On bookingUtility
booking_confirm_v1Confirmed, {{first_name}}: {{meeting}} with {{staff}} on {{date}} at {{time}}. {{location_or_link}}
SALES USE CASE
Get the meeting booked, then get them there.
Invite leads to book a consultation, confirm it instantly and remind them before the meeting, all on WhatsApp.
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9:41
Today
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Confirmed, Sarah: site visit with Dr Lee on Mon 12 Oct at 9:30 am. 12 Bay St, Brighton
10:02 amCan we make it 11?
10:14 am ✓✓Done, 11am tomorrow. See you then.
10:15 amMessage
Web form · Consult enquiry
Illustrative example. Names and details are made up.
FOR APPOINTMENT-LED BUSINESSES
Turn enquiries into booked consults.
Each new enquiry gets a prompt reply with the next available step.
- Team
- Sales
- Starts from
- Google Sheets · Zapier
- Goal
- More consultations booked and attended.
- Meta category
- Utility
IN PRACTICE
Getting a meeting booked is half the battle; getting the person to show up is the other half. Confirm the booking instantly with who, when and where, remind them the day before and an hour before, and let them reschedule by replying instead of vanishing.
THE JOURNEY
How it runs.
- Starts when
- A booking appears in your sheet (from your calendar or booking tool through Zapier), or a lead is marked “ready to book”.
- Stops when
- Meeting takes place, is cancelled, or the customer opts out.
- Invite Send your booking link to leads ready to meet.
- Confirm When booked, confirm the time, place and who they’re meeting.
- Remind A reminder the day before and a short one an hour before.
- Follow up After the meeting, the salesperson’s next step.
SHEET TRIGGERNew Sheet Row
SEND MESSAGEbooking_confirm_v1
END FLOWEnd Flow
Styled like ConvoHut’s flow builder. Every node is editable.
THE FULL PLAYBOOK
Everything you need to launch it.
The exact messages, the sheet, the build and the rules.
Day before (due list)Utility
booking_reminder_v1Reminder: {{meeting}} with {{staff}} tomorrow at {{time}}. Need to change it? Just reply.
ConfirmReschedule
Template names and wording are examples. Write in your own voice and submit templates to Meta for approval; Meta confirms the category.
Consultation and demo bookings · example sheet
| A | B | C | D | E | F | |
|---|---|---|---|---|---|---|
| 1 | first_name | phone | meeting | staff | date | time |
| 2 | Raj | +61 4•• ••• | Finance review | Emma | Thu 2 Oct | 10:00am |
| 3 | Sue | +61 4•• ••• | Design consult | Leo | Thu 2 Oct | 2:00pm |
| 4 | Ivy | +61 4•• ••• | Demo | Kai | Fri 3 Oct | 11:00am |
Only the phone column is required. The highlighted row is the newest: adding it starts the journey. Example data only.
- TriggerNew Sheet Row
Bookings from your calendar tool via Zapier.
- Send Messagebooking_confirm_v1
- End Flow
- TriggerNew Sheet Row
A “tomorrow’s meetings” tab.
- Send Messagebooking_reminder_v1
- Wait for ReplyTimeout: 12 hours
- Notify MeOn reply
Reschedule requests go to the organiser.
- End Flow
On reply
Reschedule requests alert the organiser, who updates the calendar.
On timeout
No reply means no action; the meeting stands.
On opt-out
The contact leaves the journey straight away and is excluded from future marketing messages.
Mistakes to avoid
- Missing the time zone or video link.
- Only one reminder, a week out.
- Making people call to reschedule.
The moment
A lead agreed to a consultation but never picked a time.
Scheduling back-and-forth kills momentum, and booked consultations still get forgotten.
Data you need
- First name
- WhatsApp number
- Meeting date and time
- Location or video link
- Staff member
Measure
- Booking link clicks
- Consultations booked
- Attendance rate
- Reschedule requests handled
Good practice
- Always include the time zone and the link or address.
- Let people reschedule by replying.
- Remind twice.
Works for
Free PDF- Brokers and advisers
- Software demos
- Design and renovation consultations
- Clinics’ initial appointments
Consultation and demo bookings playbook
Journey, sample messages, setup checklist and metrics.
Download ↓FAQ
Questions.
Does ConvoHut have a calendar?
No. Keep using your booking tool; ConvoHut sends the confirmations and reminders from each booking.
Can someone reschedule by replying?
Their reply lands in your inbox and alerts your team, who can change the booking.
Who owns the number and the data?
You do. ConvoHut connects to your own WhatsApp Business Account, and Meta bills messages to you with no ConvoHut markup.
RELATED
Often used together.
Support
Appointment confirmations and reminders
Confirm bookings and remind customers before appointments, with an easy way to confirm or reschedule by reply.
Google Sheets · Zapier · Contact importSee the journey →SalesLead qualification
Ask new leads two or three quick questions on WhatsApp, branch on their answers, and send the hottest leads straight to a salesperson.
Google Sheets · ZapierSee the journey →SupportNo-show and cancellation recovery
When someone misses or cancels an appointment, send a kind message offering a new time, before they drift away.
Google Sheets · ZapierSee the journey →IN THE APP
How this runs in ConvoHut.
A new row or form entry starts the journey, then replies decide the next step.
A journey running step by step
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