Web form to search people in Google Sheets and confirm appointments via WhatsApp
Say goodbye to phone tag and endless emails. One form. One click. WhatsApp does the rest, so you get more time (and sanity).
Chasing after clients to confirm appointments by manually searching names in your spreadsheets, hunting down phone numbers, and individually sending WhatsApp messages is not just tedious—it’s an operational bottleneck. Each step piles onto your daily workload, prone to error and repetition, causing missed confirmations, wasted slots, and lost revenue. Without automation, this task drains time, limits your ability to scale, and risks damaging your professional image when confirmations slip through the cracks.
This Botize formula gives you a frictionless transformation: every time someone fills out a simple web form with their name and surname, the automation instantly finds them in your Google Sheets, extracts their WhatsApp number, sends an interactive message with buttons to confirm or reschedule, and records their response right back into the sheet. No more manual lookups, copy-paste loops, or message tracking—just instant, seamless appointment management. And the best part? You keep control over when it runs, can filter for specific clients, and tailor the frequency to fit your workflow.
Ready to cut the chaos and keep your appointments on track? Follow the step-by-step instructions to get this formula up and running, or jump right in with the ready-to-use template on Botize. Automation is just a click away—your clients and your calendar will thank you!
Automate this task with 6 simple prompts
Copy and paste the following prompts into Botize's AI task editor
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1
Access the Botize automated task editor.
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2
Select the AI editing tool.
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3
Generate a web form to collect the user's Name and Last Name.
Copy and paste this prompt into the AI editing tool.
Create a simple web form that asks for the person's Name and Last Name. Make these fields required. ⤵
Click the 'Apply this task' button to confirm.
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4
Handle user input from the HTML form submission.
Copy and paste this prompt into the AI editing tool.
Set up the automation to capture the information entered in the form (Name and Last Name) when the user submits it. ⤵
Click the 'Apply this task' button to confirm.
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5
Find the person's information in Google Sheets based on the submitted Name and Last Name.
Copy and paste this prompt into the AI editing tool.
Search the specified Google Sheets document for a row where the Name and Last Name match the form input, and retrieve the person's phone number. ⤵
Click the 'Apply this task' button to confirm.
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6
Send a WhatsApp message to the person, asking whether they confirm their appointment or want to reschedule.
Copy and paste this prompt into the AI editing tool.
Using the phone number from the previous step, send a WhatsApp message via Whapi. The message should ask: 'Do you confirm your appointment?' and include two buttons: one for confirming attendance and one for requesting a new date. ⤵
Click the 'Apply this task' button to confirm.
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7
Record the person's response in the Google Sheets file.
Copy and paste this prompt into the AI editing tool.
When the person clicks one of the buttons in WhatsApp, update their row in the Google Sheets file to record whether they confirmed or asked to reschedule. ⤵
Click the 'Apply this task' button to confirm.
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8
Acknowledge the person's response by sending a confirmation message on WhatsApp.
Copy and paste this prompt into the AI editing tool.
Send a follow-up WhatsApp message to the person, thanking them for their response. ⤵
Click the 'Apply this task' button to confirm.
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9
Your automation is ready to use. Click the 'Save changes' button.
Save changes
Automated Appointments: Confirm and Manage via WhatsApp, Instantly
Fill in a simple web form with a name and last name. Our system looks up the person in your Google Sheet, sends them a friendly WhatsApp message with two buttons—confirm or reschedule—and saves their answer automatically. No code, no headaches, just clarity.
| Manual | Botize | |
|---|---|---|
| Checking your sheet for the person | 2 minutes | 0 Minutes |
| Copying number & writing WhatsApp message | 3 minutes | 0 Minutes |
| Waiting for reply, updating response | 5 minutes | 0 Minutes |
| Total | 10 minutes per appointment | 0 Minutes |
Looking to make your appointment confirmations as easy as breathing? You’re in the right place. No more copy-pasting or chasing people—let automation do the legwork.
Doctor’s Office
Patients get a WhatsApp message to confirm their visit. Click, confirm, schedule filled. No calls, no fuss.
Faster Replies
Get confirmations in seconds, not hours—or days.
Zero Manual Work
The days of hunting down responses are over. Let it flow.
Real Conversations
Reach people where they actually reply: WhatsApp.
Consultant Appointments
You keep your client database in Google Sheets. Each time someone fills the form, you get real-time confirmations and less back-and-forth.
⌾︎ You run appointments and are tired of chasing confirmations.
⌾︎ You want to look professional without hiring another assistant.
✕ You don’t use WhatsApp for your business (yet).
✕ You need complex forms or custom workflows with 15+ steps.
✓ Change WhatsApp message text (make it friendly or formal).
✓ Add/change buttons for different booking actions (like 'Cancel' or 'More Info').
✓ Integrate your own Google Sheet or use extra columns for more context.
This automation generates a web form with the fields Name and Last Name. When submitted, it searches for the person in a Google Sheets file, retrieves their phone number, and sends them a WhatsApp message with buttons to confirm the appointment or request a new date. The selected option is automatically saved back into the same sheet. The Google Sheets file must have the following columns in the first row: Name, Last Name, and Phone. WhatsApp communication is handled through Whapi (an unofficial WhatsApp API), which must be configured beforehand.
