Introduction

This detailed overview explains how to set up an efficient appointment scheduling system using AirChatty, a popular chatbot platform.

The process involves creating a seamless booking experience, integrating webhooks, automating confirmations, cancellations, rescheduling, and reminders—all designed to enhance user experience and streamline administrative tasks.

The guide provides step-by-step instructions, including the use of a free Mini app called AirChatty Companion App, templates, and code snippets, ensuring users can implement the system with minimal hassle. This summary emphasizes clarity, structure, and rich formatting to facilitate understanding and practical application.

The AirChatty Appointment Automation Workflow

1. Preparation and Initial Setup

• Folder and Files Configuration

  • Navigate to the Air Chatty folder within your system.

  • Pre-fill the Air Chatty Calendar Link to streamline user data entry.

  • Access the link via your CRM:

    • Go to Calendars > Calendar Settings.

    • Click the three dots and select Copy Scheduling Link.

  • Insert this link into the "Both Fields" in your chatbot flow.

• Purpose of Pre-filling

  • Avoid repetitive data entry (name, email).

  • Generate personalized booking links for users.

2. Flow: Link Sharing and Booking

• Flow Logic

  • Check if email exists:

    • If yes, generate a booking link directly.

    • If no, prompt for email before generating the link.

  • Booking Link Generation

    • Use the Mini App to create a unique booking URL.

    • Collect user data: First Name, Last Name, Email.

    • Map the generated link to a custom field called "Appointment Link".

• User Notification

  • Send a text message with a button linking to the booking website.

  • When the user books, an inbound webhook triggers.

3. Inbound Webhook Configuration

• Webhook Creation

  • Create a new inbound webhook named, for example, "New Appointment".

  • Enable Data Pre-processing.

  • Copy the provided code snippet (from the description/video) into the webhook.

  • Map essential data:

    • User NS (Name/Email)

    • Contact ID

    • Time Zone

    • Calendar ID

    • Appointment ID

    • Start Time

• Mapping Data

  • Ensure the webhook captures all relevant appointment details.

  • Save and activate the webhook.

4. Confirmation Flow

• Date and Time Conversion

  • Convert the calendar time to the user's local time zone.

  • Use the "Convert Date/Time" action.

  • Map:

    • Calendar Time

    • User Time Zone

  • Store the converted time in a JSON field (e.g., airCherry_appointment_times).

• Generating Cancellation and Rescheduling Links

  • Use the Appointment ID and Calendar ID to generate:

    • Cancellation Link

    • Rescheduling Link

  • Save these links into custom fields.

• Setting Appointment Time

  • Store the appointment time in a custom field for reminders.

  • Format the date/time display using predefined formats (e.g., format 8).

• Conditional Logic

  • Check if the user is rescheduling or booking anew:

    • If rescheduling, send a reschedule confirmation message.

    • If new, send a standard booking confirmation.

  • Remove or add tags accordingly (e.g., "Scheduling").

5. CRM Integration for Bookings and Cancellations

• Booking Confirmation Workflow

  • Copy the webhook URL from your CRM.

  • Create a workflow trigger:

    • For new bookings: Customer Booked an Appointment.

    • For rescheduling: same trigger with different conditions.

  • Add a Webhook Action:

    • Name it (e.g., "Appointment Webhook").

    • Paste the URL.

    • Save and publish.

• Cancellation Workflow

  • Set a trigger based on appointment status:

    • Trigger when status = canceled.

  • Map:

    • Contact ID to identify the user.

    • Appointment ID for reference.

  • Send a cancellation confirmation message.

  • Provide options to reschedule or book anew.

6. Reminder Automation

• Trigger Setup

  • Use Date-based triggers:

    • Example: 1 day before the appointment at 8 AM.

  • Configure multiple reminders if needed.

• Reminder Content

  • Send an email or SMS.

  • Use the formatted appointment time from the custom field.

  • Include a call-to-action button or link for rescheduling or confirming.

Outro: Final Tips and Resources

• Downloadable Templates & Code

  • The setup includes ready-to-use templates and code snippets.

  • These are available in the video description for easy implementation.

• Best Practices

  • Always test each webhook and flow thoroughly.

  • Customize message formats and timing to suit your audience.

  • Keep your CRM and chatbot integrations synchronized.

• Support & Experimentation

  • Feel free to modify formats and flow logic.

  • Reach out for support if needed.

  • Enjoy the automation process and improve your scheduling efficiency.

Summary Table: Key Components and Their Functions

Final Remarks

This comprehensive setup leverages AirChatty's automation capabilities to create a robust appointment scheduling system.

By integrating webhooks, custom fields, and conditional flows, it ensures a smooth user experience from booking to reminders.

The inclusion of rescheduling and cancellation links enhances flexibility, while automated reminders help maintain engagement. The provided templates and code snippets simplify implementation, making this system accessible even for users with limited technical background.