AI That Books Site Visits, Demos, and Clinic Appointments on WhatsApp — 24/7 in Hindi

An AI scheduling agent handles the complete appointment booking flow autonomously — on WhatsApp, website, or inbound call. When a customer asks for an appointment, the AI checks real-time availability, presents available slots, confirms the booking to your calendar system, sends a WhatsApp confirmation with details and directions, triggers reminders before the appointment, and handles rescheduling or cancellation requests — all without any manual coordination.

Calendly and Zoho Bookings are booking pages — they work if the customer visits a URL, selects a service, picks a slot, and fills out a form. Most Indian customers do not follow that flow. They message your WhatsApp, ask for an appointment in conversation, and expect a response. An AI scheduling agent meets them where they are — on WhatsApp, in Hindi, in a natural conversation — and the calendar booking happens as an outcome of that conversation, not a separate step.

Yes. Our Multi-Resource Scheduling Platform supports multiple service types with different durations (15-minute follow-ups vs. 60-minute consultations), multiple staff members with individual calendars, and routing rules based on service type, location preference, or round-robin assignment. The AI asks the right qualifying questions to determine which service and which resource the customer needs before presenting availability.

The AI offers the next available slot, offers to add the customer to a waitlist (if you enable this), or presents alternative locations or staff members with availability. For businesses with high demand — clinics during flu season, real estate site visits during project launches — the AI also manages a waitlist that auto-fills from cancellations, reducing wasted slots and no-shows.

Yes — this is the primary use case for Indian businesses. A customer messages 'doctor ka appointment chahiye' or 'I want to book a site visit for Saturday' and the AI conducts the full booking conversation in Hindi or English, confirms the slot, and adds it to your calendar. No URL to click, no form to fill — just a natural WhatsApp conversation that ends with a confirmed appointment.

Yes. Using WhatsApp template messages (Meta-approved), the AI sends a confirmation immediately on booking, a 24-hour reminder the day before, a 1-hour reminder on the day, and (optionally) a post-appointment feedback request. For healthcare and real estate, the 24-hour + 1-hour reminder combination reduces no-shows by 35–45% in our deployments.

Yes — rescheduling conversations are fully automated. A customer messages 'please reschedule my appointment' and the AI identifies their existing booking, checks availability for alternative times, presents options, confirms the change to your calendar, and sends a new confirmation. The original slot is automatically freed for other customers. Cancellations follow the same flow with optional refund trigger if a Razorpay deposit was collected.

Yes — for high-value appointments (real estate site visits, high-ticket service consultations), we can add an automated voice reminder call 24 hours before the appointment using our AI Voice Agent module. The AI calls in Hindi or English, confirms the appointment details, and gives the customer an option to reschedule by pressing a key or responding. This combination of WhatsApp text + voice call reminder achieves the lowest no-show rates in our deployments.

Yes. For services where a deposit reduces no-shows (clinics, salons, high-demand site visits), we integrate Razorpay payment link generation into the booking flow. After the customer confirms a slot, the AI sends a Razorpay payment link on WhatsApp, confirms receipt on payment, and the booking is only finalised after payment. Cancellations trigger the refund flow based on your configured refund policy.

Yes. Every booking creates or updates a contact record in Zoho CRM, LeadSquared, or Freshsales — with the customer name, phone, appointment type, date, time, and staff assignment. For real estate and EdTech, this also updates the lead pipeline stage (e.g., from 'contacted' to 'site visit booked'). Sales managers see the booking pipeline in CRM without anyone entering data manually.

Yes. Our Enterprise Scheduling Suite supports up to 5 regional languages — Hindi, Marathi, Tamil, Telugu, Gujarati, Kannada — with automatic language detection at the start of the booking conversation. For businesses with locations in Mumbai, Chennai, and Hyderabad, the AI routes to the appropriate language model based on the customer's phone number prefix or the first message they send.

The AI calendar configuration includes Indian public holidays (national and state-specific) and any custom blocked dates you define. During festival periods, you can configure reduced hours, emergency-only slots, or complete closure — the AI automatically stops offering those slots and informs customers of the next available date. Diwali, Holi, Eid, and other major festival closures can be pre-configured annually.

A focused WhatsApp booking agent (single service, one calendar) goes live in 1–2 weeks. Multi-resource platforms with CRM and Razorpay integration take 3–4 weeks. Enterprise suites with multi-location and multi-language support take 5–7 weeks. The fastest path is to start with one service type, validate the booking flow with real customers, and then expand to multi-service and multi-staff.

We need: API access to your calendar system (Google Calendar or Zoho Bookings), your WhatsApp Business account access (we can set this up), your service list with durations and staff assignments, business hours and holiday schedule, and a 30-minute discovery call to map the booking conversation flow. We handle all technical setup from there.

Yes. After deployment, you manage service types, staff availability, business hours, and holiday schedules through the admin dashboard — no code required. Adding a new doctor, changing a service duration, or blocking dates for Diwali can all be done by a non-technical staff member. For changes to the conversation flow or new integrations, we handle those on retainer.

You get a booking analytics dashboard showing total bookings per day/week, source channel (WhatsApp vs. website), no-show rate, rescheduling rate, drop-off point in the booking conversation (where customers abandon), and revenue collected via Razorpay. Most businesses see booking volume increase 25–40% in the first month as the 24/7 availability captures demand that previously went unbooked outside business hours.

The simplest ROI calculation: count the staff hours spent per week on appointment coordination (calls, WhatsApp replies, reminder messages, reschedule management), multiply by hourly cost, and project monthly savings. For most Indian businesses with 20–50 appointments per day, the AI saves 2–4 hours of coordination time daily — ₹10,000–₹25,000/month in staff time. At a ₹1,80,000 build cost, payback is 7–18 weeks. Secondary ROI: 24/7 availability books appointments that were previously missed outside business hours.

LLM API costs for conversation processing are minimal for scheduling (₹1,500–₹5,000/month for 100–300 bookings/day). WhatsApp message costs (Meta charges per conversation or template message via your BSP) are the main variable cost. FactoryJet charges nothing ongoing unless you choose a maintenance retainer. Google Calendar and Zoho Bookings are free or already part of your existing subscriptions.

Yes — modular expansion is standard. Start with the WhatsApp Booking AI, run it for 4–6 weeks to establish baseline metrics, then add the multi-reminder sequence to reduce no-shows, and Razorpay deposit collection to improve show rate further. Each module is priced at the incremental cost of the addition. Most clients expand to the full reminder + payment module within 60 days of the initial deployment.

Yes. For businesses wanting validation before committing, we offer a 2-week pilot: a WhatsApp booking flow for one service type deployed to your live WhatsApp number. The pilot costs ₹45,000 and is credited against the full project. Seeing real customer booking conversations and the calendar entries they generate is typically the fastest way to build internal confidence in the ROI.