Reschedule and Cancel TidyCal Bookings from WhatsApp

Yes. AeroChat reschedules and cancels bookings directly in TidyCal. It finds the client’s booking, offers free times from TidyCal and moves or cancels the booking, so your calendar matches what was agreed in the chat.

This recipe lets clients change their own calls in chat, and the freed time goes straight back into your TidyCal availability. Part of connecting TidyCal to WhatsApp and AI chat.

What happens today

Clients who need to move a call rarely dig out the confirmation email. They send a WhatsApp message instead: “something came up, can we do next week?”. You read it between calls, look up your calendar, suggest times and wait for a reply. Some clients simply do not show up, and the slot is lost.

The flow that works

AeroChat asks for the email the client booked with and finds their upcoming bookings in TidyCal.
It confirms which booking they mean, and whether they want to move it or cancel it.
To move it, it checks TidyCal for free times on the same booking type, offers up to three and reschedules the booking to the one they pick.
To cancel it, it asks for a short reason and cancels the booking in TidyCal with that reason.
It confirms the change in the chat and, after a cancellation, offers another time.

What it looks like on WhatsApp

Client: Sorry, I need to cancel tomorrow’s coaching session. My flight changed. (example)

AeroChat: No problem. Would you like to move it instead? Friday has 8:00am or 6:00pm free.

Client: Friday 6pm works.

AeroChat: All moved. Your coaching session is now Friday 6:00pm.

In TidyCal: the booking is rescheduled to Friday 6:00pm and tomorrow’s slot is open again.

The recipe

Copy this into AeroChat

When a client asks to move or cancel a call or session, follow these steps.

Ask for the email they booked with and find their upcoming bookings in TidyCal. If you cannot find one, ask whether they booked under another email.

List their upcoming bookings with booking type, date and time in their time zone, and ask which one they mean.

If they want to move it, check TidyCal for free times on the same booking type over the next 14 days (example) and offer up to three. When they choose, reschedule the booking in TidyCal.

If they want to cancel, offer to move it first. If they still want to cancel, ask for a short reason and cancel the booking in TidyCal with that reason.

Confirm the change. After a cancellation, offer to book another time.

Never move or cancel a booking that belongs to someone else. If they ask for a refund on a paid session or raise a complaint, tell them I will reply and hand over. Reply in the client’s language.

Change the rebooking window before you paste it. TidyCal checks every new time against your availability and connected calendars, the same way as its own reschedule page.

What to connect

TidyCal. Go to Integrations, then Advanced, then Manage API keys, open the Personal tokens tab and create a token for AeroChat. Paste it in when AeroChat asks.
Your cancellation policy. Add it to your knowledge base in AeroChat, so AeroChat quotes the same rules you do.

After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect TidyCal, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from TidyCal’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

Whether clients can cancel in chat, or only move.
How close to the call a change is still allowed.
Who handles refunds on paid sessions.

The result to expect

Changes happen when the client asks, not when you next check your phone. Freed times are back in TidyCal straight away for other clients, and fewer calls end in a no-show.

Measure it with your own numbers: no-shows, and how many changed calls still take place, for a month before and after. For more on the pattern, see rescheduling and cancelling on WhatsApp.

Next: book TidyCal calls and sessions from WhatsApp.

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 TidyCal connection behind it. See what each channel does on the TidyCal integration page.

Let clients change their own TidyCal bookings

Paste the recipe, add your TidyCal token, book yourself a call in TidyCal, then message your own number to move it.

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 TidyCal for you, free. See plans.