Book Appointments from WhatsApp with Square Appointments

This recipe takes a booking request on WhatsApp, Instagram or Messenger and books it into Square Appointments: the service, the team member, a free time and the confirmation. Part of connecting Square to WhatsApp and AI chat.

What happens today

A customer messages on Sunday: “can I get a gel manicure tues after work? around 6”. You see it between appointments, open Square, check Tuesday, and reply. The customer answers an hour later. By then the 6pm slot has been booked online by someone else.

Your Square calendar already knows what is free. The delay is someone reading it out in a chat.

The flow that works

The customer says what they want. AeroChat works out the service, day, time and team member, and asks only for what is missing.
It checks Square Appointments for free times and offers up to three.
The customer picks one. AeroChat finds them in your Square customers by phone number, or adds them.
It books the appointment in Square and sends the confirmation with the address and your cancellation policy.

Square decides what is free. AeroChat only offers times Square returns as available.

The recipe

Copy this into AeroChat

When a customer asks to book, follow these steps.

Find out which service they want, the day and time they prefer, and whether they want a particular team member. If they are not sure which service, suggest one from our Square services based on what they tell you.

Check Square Appointments for free times for that service and team member. Offer up to three times closest to what they asked for.

When they choose a time, find them in our Square customers by the phone number they are messaging from. If they are new, ask for their name and add them.

Book the appointment in Square. If the time has gone, offer the next three closest.

Send a confirmation with the service, team member, date, time, our address and our cancellation policy. Example policy: free changes up to 24 hours before.

Only quote services, prices and durations from Square. Never give a discount. If they ask anything you cannot answer, tell them a team member will reply and hand over. Reply in the customer’s language.

Change the cancellation policy to your own before you paste it.

What to connect

Square Appointments. Approve access to your Square account when AeroChat asks, or paste in an access token from the Square Developer Console. To create and change bookings for customers, Square requires Appointments Plus or Premium. Check that the Bookings API is offered in your country.
Your calendar set-up. Keep services, durations and each team member’s working hours correct in Square. AeroChat books against what Square shows.
Your policies. Upload your address and cancellation policy to the AeroChat knowledge base.
Deposits, if you take them. Airwallex is built in and sends a payment link in the chat. Payment links are included from the Growth plan.

After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: approve Square access, upload your policies, then switch it on.

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 can be booked in chat.
Whether customers can name a team member, and how many times to offer.
Your cancellation window and whether you take a deposit.

The result to expect

Customers who message get a booked time in the same chat, while they are still asking. You stop stepping away from a client to check the calendar and type out times.

Measure it in Square: bookings made outside working hours and bookings per week, for a month before and after.

Next: answer order status from Square.

Take your first Square booking in chat

Paste the recipe, approve Square access, and message your own number asking for an appointment on Tuesday.

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

On Shopify? Install AeroChat from the Shopify App Store.