some people give up and book somewhere that answers faster.

The flow that works

AeroChat asks which service the client needs, with which practitioner, and when suits them.
It checks that practitioner’s appointments in IntakeQ against the hours you set and offers up to three open times.
It finds the client in IntakeQ by email, or adds them as a new client.
It creates the appointment in IntakeQ, as confirmed or waiting for your confirmation, whichever you choose.
It confirms the details in the chat. Clinical questions go to your practice team.

What it looks like on WhatsApp

Client: Hello, I’d like to start sessions with one of your counsellors. Online would be best. (example)

AeroChat: Of course. A first online session is 50 minutes. Anna has Wednesday 6:00pm or Thursday 12:00pm. Which works for you?

Client: Wednesday 6pm. I’m Chris Doyle, chris@example.com, 0412 345 678

AeroChat: Thanks, Chris. Your first online session with Anna is Wednesday 6:00pm. You’ll get a confirmation email from the practice.

In IntakeQ: Chris is added as a new client, tagged “WhatsApp enquiry” (example), and a confirmed appointment appears with Anna for Wednesday 6:00pm on the online session service.

The recipe

Copy this into AeroChat

When a client asks to book a session, follow these steps.

Ask which service they need, whether they prefer online or in person, which practitioner if any, and which days and times suit them.

Use our practitioner hours from the knowledge base. Check that practitioner’s appointments in IntakeQ for those days and offer up to three times that are not already booked.

When they choose, ask for their email and search IntakeQ. If they are not there, ask for their first name, last name and phone number and add them as a new client.

Create the appointment in IntakeQ as confirmed, with the service, practitioner and location, and send IntakeQ’s confirmation email.

Confirm the service, practitioner, date and time.

Do not ask about symptoms, diagnoses or medical history. Your intake forms collect that. Never give clinical advice. If they ask a clinical question, describe a crisis or ask anything you cannot answer from our knowledge base, tell them the practice team will reply and hand over. Reply in the client’s language.

Change the hours, services and practitioners AeroChat can book before you paste it. If you prefer to approve each new client first, ask AeroChat to create appointments as waiting for confirmation instead.

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 knowledge base. Add each practitioner’s hours, your services and who each is for, and your location and online session details, so AeroChat 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

Which services and practitioners can be booked in chat.
Whether new appointments are confirmed straight away or wait for your approval.
The hours AeroChat offers for each practitioner.
When a conversation should come to your team instead of being booked.

The result to expect

People who message get an open time in the same conversation, at any hour, and the appointment is in IntakeQ before you see the message.

Measure it with your own numbers: appointments booked from chat, and the time from first message to booked appointment, for a month before and after.

Next: move or cancel IntakeQ appointments in chat.

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.

Take your first IntakeQ booking from chat

Paste the recipe, add your IntakeQ API key, and message your own number asking for a session next week.

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Sign up for an annual plan on Growth or above and we’ll set up your workflows and connect IntakeQ for you, free. See plans.