Connect Pabau to WhatsApp, Instagram, TikTok and AI Chat
Yes. AeroChat books directly into Pabau. It reads live time slots for each practitioner and clinic and writes the appointment into your Pabau calendar through Pabau’s API, on WhatsApp, Instagram, web chat and every other channel your clients use.
If your aesthetics clinic, skin clinic or private practice runs its calendar and client records in Pabau, AeroChat can answer clients on WhatsApp, Instagram, Messenger, TikTok, Telegram, web chat or email and book straight into that calendar. It connects through Pabau’s public API. You describe the workflow in your own words, AeroChat builds it, and Pabau stays the place your team checks.
What you can do with Pabau and AeroChat
- Book appointments from WhatsApp. The client names a treatment and a time, AeroChat checks Pabau for free slots for that service and practitioner and books the one they pick.
- Move or cancel an appointment in chat. AeroChat finds the client’s booking in Pabau, offers new times and reschedules or cancels it, in line with the cancellation policy set in Pabau.
- Book at the right clinic. If you run more than one location, AeroChat asks which clinic suits the client and checks only that location’s slots in Pabau.
- Answer “when is my next appointment?”. AeroChat finds the client in Pabau and replies with the date, time, treatment, practitioner and clinic.
- Confirm attendance in chat. When a client messages to say they will be there, AeroChat marks the appointment as confirmed in Pabau.
- Capture new enquiries as clients or leads. A first-time client is created in Pabau with their name, phone and email. Someone who is not ready to book yet, such as a consultation enquiry, goes into your Pabau leads with a note of what they asked.
- Take a deposit before the slot is confirmed. AeroChat sends an Airwallex payment link in the same chat and confirms the booking once it is paid. See booking deposits on WhatsApp.
What it looks like on WhatsApp
Client: Hi, do you have anything for laser hair removal next Wednesday at your Kensington clinic? (example)
AeroChat: Yes. Kensington has 10:15am with Dr Shah or 2:30pm with Emma next Wednesday. Which works for you?
Client: 2:30 with Emma please.
AeroChat: Done. You’re booked for laser hair removal with Emma at Kensington, Wednesday 2:30pm. Please arrive 10 minutes early.
In Pabau: a new appointment appears in Emma’s Kensington calendar for Wednesday 2:30pm, under the client’s record.
Client: I need to move my skin consultation on Friday, is there anything early next week? (example)
AeroChat: No problem. Dr Shah has Monday 9:00am or Tuesday 5:15pm at Kensington. Which would you like?
Client: Tuesday.
AeroChat: All moved. Your skin consultation is now Tuesday 5:15pm with Dr Shah at Kensington.
In Pabau: the Friday appointment is rescheduled to Tuesday 5:15pm. The Friday slot is free again for another client.
Client: When is my next appointment? (example)
AeroChat: Your next appointment is Tuesday 5:15pm, skin consultation with Dr Shah at Kensington.
In Pabau: nothing changes. AeroChat read the booking from the client’s record.
Works on every chat channel
Your clients message you wherever they already are. The same Pabau connection and the same workflows run on every channel AeroChat supports, and Pabau stays the record whichever one they use.
| Channel | What your clients can do |
|---|---|
| Message your WhatsApp Business number to book, move or cancel an appointment, confirm they are coming, or ask when their next visit is. Voice notes are transcribed, so a spoken request works too. | |
| Send the same requests by direct message. A comment on your post can get an automatic reply that moves the conversation to a DM. | |
| Facebook Messenger | Send the same requests to your Facebook Page. Comments on your Page posts can get an automatic reply too. |
| TikTok | Send the same requests by TikTok direct message or TikTok Shop buyer chat. Both arrive in the same TikTok inbox. |
| Telegram | Send the same requests to your business on Telegram. |
| Web chat | Do the same from the chat on your website, without leaving the page. |
| Write to your Gmail or Office 365 address and get the same answer the chat gives. |
How the connection works
AeroChat connects through Pabau’s public API, documented at Pabau’s API reference. Through it, AeroChat reads your locations, services, practitioners and available time slots, finds clients and their appointments, and creates, reschedules, confirms or cancels bookings.
- What AeroChat reads from Pabau: locations, services and service categories, practitioners, available time slots, cancellation policies, client records and existing appointments.
- What AeroChat writes to Pabau: new appointments, rescheduled appointments, confirmations, cancellations, new client records, and new leads with notes.
Pabau includes API access for its customers. To connect, an admin in your Pabau account goes to Setup, then Developer & Other, then API Keys, and creates a new API key for AeroChat. Tick only the permissions the workflow needs, for example read and create for appointments and clients. Copy the key’s credentials from its Auth tab.
