Set up an AI agent that books appointments over WhatsApp
A step-by-step guide to an agent that answers questions, offers free slots, confirms bookings and hands off to your team when it should.
An AI agent that only answers questions is useful. One that also books the appointment is the one customers notice. This guide sets up the second kind in HueChat, on WhatsApp, in about an hour.
Before you start
- A WhatsApp Business number connected as an inbox in HueChat.
- Your services, prices and opening hours in a document, a web page, or a few paragraphs of text.
- Reminder templates approved by Meta (HueChat can draft them for you under Templates).
1. Create the agent
Open AI agents and create a new agent. Give it a name customers will see and choose Arabic or English. Each agent uses one language; create a separate agent for the other language if you need both. Write the persona in plain words: who it is, what tone to use, what it must never promise. Keep the guardrails specific: "Do not quote prices for treatments not in the price list" is better than "be careful with prices".
2. Give it knowledge
Under Knowledge, upload the price list and the FAQ, or paste the URL of your services page. HueChat indexes the content and uses it to ground the agent's answers. Add the practical things people ask about: parking, what to bring, how to prepare, cancellation rules.
3. Connect appointments
Open Appointments and enable native appointments. Add the services, their durations, bookable resources and weekly availability, then assign the relevant resources to the agent. When a customer asks for a time, the agent can check the same catalog and availability used by the team calendar and create the booking after the customer confirms.
4. Decide when to hand off
Set the handoff rule: on request ("I want to talk to someone"), on low confidence, or on specific topics such as complaints or medical questions. Choose which team or agent receives handed-off conversations. The person sees the full history, so the customer never repeats themselves.
5. Test before publishing
Every agent has a test chat. Ask it the ten questions your front desk hears most, try to book a slot, try to cancel one, ask something it should not answer. Fix the knowledge or the guardrails until the answers are right, then publish the agent to the WhatsApp inbox.
6. Prepare reminder messages
Prepare approved utility templates for confirmations and reminders, and give each one a reply button for "reschedule" so the response lands in the inbox as a normal conversation. HueChat does not currently schedule reminder messages directly from the Appointments page; use a reviewed broadcast or connected workflow that selects the right appointments and honours WhatsApp consent and opt-outs.
7. Watch the first two weeks
Read the agent's conversations in the inbox. HueChat shows which answers were handed off and lets the team rate replies. Most fixes are additions to the knowledge base: a service you forgot, a price that changed, a question nobody expected.
What to expect
Customers can book at night and on weekends without waiting for a phone line to open. A reply-based rescheduling path keeps appointment changes inside the shared inbox, where the team can review them.
Ready to try it? The Free plan includes an AI agent. Start free.