Book Microsoft Bookings Appointments on WhatsApp and Add Them to Your CRM
This recipe books a Microsoft Bookings appointment from a WhatsApp conversation and records the customer in your CRM, with a note and, for first consultations, a deal. Part of connecting Microsoft Bookings to WhatsApp and AI chat.
What happens today
A customer asks on WhatsApp for a consultation next week. Someone opens the booking calendar in Microsoft 365, books a staff member and types in the customer. The CRM, where the team tracks enquiries and follow-ups, stays empty. When the consultation ends, nobody can see where the customer came from or what they first asked.
The flow that works
- AeroChat answers the customer’s question first.
- It matches the request to a Microsoft Bookings service and offers three free times with staff who offer it.
- It finds or creates the customer in Microsoft Bookings and books the appointment.
- It creates or updates the contact in your CRM by email and WhatsApp number.
- It adds a note and, for first consultations, a deal.
The recipe
Copy this into AeroChat
When a customer messages us on WhatsApp 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 and email for the booking?” Use the WhatsApp number they are messaging from as their phone number.
- Find the customer in Microsoft Bookings by email. If they are new, create the customer. Book the appointment for that service, staff member and time, and add one line about what they need in 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 service, staff member, date and time, and what they need.
- If the service is a first consultation, create a deal in the stage Consultation booked (example stage).
- 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 and the deal stage to the ones in your booking calendar and CRM before you paste it.
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.
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 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, 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, 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 services and staff AeroChat can book.
- Which services create a deal, and in which stage.
- Who gets the conversation when a request needs a person.
The result to expect
Every Microsoft Bookings appointment made on WhatsApp also reaches your CRM, with a note of what the customer needs. First consultations are in the pipeline with an owner, and your reports show chat as a source.
Measure it with your own numbers: appointments booked from chat, and first consultations that become paid work, for a month before and after.
Next: book Microsoft Bookings 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 Microsoft Bookings and CRM connections behind it. See what each channel does on the Microsoft Bookings integration page.
Send your first Microsoft Bookings appointment to your CRM
Paste the recipe, add your Microsoft and CRM credentials, and book a test consultation from your own WhatsApp.