Book Zanda Appointments from WhatsApp

Yes. AeroChat books directly into Zanda. It checks the practitioner’s roster and existing appointments for open times and writes the appointment into Zanda while the client is still in the chat.

This recipe turns “can I get an appointment?” messages into confirmed appointments in your Zanda diary, without phone tag or a booking link the client never opens. Part of connecting Zanda to WhatsApp and AI chat.

What happens today

A client messages on WhatsApp asking for an appointment. Reception sees it between calls and clients at the desk, checks the diary, replies with two options and waits. By the time the client answers, one time has gone. Messages sent in the evening wait until the next morning, and some clients book elsewhere.

The flow that works

AeroChat asks which service the client needs, which location and when suits them.
It reads the practitioner’s roster and the appointments already in Zanda, and offers up to three open times.
It finds the client in Zanda, or creates a client profile with the details a booking needs.
It books the appointment in Zanda with the right practitioner and location.
It confirms the details in the chat. Clinical questions go to your practice team.

What it looks like on WhatsApp

Client: Hello, I’d like a first appointment with a physio. Late afternoons are best. (example)

AeroChat: Happy to help. Which clinic suits you, Richmond or Hawthorn?

Client: Hawthorn.

AeroChat: Hawthorn has Wednesday 4:00pm with Mia or Friday 5:00pm with Sam for an initial consultation. Which works for you?

Client: Wednesday. I’m Chloe Martin, born 22/06/1990, chloe@example.com

AeroChat: Done, Chloe. Your initial consultation is Wednesday 4:00pm with Mia at Hawthorn.

In Zanda: Chloe is created as a new client and an appointment appears in Mia’s Hawthorn diary for Wednesday 4:00pm.

The recipe

Copy this into AeroChat

When a client asks to book an appointment, follow these steps.

Ask which service they need, which location suits them, the days and times they prefer, and whether they want a particular practitioner.

Read that practitioner’s roster in Zanda for the next 14 days (example), leave out the times already taken by existing appointments, and offer up to three open times closest to what they asked for.

When they choose, ask for their first name, last name and date of birth and search Zanda. If they are not there, ask for their phone number and email and create a new client profile. If Zanda reports a likely duplicate, use the existing profile.

Book the appointment in Zanda with the right practitioner, location, start and end time.

Confirm the service, practitioner, location, date and time.

Only ask for what the booking needs. Do not ask about symptoms or medical history. Never give clinical advice. If they ask a clinical question or anything you cannot answer from our knowledge base, tell them the practice team will reply and hand over. Reply in the client’s language.

Change the booking window, the services and the appointment lengths AeroChat can book before you paste it.

What to connect

Zanda. The master user of your Zanda account generates an API key under Tools, then Zanda API Key. Paste it in when AeroChat asks. API access needs a paid Zanda plan.
Your knowledge base. Upload your services, how long each takes, who each is for, your locations and opening hours, so AeroChat can answer practical questions before it books.

After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect Zanda, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from Zanda’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 can be booked in chat, and which need the team first.
How far ahead clients can book.
Which practitioners and locations AeroChat offers.
When a conversation should come to your team instead of being booked.

The result to expect

Clients who message get a real open time from your Zanda diary in the same conversation, at any hour, and reception spends less time going back and forth on times.

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

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

Take your first Zanda booking from chat

Paste the recipe, add your Zanda API key, and message your own number asking for an appointment next week.

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Sign up for an annual plan on Growth or above and we’ll set up your workflows and connect Zanda for you, free. See plans.