WhatsApp appointment booking with reminders that get a reply
The booking that goes wrong is rarely the booking — it is the reminder nobody sent and the slot nobody freed. Linkubit offers slots on WhatsApp, confirms with the address and what to bring, reminds the evening before and two hours ahead asking for a YES, and turns a silence into a reschedule rather than an empty chair.
Linkubit answers an appointment enquiry within a minute, proposes times inside the hours you set, sends the confirmation with the address and what to bring, reminds twice with a YES button, and reschedules on a no. Confirming a slot can be left to a person where a wasted trip cannot be walked back.
What it asks for
- What the visit is for
- Preferred day and time, or 'earliest'
- Which branch, doctor, trainer or consultant
- New or returning
- Anything to bring or prepare
- A phone number that is theirs
None of this is hardcoded. It is a schema you edit, which is why a completely different business runs on the same system.
Some actions stay human
Proposal is automated; confirmation can be owned
For a clinic or a site visit, a wrong slot is a person who drove across the city for nothing. The assistant does the offering, the confirmation text and the reminders; a person clicks confirm. For a salon or a gym trial, let it confirm on its own.
- The visit lands on the pipeline and on somebody's task list
- Every message about the slot is in one thread
Sales Agent
Confirming a visit is a human action — the agent can only propose
Kavya · confirmed the visit
Reminders that are free to send
Inside the window, or a utility template outside it
A reminder sent within 24 hours of the customer's last message is free-form and free. The evening-before reminder is usually outside, so it goes as a utility template — the cheap category — with a YES button that reopens the window for a reply.
- The assistant picks the right template on its own
- A reply to the reminder reopens the conversation
Last inbound message · yesterday, 6:12 pm
Free-form replies are locked — send an approved template
The rule that holds
A slot is confirmed once, and reminded twice
The assistant proposes; the chosen time is written onto the record and a confirmation goes the moment it is agreed; the reminders go the evening before and two hours ahead and ask for a YES. You choose whether the assistant confirms on its own or proposes and a person confirms — the second is the default where a customer travels to reach you.
Anything else goes to a person
A topic you named, a value above a threshold, a customer who asks for a human, or a question the assistant cannot answer from what you gave it — the conversation is handed over before a reply is written, with the whole thread and every field captured so far.
From enquiry to a chair that is not empty
What a booking looks like when the offering, the confirming, the reminding and the rescheduling are handled, and a person handles the visit.
The enquiry is answered and the reason captured
"Do you have a slot on Saturday?" is answered with two questions — what for, and morning or afternoon — and the answers are on the record before a slot is offered.
Three times, inside your hours
The assistant offers times within the hours and days you gave it, never outside them. A customer picks one by tapping it, or writes "Tuesday 11" and is understood, and the time is written onto the record.
The confirmation says where and what to bring
Address, map link, the person they will see, and what to carry — reports, documents, a referral. It is one message and it stays in the thread.
Two reminders, each asking for a YES
The evening before and two hours ahead. A YES is recorded; a "can't make it" is offered the next slots; silence twice is flagged so someone can call.
After the visit, the next step
A follow-up the same evening — the estimate, the plan, the next appointment — written from what the person recorded after the visit, and a recall or a renewal reminder when it is due.
The templates it sends
6 WhatsApp message templates from the industry packs that carry this use case, each written the way Meta's review reads it. Open one for its variables, a filled example and what gets it rejected.
| Template | Category | When it goes out |
|---|---|---|
| Appointment confirmed | Utility | A slot is booked. |
| Reminder | Utility | The day before, and two hours ahead. |
| Visit booked | Utility | A visit slot has been confirmed by a person. |
| Site visit reminder | Utility | The evening before, and once again two hours before. |
| Demo confirmed | Utility | A demo or counselling slot is booked. |
| Test drive booked | Utility | A slot is confirmed. |
Each template opens on its own page with the variables, a filled example and what Meta’s review objects to. Utility and authentication templates cost ₹0.115 a message in India, marketing ₹0.8631 — the pricing guide has the rest.
Questions people ask
Does it read my calendar?
It offers times inside the hours and days you gave it, writes the chosen time onto the contact's record, and puts the visit on the pipeline and on a person's task list. Confirming against your own diary is the one click a person makes — by default, before the confirmation is sent.
Can I make a person confirm every booking?
Yes. That is the default for anything where the customer travels to you. The assistant proposes, writes the confirmation and sends the reminders once a person has confirmed the slot.
What happens if the customer does not reply to a reminder?
The second reminder goes two hours ahead. Silence on both is flagged on the conversation so somebody can call, and a no-show is offered the next slots automatically.
Are reminders paid messages?
A reminder inside the customer's 24-hour window is free. Outside it, the reminder is a utility template — Meta's cheapest category — and the YES button reopens the window for the reply.
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