Playbook: appointment booking and follow-ups

Business goalCopy Anchor Link

Fill your calendar from chat and reduce no-shows, with minimal back-and-forth.

What you needCopy Anchor Link

• Booking set up with services, staff and working hours.
• A connected calendar (recommended).

Configuration stepsCopy Anchor Link

1. Enable booking and create your services and staff.
2. In Bookings > Settings set the Break between appointments and Minimum notice required. New bookings start Pending; plan to confirm them quickly.
3. Add the booking link to your DM flow as an Open URL button.
4. Turn on Booking Created, Booking Updated and Booking Cancelled webhooks if you track bookings elsewhere.

Customer journeyCopy Anchor Link

1. The customer asks "Can I book a haircut on Thursday?" on Instagram.
2. The assistant shares your booking page; the customer picks a service, time and staff member.
3. The booking shows Pending until you Confirm it. The customer gets a confirmation message in chat.
4. BaTimo does not send timed reminders; send one yourself or schedule it with an AI agent (see below).

Follow-up options that work todayCopy Anchor Link

• Reminders: not automatic. Message customers from the Inbox, or schedule WhatsApp reminders with an AI agent.
• Manual follow-up: open the booking, choose Chat, turn the assistant off for that conversation, and send a thank-you or rebooking message.
• Your CRM: send New Lead and booking events to your system with webhooks.
• Pending requests: use the Pending filter to chase unconfirmed bookings.

TipsCopy Anchor Link

• Short, clear service names and durations reduce confusion.
• Block holidays in Closed Dates.

LimitationsCopy Anchor Link

• BaTimo does not send scheduled marketing follow-ups or bulk messages from the Console. Scheduled and bulk WhatsApp messages are available through AI Connections.
• Customers can only book inside your working hours, notice and advance rules.