Blog Details

A WhatsApp AI agent for bookings is an always-on assistant that answers the questions your receptionist answers during the day — pricing, availability, location, services — and books the appointment, even at 11:47 PM. Wutt combines an AI assistant (GPT-style), the Wutt Booking module, and WhatsApp templates so the conversation feels human, captures the booking, and respects the real schedule on your staff calendar.

The flow in plain text

Customer: "Hi, do you have a haircut slot tomorrow?"
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WhatsApp inbound  ->  Wutt Inbox
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AI assistant checks:
   - service "Haircut & style" exists in Wutt Booking
   - tomorrow has free slots for staff member A
   - language detection = English
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AI reply draft:
  "Tomorrow we have 10:30, 13:00, and 16:15 with Layla. Which works for you?"
  Buttons: [10:30] [13:00] [16:15] [See more]
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Customer taps 13:00
  ->  Wutt Booking creates a PENDING booking
  ->  AI sends confirm_template with cancel/reschedule buttons
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Customer taps Confirm
  ->  Booking status = CONFIRMED
  ->  Calendar invite (.ics) + WhatsApp reminder scheduled for T-24h
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  v
If customer goes silent for 2 hours after the draft:
  ->  AI nudges once: "Still want me to hold 13:00?"
  ->  If no reply in 24h, slot is released back to availability

Step 1 — Set up Wutt Booking

Go to Wutt Booking → Services and add each service with duration, price, and buffer time. Add staff under Staff with working hours, then publish availability. Wutt will compute free slots in real time.

Step 2 — Connect WhatsApp

Under WhatsApp accounts → Add account, choose either:

• Meta Cloud API — best for unlimited scale and Meta-approved templates.
• Wutt QR / session gateway — best for one number on a personal/business phone (e.g. +966500000000), works in minutes.

Step 3 — Turn on the AI assistant

Go to AI assistant → Create. Pick the Booking concierge persona, link the WhatsApp number and the Wutt Booking workspace, and set the working hours. Outside working hours, the assistant stays on — it just answers from your knowledge base and books the slot.

Step 4 — Paste this prompt template

Use the prompt below as the system message for your booking concierge. Adjust the brand voice, the services, and the rules at the bottom.

You are the WhatsApp booking assistant for {{business_name}}.

ROLE
- You answer questions, recommend services, and book appointments 24/7.
- You are polite, concise, and never invent prices or slots.

KNOWLEDGE BASE
- Services: {{services_list_with_price_and_duration}}
- Staff: {{staff_list_with_specialties}}
- Hours: {{working_hours}}
- Location: {{address_and_map_link}}
- Policies: {{cancellation_policy}}

RULES
1. If the user asks for a slot, call the tool check_availability(service, date).
2. Always offer at most 3 time options. Use buttons, not free text.
3. Confirm name + phone before creating the booking.
4. Never promise a slot that check_availability did not return.
5. If the user is angry or asks for a human, escalate by sending the message to a human agent queue.
6. After confirmation, send a calendar invite (.ics) and a WhatsApp reminder for T-24h.
7. Detect language (Arabic/English) and reply in the same language.
8. If the booking requires a deposit, send the payment link template after confirmation.

STYLE
- 1-3 short sentences per message.
- Always close with a clear next step (a button or a question).

Step 5 — Approve the WhatsApp templates

You will need at minimum two Meta-approved templates:

TEMPLATE: booking_confirm_v1
  Body:    "Hi {{1}}, your {{2}} is booked for {{3}} at {{4}}. Reply CANCEL to cancel."
  Buttons: [Add to calendar] [Reschedule] [Cancel]

TEMPLATE: booking_reminder_24h
  Body:    "Reminder: your {{1}} with {{2}} is tomorrow at {{3}}. See you soon!"
  Buttons: [Confirm] [Reschedule]

Step 6 — Decide the confirmation mode

For high-trust services (large deposits, group bookings), keep the default Manual confirm — the AI books the slot in PENDING and a human agent approves it in the Wutt dashboard. For high-volume services (salon cuts, gym trials), switch to Auto confirm and let the AI finalize the booking.

Step 7 — Review and improve

Open AI assistant → Logs. You will see every conversation, the tool calls the AI made, and the booking outcomes. Read 10 conversations a week and update the prompt to remove any new edge cases.

Best practices

• Always offer buttons for time slots — free-text time answers cause mis-bookings.
• Send a deposit/payment link template for services over a threshold (e.g. 200 SAR) to reduce no-shows.
• Keep the system prompt under 1,200 tokens to control cost per conversation.
• Re-train the prompt with real conversations from your inbox monthly.