Book Microsoft Bookings Appointments from WhatsApp
This recipe turns a booking request in chat into a Microsoft Bookings appointment, with real free times offered in the conversation. Part of connecting Microsoft Bookings to WhatsApp and AI chat.
What happens today
A customer asks on WhatsApp whether there is a slot on Thursday. Someone at the front desk opens the Bookings calendar, checks who is free, replies, and waits. By the time the customer answers, the slot may have gone, and the back and forth starts again. Requests that arrive after hours wait until the morning.
The flow that works
- AeroChat answers the customer’s question first.
- It matches the request to one of your Microsoft Bookings services.
- It checks which staff who offer that service are free and offers three times.
- It takes the customer’s name, email and phone number and books the time they pick.
- It confirms the date, time, service and staff member in the chat.
The recipe
Copy this into AeroChat
When a customer asks to book an appointment, answer their question first from our knowledge base. Then follow these steps.
- Match the request to a Microsoft Bookings service. Use the 30-minute first consultation for new customers and the 45-minute follow-up for returning customers (example services).
- Ask which days and times suit them, and whether they want a particular staff member.
- Check which staff who offer that service are free in the next 7 days (example) and offer the three times closest to what they asked for.
- When they pick a time, ask: “Can I take your name, email and phone number for the booking?”
- Find the customer in Microsoft Bookings by email. If they are new, create the customer with their name, email and phone number.
- Book the appointment for that service, staff member and time, and add one line about what they need in the appointment notes.
- Confirm the date, time, service and who they will see. Tell them they will get a confirmation email from us.
Only offer times Microsoft Bookings shows as free. If they ask about something the services do not cover, hand the conversation to our team. Reply in the customer’s language.
Change the services to the ones in your booking calendar before you paste it.
What to connect
- Microsoft Bookings. Your Microsoft 365 administrator registers an app for AeroChat in Microsoft Entra ID with the Bookings permissions for reading the calendar and writing appointments, grants admin consent and creates a client secret. Paste the tenant ID, client ID and secret in when AeroChat asks.
- Your knowledge base. Upload your service details, prices and policies to AeroChat so it can answer before it books.
After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect Microsoft Bookings, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from Microsoft’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 AeroChat offers, and for which requests.
- How far ahead it looks for free times.
- Whether customers can pick a staff member, or AeroChat picks the first one free.
The result to expect
Customers who ask for an appointment leave the chat with one in your Microsoft Bookings calendar, at any hour. Your front desk stops relaying times back and forth, and your scheduling rules still apply.
Measure it with your own numbers: appointments booked from chat, and the time from first message to booking, for a month before and after.
Next: reschedule or cancel an appointment 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 Microsoft Bookings connection behind it. See what each channel does on the Microsoft Bookings integration page.
Book your first appointment from chat
Paste the recipe, connect your booking calendar, and ask your own chat for an appointment tomorrow.