WhatsApp Appointment Booking, in the Chat and on Your Own Booking Page

A booking at a salon, a clinic or a studio usually starts with the same six messages: "do you have anything Thursday?", "what time?", "four?", "four is taken, five?", "ok", "booked". Every one of them is typed by hand, between two customers, often late in the evening. Convelly gives your customers two ways to book that need none of that. The AI books directly in the WhatsApp or Instagram chat, and a booking page in your own branding takes bookings from your website, your Instagram bio or a link you send. Both write into the same calendar, with the same staff, rooms, deposits and rules. And Convelly takes no commission on bookings, ever.

Booking in the chat, from "do you have Thursday?" to confirmed

When a customer writes "can I come Thursday?", the AI does not answer a stranger. Before it replies, it looks at that customer's bookings, whether a deposit is still open, and your team's private notes, so it knows they had a colour treatment with Sara last month and prefer late afternoons. Then it offers times that are actually free, because it reads your live calendar and never offers a slot that is taken. Once the customer picks a time, it holds the slot, asks for a deposit if the service requires one, and either confirms or waits for your approval if you want to approve bookings first. It can move and cancel bookings the same way, and it can book a series of sessions in one go.

These are real bookings, exactly like the ones from your booking page, not a note someone has to type into a calendar later. You decide per service whether the AI may book it at all, and one switch in every conversation lets a person take over. The AI chatbot page explains what the AI knows about your business and your customers before it replies, and the guide on automating appointment booking on WhatsApp walks through the flow from the customer's side.

A booking page in your branding, wherever customers find you

Not every customer wants to chat. The booking page is a branded page with your logo and colours, on your own web address if you like, plus a personal page for each staff member. Customers choose a service and any add-ons, pick a person and a time, answer your questions, pay online or choose to pay on site, and get a confirmation. The time they chose is held for ten minutes while they finish, so two people cannot take the same slot. Self-service links let them view, move or cancel the booking later, no account needed, within the rules you set.

Put the page on your website as a section or a button, in your Instagram bio, or paste the link into a WhatsApp message when the AI or a colleague is chatting with someone. It follows the visitor's light or dark mode and speaks English, German and Arabic.

Services that match how you actually work

Many booking tools force everything into a flat list of services. In Convelly, each service carries the details that make a real working day run smoothly:

• Categories, duration, price, colour and picture, plus time before or after each appointment for cleanup or travel.
• How you get paid, per service: free, paid in full, or a deposit as a fixed amount or a percentage. Take payment online by card, in person, or let the customer choose.
• Group sessions such as classes or workshops, with a maximum number of places, sold seat by seat, with a check-in list.
• Add-ons that suggest or require companion services, such as a cut with a colour, or a consultation before a treatment.
• Your own booking questions, per business or per service: text, choices, file upload, "I agree to the terms", and more.
• Rules: minimum notice, how far ahead people may book, the cancellation deadline, whether customers may cancel or move a booking themselves, and whether a booking needs your approval first.
• Limits, for example one active appointment per customer or a maximum number per day for a service, and discount codes, percentage or fixed, with usage limits and expiry.

Staff, rooms and working hours, without double bookings

Choose who can do each service. Customers can pick a person, you can have someone assigned automatically, or you can offer both. Rooms and equipment work the same way: treatment rooms, chairs, machines, vehicles. A service can need one or more of them, and Convelly assigns them in turns, to the least busy, or in your order of preference, so two treatments that need the same machine are never booked at the same time. Working hours are weekly schedules you can reuse for people, services and rooms, each in its own timezone, with breaks, days off, holidays and one-off extra hours. A service can have different hours from the person who does it, which is how a Saturday-only treatment lives alongside a stylist who works all week.

If several stylists, therapists or trainers work with you, the guide on scheduling multiple staff and resources without double bookings shows how to set this up so the calendar stays honest.

Deposits, payments and refunds that keep the record right

Card payments run through Stripe, with deposits, remaining balances, and cash payments recorded by staff, so a booking always shows what was paid and how. A deposit is asked for at booking time, in the chat as well as on the page. If you refund a customer, the refund is noted on the booking, so the record stays right and the AI knows about it the next time that customer writes. Discount codes are checked when the price is shown and used up only when the booking is confirmed, so an abandoned booking never uses up a code.

A deposit is the most reliable way to make a booking feel real to the person who made it. The guide on taking payments at booking with deposits and Stripe helps you choose between full payment, a deposit and pay-on-site, and the piece on reducing no-shows with reminders and deposits explains when a deposit helps and when it puts people off. For payments that are not tied to a booking, your team can also pick a product and drop a payment link straight into the conversation, as described in taking Stripe payments from inside a chat.

One calendar for the team, with the views you need

The calendar has day, week and month views, a team view with one column per person, and a room view. Drag an appointment to move it, or stretch it to change its length. Every booking has a status: waiting for approval, confirmed, completed, cancelled, or no-show. Block time for anything that is not a booking, such as a lunch break or a supplier visit. Group sessions can be moved as a whole, and you check people in from the session itself. Walk-ins and phone bookings are added by hand, for existing customers or new ones, so the calendar shows the real day, not just the online part of it.

Because statuses are recorded, you always know which bookings were completed, cancelled or missed. If you want to decide what to do with that information, the guide on which booking numbers are worth tracking is a good place to start, and the pillar on running a booking calendar that fills itself covers the wider picture, from capacity to seasonal demand.

Video appointments and gym software, built in

A consultation does not have to happen in the treatment room. Video appointments happen inside Convelly: a screen to test camera and microphone first, a waiting room you control, screen sharing, and guests join by link without an account. Mark a service as a video service and its meeting is created automatically, with the link going into the reminder. Businesses that run on Magicline can let the AI and the team book member sessions and trial sessions directly in Magicline, and those bookings show up in Convelly's calendar too.

The owner of Das Studio put it this way in the Das Studio case study:

“

I do hair, not phone tag. Clients book themselves now, and my evenings are mine again.

— Owner, Das Studio

After the booking: reminders where people actually read them

A booking is only worth something if the customer turns up. Convelly sends appointment reminders on WhatsApp, in the same chat the customer used to book, at the times you choose, in your own wording per service, with the service, time, person, price and the links to move or cancel filled in automatically. A WhatsApp reminder can be answered: "running late" or "can we do 5 instead of 4?" comes straight back to your inbox, and the freed slot can go to someone else. Cancelled bookings stop their reminders on their own. And because statuses drive automations, a no-show can start a "we missed you" message and an AI follow-up whose only goal is to rebook, and a completed appointment can trigger "time for your next visit?" weeks later.

Set up with Elly, and no commission, ever

You do not have to click through settings to get started. Tell Elly, your assistant in Convelly, "add a 45-minute deep tissue massage at 80 euros with a 20-euro deposit, and let the AI book it", and Elly proposes the service with its questions, reminders and limits for you to approve. Elly can also set up staff, rooms, working hours, days off, discount codes and the booking page. Convelly takes no commission on bookings, ever, and your customer list stays yours to export whenever you want. Plans are on the pricing page.