Reschedule and Cancel Zoho Bookings Appointments on WhatsApp
This recipe lets customers check, move or cancel their Zoho Bookings appointment in the chat, and keeps Zoho Bookings up to date as they do. Part of connecting Zoho Bookings to WhatsApp and AI chat.
What happens today
A customer messages on WhatsApp the night before to say they need a later time. Nobody sees it until the morning, when the team is already busy. The appointment stays in the calendar, the customer does not come, and the slot is lost when another customer could have had it.
The flow that works
- AeroChat asks for the email the customer booked with.
- It finds their upcoming appointment in Zoho Bookings and confirms the date and service.
- If they want a new time, it offers free slots with the same staff member and reschedules the appointment.
- If they want to cancel, it marks the appointment as cancelled in Zoho Bookings.
- It confirms the change in the chat.
The recipe
Copy this into AeroChat
When a customer asks about, wants to move or wants to cancel an appointment, follow these steps.
- Ask: “Which email did you use when you booked?”
- Find their upcoming appointments in Zoho Bookings for that email. If there is more than one, list the dates and services and ask which one they mean.
- If they only want the details, reply with the date, time, service and staff member.
- If they want a new time, ask which day suits them, check Zoho Bookings for free slots with the same staff member on that day, offer three, and reschedule the appointment to the one they pick.
- If they want to cancel, mark the appointment as cancelled and offer to book a new time.
- If the appointment is less than 12 hours away (example), tell them our cancellation policy and hand the conversation to our team instead of changing it.
Never share another customer’s appointment details. Reply in the customer’s language.
Change the notice period to the one your business uses before you paste it.
What to connect
- Zoho Bookings. A Zoho Bookings admin registers a Self Client in the Zoho API Console, copies the client ID and client secret, and generates a code with the Zoho Bookings scope. Paste these in when AeroChat asks.
- Your policies. Upload your cancellation policy to AeroChat so it can explain it when a change is too late.
After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect Zoho Bookings, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from Zoho Bookings’ 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
- How close to the appointment AeroChat can still move or cancel it.
- Whether a new time must be with the same staff member.
- Which changes always go to your team.
The result to expect
Customers who cannot make their appointment sort it out in the chat, at any hour. Freed slots go back into Zoho Bookings for someone else, and your team stops chasing changes by hand.
Measure it with your own numbers: no-shows, and appointments moved or cancelled through chat, for a month before and after.
Next: book Zoho Bookings appointments from 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 Zoho Bookings connection behind it. See what each channel does on the Zoho Bookings integration page.
Let customers move their own appointments
Paste the recipe, connect Zoho Bookings, book a test appointment and then ask your own chat to move it.