Book OnceHub Meetings from WhatsApp

Yes. AeroChat books directly into OnceHub. It checks free time slots on the right OnceHub Booking Calendar and writes the booking into OnceHub, with your booking form answers, while the person is still in the chat.

This recipe turns “can we talk this week?” messages into booked meetings on the right team’s calendar, without sending a link and hoping the person comes back to use it. Part of connecting OnceHub to WhatsApp and AI chat.

What happens today

A prospect sends a WhatsApp or Instagram message asking to talk. Someone on the team replies later with a booking link. Some people click it. Many wanted to agree a time in the conversation and never open the page. Messages that arrive out of hours wait until morning, and a warm lead goes cold.

The flow that works

AeroChat asks what the person needs and which day and time suit them.
It picks the right Booking Calendar in OnceHub for that need.
It checks OnceHub for free time slots and offers up to three, in the person’s time zone.
It asks your booking form questions in the chat, then takes their name and email.
It books the slot in OnceHub and confirms. OnceHub sends its usual confirmation and calendar invite.

What it looks like on WhatsApp

Prospect: Hello, we’re looking at switching our payroll provider. Can someone walk me through pricing? (example)

AeroChat: Sure, I’ll book you with our sales team. Thursday has 11:00am or 4:00pm (Singapore time). Which works for you?

Prospect: 11am Thursday.

AeroChat: Great. What’s your name, email and company, and roughly how many employees do you have?

Prospect: Kevin Ong, kevin@example.com, Harbour Foods, about 80

AeroChat: Done, Kevin. You’re booked with our sales team on Thursday at 11:00am. The invite is on its way to your email.

In OnceHub: a new booking appears on the sales Booking Calendar for Thursday 11:00am, with Kevin’s company and employee count saved from the booking form.

The recipe

Copy this into AeroChat

When someone asks for a meeting, follow these steps.

Ask what they need help with and which days and times suit them. Ask which time zone they are in if it is not clear.

Read our Booking Calendars in OnceHub and pick the one that fits, for example sales for new business and onboarding for new customers (example). If two could fit, ask one question to decide.

Check that Booking Calendar for free time slots over the next 7 days (example) and offer up to three closest to what they asked for, in their time zone.

When they choose, ask the questions on our booking form one at a time, then ask for their name and email.

Book the slot in OnceHub with their name, email, time zone and answers.

Confirm the date, time and team, and tell them the invite is on its way to their email.

If the Booking Calendar takes payment, send a one-time booking link from OnceHub instead. If they ask about prices or anything you cannot answer from our knowledge base, tell them the team will reply and hand over. Reply in the person’s language.

Change the booking window and the Booking Calendars AeroChat can use before you paste it.

What to connect

OnceHub. In OnceHub, open Account Integrations, then APIs & Webhooks, and create an API key for AeroChat. API access needs the OnceHub Enterprise plan. Paste the key in when AeroChat asks.
Your knowledge base. Upload what each team handles and the questions people ask before a meeting, so AeroChat can answer and route before it books.

After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect OnceHub, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from OnceHub’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 Booking Calendars can be booked in chat.
How far ahead people can book, and how many times AeroChat offers.
Which booking form questions are asked before a meeting.
When a conversation should come to your team instead of being booked.

The result to expect

People who message you get a real time from the right team’s calendar in the same conversation, at any hour, and the meeting is booked before anyone on your team sees the message.

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

Next: move or cancel OnceHub meetings 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 OnceHub connection behind it. See what each channel does on the OnceHub integration page.

Book your first OnceHub meeting from chat

Paste the recipe, add your OnceHub API key, and message your own number asking for a meeting 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 OnceHub for you, free. See plans.