Book SimplyBook.me Appointments on WhatsApp and Add Them to Your CRM
This recipe creates a SimplyBook.me booking from a WhatsApp conversation and records the same client in your CRM, with a note of the service and anything they told you. Part of connecting SimplyBook.me to WhatsApp and AI chat.
What happens today
A client messages on WhatsApp to book a facial on Saturday. The booking goes into SimplyBook.me, sometimes as a duplicate client. The CRM where the business tracks packages, leads and follow-ups stays out of date, and notes such as an allergy or a first visit live only in the chat.
The flow that works
- AeroChat finds out the service, staff member and preferred time.
- It offers up to three free times from SimplyBook.me and books the one they pick.
- It finds or creates the client in SimplyBook.me, so there are no duplicates.
- It creates or updates the contact in your CRM by WhatsApp number and email.
- It adds a note with the booking and anything the client mentioned.
The recipe
Copy this into AeroChat
When a client messages us on WhatsApp to book, follow these steps.
- Ask which service they want, using the names and prices in SimplyBook.me. If they are unsure, ask what they want done and suggest the closest service.
- Ask whether they have a preferred staff member, and which day and time suit them. Check SimplyBook.me for free times and offer up to three closest to what they asked for.
- When they choose a time, search SimplyBook.me for a client with the WhatsApp number they are messaging from or their email. If there is none, ask for their name and email and create the client.
- Book the appointment. If they mention anything we should know, such as an allergy or a first visit, add it to the booking comment.
- Search our CRM for a contact with that phone number, then with that email. 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 CRM contact with the service, staff member, date and time, and the same details from the booking comment.
- If it is their first visit, create a deal in the stage First visit booked (example stage), so the team can follow up on packages.
- Confirm the service, staff member, date, time and our address: 12 Example Road (example).
Only offer times SimplyBook.me shows as free. Only quote services and prices from SimplyBook.me. Reply in the customer’s language.
Change the address, the deal stage and the questions to match your business before you paste it. Delete step 7 if you do not track first visits as deals.
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 booking stays in the scheduler and the customer record stays in the CRM.
What to connect
- SimplyBook.me. Switch on the API custom feature, then create an API User Key under Settings. Enter your company login, the user login and the key 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. Add what each service includes and how to prepare, 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 SimplyBook.me, 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.
- What goes in the CRM note, and whether first visits create a deal.
- Who gets the conversation when a client needs a person.
The result to expect
Every SimplyBook.me booking made on WhatsApp is also in your CRM, with one client record in each system and the client’s notes in both. First visits reach your pipeline, so package follow-ups happen.
Measure it with your own numbers: bookings made from chat, and first-visit clients who buy a package, for a month before and after.
Next: book SimplyBook.me 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 SimplyBook.me and CRM connections behind it. See what each channel does on the SimplyBook.me integration page.
Send your first SimplyBook.me booking to your CRM
Paste the recipe, add your SimplyBook.me API key and your CRM key, and book a test appointment from your own WhatsApp.