Book Pabau Appointments from WhatsApp

Yes. AeroChat books directly into Pabau. It checks Pabau’s live time slots for the treatment, practitioner and clinic the client asks for, and writes the appointment into your Pabau calendar while the client is still in the chat.

This recipe turns booking requests in chat into confirmed Pabau appointments, without anyone at reception copying details across. Part of connecting Pabau to WhatsApp and AI chat.

What happens today

Clients message on WhatsApp and Instagram asking for a laser session, a skin consultation or a GP appointment. Reception reads the message between patients, opens Pabau, checks the calendar for the right clinic and practitioner, and replies with a few times. By the time the reply goes out, the client has often booked somewhere else or the slot has gone. Evenings and weekends wait until the next morning.

The flow that works

AeroChat asks which treatment, which clinic and what day and time suit the client, and whether they want a particular practitioner.
It checks Pabau for free slots for that service, practitioner and location.
It offers up to three times closest to what the client asked for.
When the client picks one, it finds them in Pabau by phone number, or creates them as a new client.
It books the appointment in Pabau and confirms the details in the chat.

What it looks like on WhatsApp

Client: Hi, can I book a private GP appointment this Thursday at your Canary Wharf clinic? (example)

AeroChat: Of course. Canary Wharf has 8:40am or 1:20pm with Dr Okafor on Thursday. Which works for you?

Client: 1:20 please. It’s my first visit.

AeroChat: Thanks. Can I take your full name and email for your new patient record?

Client: Hannah Reid, hannah.reid@example.com

AeroChat: Done, Hannah. You’re booked with Dr Okafor at Canary Wharf, Thursday 1:20pm.

In Pabau: a new client record for Hannah is created and the appointment appears in Dr Okafor’s Canary Wharf calendar for Thursday 1:20pm.

The recipe

Copy this into AeroChat

When a client asks to book, follow these steps.

Ask which treatment or appointment type they want, which of our clinics suits them, the day and time they prefer, and whether they want a particular practitioner.

Check Pabau for free slots for that service, practitioner and location over the next 7 days (example).

Offer up to three slots closest to what they asked for, with the practitioner’s name and the clinic.

When they choose, find them in Pabau by the phone number they are messaging from. If there is no record, ask for their full name and email and create them as a new client.

Book the appointment in Pabau for that service, practitioner, location and time.

Confirm the treatment, practitioner, clinic address, date and time.

Only offer treatments and prices that are in Pabau. If the treatment needs a consultation first, such as injectables (example), book the consultation instead. Never give medical advice. If they ask a clinical question, mention a medical condition or ask for anything you cannot answer, tell them a team member will reply and hand over. Reply in the client’s language.

Change the booking window and the consultation-first treatments to match your clinics before you paste it. To take a deposit before the slot is confirmed, add a step that sends an Airwallex payment link. See booking deposits on WhatsApp.

What to connect

Pabau. An admin goes to Setup, then Developer & Other, then API Keys, creates an API key for AeroChat with read access to locations, services and staff, and read and create access to clients and appointments. Copy the credentials from the key’s Auth tab and paste them in when AeroChat asks.
Your knowledge base. Upload your treatment descriptions, aftercare notes and clinic addresses so AeroChat can answer questions before it books.

After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect Pabau, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from Pabau’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 treatments can be booked in chat and which need a consultation or a call first.
How far ahead clients can book, and how many slots AeroChat offers.
Whether a deposit is taken before the slot is confirmed.
Who gets the handover for clinical questions.

The result to expect

Clients get real times from your Pabau calendar within the same conversation, at any hour, and the booking is in Pabau before reception sees the message. Your team stops copying requests between WhatsApp and the calendar.

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

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

Take your first Pabau booking from chat

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

Start your 7-day free trial. No credit card needed.

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.