Connect Square Appointments to WhatsApp, Instagram, TikTok and AI Chat
Yes. AeroChat books directly into Square Appointments. It reads live availability for your services and staff and writes the booking into your Square Appointments calendar through Square’s API, on WhatsApp, Instagram, web chat and every other channel your clients use.
If your salon, spa or studio runs its calendar in Square Appointments, AeroChat can answer clients on WhatsApp, Instagram, Messenger, TikTok, Telegram, web chat or email and book straight into that calendar. It connects through Square’s public API. You describe the workflow in your own words, AeroChat builds it, and Square stays the place your team checks.
What you can do with Square Appointments and AeroChat
- Book appointments from WhatsApp. The client names a service and a time, AeroChat checks Square for free slots with the right team member and books the one they pick.
- Move or cancel an appointment in chat. AeroChat finds the client’s booking in Square, offers new times and updates it, or cancels it inside your cancellation policy.
- Answer “when is my next appointment?”. AeroChat finds the client in Square by phone number and replies with the date, time, service and team member of their upcoming booking.
- Recognise returning clients and add new ones. AeroChat looks the client up in your Square customer directory by phone number, or creates them as a new customer with their name and phone number.
- Quote the right service. AeroChat reads your bookable services from Square, with their length and price, and matches the client to the right one, such as a 45-minute cut and blow-dry (example).
- Book at the right location. If you run more than one location, AeroChat asks which suits the client and books into that location’s calendar in Square.
- Take a deposit with a Square payment link. For services that need payment upfront, AeroChat creates a Square payment link and sends it in the same chat, so the money goes straight into your Square account.
What it looks like on WhatsApp
Client: Hi, can I book a gel manicure on Friday afternoon? (example)
AeroChat: Of course. Friday has 2:00pm with Mei or 4:30pm with Hana. Which works for you?
Client: 4.30 with Hana.
AeroChat: Done. You’re booked for a gel manicure with Hana on Friday at 4:30pm. See you then.
In Square Appointments: a new booking appears in Hana’s calendar for Friday 4:30pm, under the client’s customer record.
Client: Something came up. Can I move Friday’s appointment to Saturday? (example)
AeroChat: No problem. Hana has Saturday 11:00am or 3:00pm. Which would you like?
Client: 11.
AeroChat: All moved. Gel manicure with Hana, Saturday 11:00am.
In Square Appointments: the Friday booking is moved to Saturday 11:00am and the Friday slot is free again.
Client: When is my next appointment? (example)
AeroChat: Your next appointment is Saturday at 11:00am, gel manicure with Hana.
In Square Appointments: nothing changes. AeroChat read the booking from the client’s record by their phone number.
Works on every chat channel
Your clients message you wherever they already are. The same Square Appointments connection and the same workflows run on every channel AeroChat supports, and Square 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, or ask when their next one 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 Square’s public API, documented at developer.squareup.com. Through it, AeroChat reads your locations, bookable services, team members and available times, finds customers and their bookings, and creates, moves or cancels bookings.
- What AeroChat reads from Square Appointments: locations, bookable services with their length and price, team members, available appointment times, customer records, existing bookings and whether a deposit link has been paid.
- What AeroChat writes to Square Appointments: new bookings, moved bookings, cancellations, new customer records and payment links for deposits.
Square requires Square Appointments Plus or Premium for an app to book, move and cancel appointments as your business. To connect, sign in to the Square Developer Console, create an application for your account, open Credentials, choose Production and copy the production access token. This page covers Square Appointments. For Square POS, orders and payments, see connecting Square to AeroChat.
You describe the workflow in your own words, for example “when a client asks to book, check Square for free times with their stylist and book the one they choose”. AeroChat builds the workflow as a draft and asks for the Square access token by name. You enter it in the AeroChat dashboard. It never passes through the conversation.
Workflows to copy
Seven ready-made workflows for Square Appointments. Copy one into AeroChat, add your Square access token, 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 service they want, which location suits them, the day and time they prefer, and whether they want a particular team member. Check Square for free times for that service, location and team member and offer up to three closest to what they asked for. When they choose one, find them in Square by phone number, or create them as a new customer with their name and phone number, and book the appointment. Confirm the service, team member, location, date and time. Only quote services and prices from Square. If they ask anything you cannot answer, tell them a team member will reply and hand over.
2. Move or cancel an appointment
Copy this into AeroChat
When a client asks to move or cancel an appointment, find them in Square by the phone number they are messaging from and confirm which booking they mean. To move it, check Square for free times for the same service with the same team member and offer up to three, then update the booking to the one they choose. To cancel it, check our cancellation policy first: if they are inside the notice period, explain the policy and hand over to the team. Otherwise cancel the booking in Square and confirm. Never leave the old booking in place when you move one.
3. Answer “when is my next appointment?”
Copy this into AeroChat
When a client asks when their next appointment is, find them in Square by the phone number they are messaging from and read their upcoming bookings. Reply with the date, time, service, team member and location of the next one. If you cannot find them, ask for the name the booking is under. Never share another client’s details.
4. Recognise returning clients and add new ones
Copy this into AeroChat
When someone messages to book, search our Square customers by the phone number they are messaging from. If you find them, greet them by first name and use that customer for the booking. If not, ask for their first and last name and email, and create them as a new customer in Square with their phone number. Do this before you book, so every booking sits under the right customer.
5. Quote the right service
Copy this into AeroChat
When a client is not sure which service to book, read our bookable services in Square with their length and price. Ask one or two questions about what they want, then recommend one service and say why in one sentence, for example “a full set suits you if you have no extensions now” (example). Give the length and price from Square. If they agree, offer free times for that service and book it.
6. Book at the right location
Copy this into AeroChat
When a client asks to book and we have more than one location, read our locations from Square and ask which one suits them, giving the area of each, for example Orchard or Tampines (example). Check free times only at that location and book there. Include the location’s address in the confirmation.
7. Take a deposit with a Square payment link
Copy this into AeroChat
When a client books a service that needs a deposit, tell them the deposit amount before you book, for example S$30 (example). Create a Square payment link for the deposit and send it in the chat. Book the appointment in Square once they have chosen a time, and tell them the booking is held for 30 minutes (example) while they pay. If they ask whether it went through, check the payment link’s order in Square and tell them whether it is paid. If it is not paid when the 30 minutes are up, hand over to the team.
Who uses it
- Hair and beauty salons: stylist booking, reschedule and cancel and rebooking after a visit.
- Spas and wellness centres: booking with a deposit, rescheduling and cancellation and no-show reduction.
What stays in Square Appointments
AeroChat handles the conversation. Square stays the record: your calendar, customer directory, services, prices, staff schedules, payments and Square’s own confirmation messages. Every booking AeroChat makes appears in Square Appointments like any other, so your team works the same way. Keep staff hours, days off and breaks in Square, so a free time there means the team member really is free.
WhatsApp workflows that use Square Appointments
These end-to-end WhatsApp workflows run with Square Appointments 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
Questions
Does AeroChat work with Square Appointments?
Yes. It connects through Square’s public API with an access token from your own Square Developer Console. It is not a Square 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 Square Appointments calendar.
Do I need a developer?
No. You describe the workflow, AeroChat builds it, and you copy the access token from the Square Developer Console into the dashboard.
Which plan do I need?
On the Square side, Square requires Square Appointments Plus or Premium for booking through the API as your business. On the AeroChat side, 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.
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 Square Appointments to your chat
Paste the booking recipe, add your Square access token, and message your own number asking for an appointment tomorrow afternoon.
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