You describe the workflow in your own words, for example “when a client asks to book, check Pabau for free slots with their practitioner at their clinic and book the one they choose”. AeroChat builds the workflow as a draft and asks for the Pabau credentials by name. You enter them in the AeroChat dashboard. They never pass through the conversation.
Workflows to copy
Five ready-made workflows for Pabau. Copy one into AeroChat, add your Pabau API key, and it runs on every channel.
1. Book an appointment from WhatsApp
Copy this into AeroChat
When a client asks to book, find out which treatment they want, which clinic, the day and time they prefer, and whether they want a particular practitioner. Check Pabau for free slots for that service, practitioner and location and offer up to three closest to what they asked for. When they choose one, find them in Pabau by phone number, or create them as a new client with their name, phone number and email, and book the appointment. Confirm the treatment, practitioner, clinic, date and time. Only quote treatments and prices from Pabau. Never give medical advice. If they ask a clinical question or anything you cannot answer, tell them a team member will reply and hand over.
2. Answer “when is my next appointment?” and confirm attendance
Copy this into AeroChat
When a client asks when their next appointment is, find them in Pabau by the phone number they are messaging from. Reply with the date, time, treatment, practitioner and clinic of their next appointment. If they say they will be there, mark the appointment as confirmed in Pabau. If you cannot find them, ask for the name and date of birth the booking is under. Never share another client’s details.
3. Move or cancel an appointment
Copy this into AeroChat
When a client asks to move or cancel an appointment, find them in Pabau by the phone number they are messaging from and confirm which appointment they mean. To move it, check Pabau for free slots with the same practitioner at the same clinic and offer up to three, then reschedule it to the one they choose. To cancel it, check the cancellation policy in Pabau first: if they are inside the notice period, explain the policy and hand over to the team. Otherwise cancel it and confirm. Never give medical advice.
4. Take a deposit before confirming the booking
Copy this into AeroChat
When a client books a treatment that needs a deposit, tell them the deposit amount before you book, for example £50 (example). Hold the slot they chose, send an Airwallex payment link in the chat, and book the appointment in Pabau only once the payment is confirmed. Then confirm the treatment, practitioner, clinic, date and time. If the payment is not completed within 30 minutes (example), tell them the slot has been released and offer a new link.
5. Capture new enquiries as leads
Copy this into AeroChat
When someone asks about a treatment but is not ready to book, answer from our treatment list in Pabau, then ask for their name, phone number and email and which treatment they are interested in. Create them as a lead in Pabau with that treatment noted, and tell them the team will follow up. Never give medical advice. If they ask a clinical question, say a practitioner will reply and hand over.
Who uses it
Pabau runs aesthetics and skin clinics, med spas, laser clinics and private medical practices, often across several locations. These recipes fit the same work:
- Spas and wellness centres: booking with a deposit, rescheduling and cancellation, contraindication handover and post-treatment follow-up.
What stays in Pabau
AeroChat handles the conversation. Pabau stays the record: the calendar, client records, medical history, consent forms, treatment notes, services, prices, rotas and payments at the clinic. Every booking AeroChat makes appears in Pabau like any other, so your team works the same way. Keep rota shifts, breaks and room availability in Pabau, so a free slot there means the practitioner really is free.
WhatsApp workflows that use Pabau
These end-to-end WhatsApp workflows run with Pabau behind them. See them all in the WhatsApp workflows library.
- WhatsApp Appointment Booking Connected to Your Calendar
- WhatsApp Appointment Reminders With Replies Handled
- WhatsApp Booking Deposits Paid Before the Slot Is Confirmed
- WhatsApp No-Show Reduction With Confirmations and Rebooking
- WhatsApp Reschedule and Cancel Appointments in Chat
- WhatsApp Review Requests After Every Visit or Order
- WhatsApp Win-Back Messages for Lapsed Customers
Questions
Does AeroChat work with Pabau?
Yes. It connects through Pabau’s public API with an API key you create in your own Pabau account. It is not a Pabau product or listing.
Can clients book through WhatsApp?
Yes. Clients book, move and cancel appointments on WhatsApp, Instagram or Messenger, and the booking lands in your Pabau calendar at the right clinic.
Do I need a developer?
No. You describe the workflow, AeroChat builds it, and you create an API key in Pabau and enter it in the dashboard.
Which plan do I need?
Workflows via Skills are on every plan. Choose the plan by how many messages you get: Starter covers 500 AI responses a month, Growth 2,000 and Advanced 5,000. Payment links for deposits start on Growth.
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.
Connect Pabau to your chat
Paste the booking recipe, add your Pabau API key, and message your own number asking for a consultation 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 Pabau for you, free. See plans.