WhatsApp bot for appointment booking with Google Calendar and logging in Google Sheets
Say goodbye to the endless back-and-forth — let your clients book, confirm, and get reminders for appointments in WhatsApp while everything is logged in Google Sheets & added to your Google Calendar. All in a friendly, chat-based flow. No robot talk. Just simple, human booking.
Manually handling appointment bookings through WhatsApp feels endless—you answer the same questions, check your calendar repeatedly, juggle between apps, and risks of double bookings, missed entries, or losing track in a sea of chats are sky-high. Every appointment takes more time than it should and essential client details often slip through the cracks, costing you revenue, professional reputation, and countless hours better spent elsewhere.
This Botize formula transforms your booking process by turning WhatsApp into an automated, always-on receptionist. When a customer messages your WhatsApp number, Botize instantly checks Google Calendar, displays real-time available dates and time slots through interactive WhatsApp lists, guides clients step by step to secure their ideal slot, and then records every detail automatically in Google Sheets. It even creates the calendar event and sends clients instant confirmations. You can adjust time zones, pick your booking intervals, select the target calendar and sheet, and personalize every message for your brand—making the experience seamless, accurate, and uniquely yours.
Ready to reclaim your time and provide next-level service? Follow the simple step-by-step to set up this formula on Botize, adapt all the settings to your liking, and watch as appointments practically book themselves. Or use the instant link to activate the automation in one click—your hassle-free, always-organized calendar is just moments away.
Automate this task with 10 simple prompts
Copy and paste the following prompts into Botize's AI task editor
-
1
Access the Botize automated task editor.
-
2
Select the AI editing tool.
-
3
Set up the main trigger for the automation so it can run as soon as something happens or on a regular schedule.
Copy and paste this prompt into the AI editing tool.
Create a trigger that will start this automation instantly whenever the conditions are met, or at a regular interval (such as every hour). ⤵
Click the 'Apply this task' button to confirm.
-
4
Listen for incoming text messages on your WhatsApp Business number to detect when a user wants to book an appointment.
Copy and paste this prompt into the AI editing tool.
Add a step that listens for and responds to new WhatsApp messages as soon as they arrive. ⤵
Click the 'Apply this task' button to confirm.
-
5
Find the available appointment slots in Google Calendar over the next few days at specific times.
Copy and paste this prompt into the AI editing tool.
Check Google Calendar for all available time slots for appointments in the next 5 days, using a specific time range each day (for example, 10:00–11:00 and 15:00–16:00). ⤵
Click the 'Apply this task' button to confirm.
-
6
Ask the user via WhatsApp to pick a day from the list of available days.
Copy and paste this prompt into the AI editing tool.
Send an interactive message on WhatsApp showing the list of available days for an appointment. Let the user select their preferred day from the options. ⤵
Click the 'Apply this task' button to confirm.
-
7
After the user selects a day, check Google Calendar for available time slots just on that specific day.
Copy and paste this prompt into the AI editing tool.
Once the user picks a day, look up Google Calendar again to find all the open time slots for that selected day. ⤵
Click the 'Apply this task' button to confirm.
-
8
Ask the user to choose a specific appointment time from the available slots on their selected day.
Copy and paste this prompt into the AI editing tool.
Send the user a new interactive WhatsApp message listing all available times for the selected day. Allow the user to choose the time that works best for them. ⤵
Click the 'Apply this task' button to confirm.
-
9
Present a final list of options for the user to select from, such as the type of appointment or service.
Copy and paste this prompt into the AI editing tool.
After the user has chosen a day and time, ask them to select a final option from a list (for example, the reason for the appointment or the service needed). ⤵
Click the 'Apply this task' button to confirm.
-
10
Record the user's booking details in a Google Sheets spreadsheet for future reference.
Copy and paste this prompt into the AI editing tool.
Add a new row in your Google Sheets file that saves the user's contact details, selected day, time, and chosen option. ⤵
Click the 'Apply this task' button to confirm.
-
11
Create a new event in Google Calendar with the booking details.
Copy and paste this prompt into the AI editing tool.
Automatically create a calendar event in Google Calendar using the user's chosen day, time, and contact information. ⤵
Click the 'Apply this task' button to confirm.
-
12
Confirm the booking with the user by sending a message on WhatsApp.
Copy and paste this prompt into the AI editing tool.
Send a confirmation message to the user on WhatsApp, including the time and date of their appointment. ⤵
Click the 'Apply this task' button to confirm.
-
13
Your automation is ready to use. Click the 'Save changes' button.
Save changes
Book Appointments in WhatsApp. Zero Headaches. Total Control.
Here’s how it works: When someone writes to you on WhatsApp, your smart bot immediately checks your real-time Google Calendar for available days. The bot then chats as if it were your personal assistant: it offers date options, guides the user to choose a time slot, lets them pick a custom option (if you want), and instantly confirms the spot. Every reservation is logged into Google Sheets and a new Calendar event is created — all before a human has even stood up from their chair.
| Manual | Botize | |
|---|---|---|
| Check your calendar for open spots | 2 minutes | 0 Minutes |
| Message back and forth with your client | 10 minutes | 0 Minutes |
| Create/calendar event & copy details | 4 minutes | 0 Minutes |
| Update your records in Google Sheets | 5 minutes | 0 Minutes |
| Send confirmation to your client | 3 minutes | 0 Minutes |
| Total | 24 minutes | 0 Minutes |
Yes, this is exactly what you’re looking for: Make it easy-peasy for people to book with you through WhatsApp. No more clicking through complicated forms, hunting for Google links, or copying data by hand. You’ve just found your game-changer.
Salon Appointment Booking
Clients message your salon on WhatsApp and in two minutes have a manicure slot confirmed, with all details safely stored for your staff.
Instant Bookings
Let clients grab a spot 24/7 without waiting for replies.
No More Double-Bookings
Real-time Google Calendar sync kills appointment clashes forever.
Zero Admin Work
Details go straight into Google Sheets — no typing, no errors, nothing missed.
Health Clinic Scheduling
Patients reach out, review available days, pick their ideal slot, and everything goes into your Google records—no calls, no wait.
⌾︎ This is perfect if clients message you to book appointments.
⌾︎ Also ideal for solo entrepreneurs, beauty salons, trainers, coaches, clinics, and anyone tired of WhatsApp chaos.
✕ Not useful if nobody ever needs to book time with you or your calendar is always empty.
✕ May not fit if you hate WhatsApp or never use Google Calendar/Sheets.
✓ Plug in your own WhatsApp Business, Google Calendar, and Google Sheets in minutes.
✓ Choose your own time slots, days, and even customize every bot message for your brand.
✓ Add extra options to fit your process — types of service, providers, or anything you need clients to select.
When a user sends a message to your WhatsApp number, the automation checks Google Calendar and shows a list of available days to book an appointment. The user first selects the day and then chooses a time slot from WhatsApp’s interactive lists. Finally, the bot presents a list of options from which the user must select one. The final result is saved in a Google Sheets spreadsheet, and Botize automatically creates the event in Google Calendar, confirming the appointment by message. To finish configuring the automation, you will need to connect WhatsApp, Google Sheets, and Google Calendar to Botize, specify your time zone, select the calendar where appointments will be created, choose the Google Sheets file where the bookings will be recorded, define the available time intervals, and optionally customize the messages the bot sends throughout the booking process.
