Free WhatsApp Appointment Booking System (2026 Setup Guide)

How it works

1. A client writes to your WhatsApp number, for example "book" or "appointment".
2. The bot replies with a short message and a link to your booking page.
3. The client opens the page, picks a service and a specialist, chooses a free time and books.
4. The booking appears in your calendar in Mavibot, and a notification arrives in the dialog.
5. Mavibot sends the client a reminder before the appointment.

Step 1. Connect WhatsApp

In Mavibot, open Channels in the left menu and click WhatsApp Business API to connect your number through the official WhatsApp Business API. It takes about 10 minutes and needs a WhatsApp Business account linked to a verified phone number. The official API keeps your account within WhatsApp's terms, unlike unofficial automation tools that risk a ban.

If you don't have a Mavibot account yet, sign up. On the project creation screen there is a field for a promo code at the bottom. Enter MAVI10 there to get 10 days of the top plan free.

Step 2. Add your services and schedule

Open Services in the left menu. Everything the booking page shows comes from here.

1. Create a branch. Enter its name and address (both are required) and choose the currency used for prices in the bot and in the widget. If you work online, write "Online" as the address.
2. Add your services. Group them in categories with Create a category, then add each service with Create a booking. For every service you set the duration, the price, whether it can be booked online and, for group classes, the capacity.
3. Add your specialists. On the Specialists tab create each employee, assign the services they provide and open Working hours. Choose a schedule template (for example 5 working days, then 2 days off), the working hours and how many weeks ahead to fill, then click Fill out and save the schedule.

More detail is in the branch settings documentation.

Step 3. Create the booking widget

1. Open Widgets in the left menu and click Online Booking Widget.
2. On the Main information tab, enter the widget name and select the branch whose services and staff it should show. You can add links to a privacy policy and a data consent.
3. In the appearance settings you can add a company name and a logo, a title and subtitle, choose the colors and dim the site behind the widget. The buttons say "Select services" and "Select specialist" by default, and you can change the text.
4. If you track conversions, add your Facebook Pixel, Google Analytics or Metrica ID on the Analytics tab.

Step 4. Put the widget on a page

The simplest way is a one-section page built in Mavibot:

1. In the Sites section, create a site and open it in the editor.
2. Add the Online Booking section and, if you have several widgets, choose the one you need.
3. Save the site. Then open the Sites tab and copy the site link. This is the link your bot will send.

If you already have your own website, copy the widget script after saving the widget and paste it into your page. For a site not built in Mavibot, also enter the element class in the field provided.

The same page works in Telegram as a Web App button. See the documentation on online booking with Telegram Mini Apps.

Step 5. Build the WhatsApp bot

In the chatbot builder, create a flow for your WhatsApp channel. It needs only three blocks:

1. A Start block that reacts to words such as "book" or "appointment" and sends a short greeting: "Hello! I can help you book an appointment."
2. A Chat block that runs one second later (you set the delay on the arrow between the blocks). It sends the link: "Choose a service and a convenient time on this page:" followed by the booking page link from Step 4.
3. A second Chat block with an ordinary message that invites the client to ask a question about prices, opening hours or services.

, Chat with the link, and the closing Chat message; the link in the second block should be your site link from Step 4)

Open the link yourself, book a test appointment and check that it shows up in your calendar.

Step 6. Set up reminders

In the Services section, open the Notifications tab and switch on Enable client notifications. Then choose how to reach the client: by email, by messengers (the reminder goes to the client in their messenger, such as WhatsApp) or both. Set the rules: you can send a message Immediately after booking, Before a service (enter the hours and minutes, for example 2 hours) and If booking is cancelled. Click Save. Write the text once, and Mavibot sends it for every booking.

Where you see your bookings

In the Services section, choose a branch and click the calendar icon next to its name. You see the schedule of every employee with individual and group bookings, and you can zoom the day into 10, 20 or 30 minute intervals. To add a client by hand, click a free slot, enter the client's details and choose the service. A message about each new booking also arrives in the client's dialog in Dialogs.

Who it suits

Businesses where clients already write in WhatsApp and book a time: salons and barbershops, clinics and therapists, trainers, tutors, consultants and coaches. To bring past clients back, send them a WhatsApp broadcast.

Start your WhatsApp booking

Start free, enter the promo code MAVI10 on the project creation screen for 10 days of the top plan, add your services and send your first booking link.

Frequently asked questions

Is WhatsApp booking free to set up?

Yes. Mavibot has a free plan that includes booking and widgets, so you can add services, set a schedule and create the widget without paying. You need WhatsApp Business API access, and some API providers charge a small per-message fee for higher volumes. New accounts also get 3 days of the top plan, or 10 days with the promo code MAVI10.

Do clients book inside the WhatsApp chat?

Clients start in WhatsApp, and the bot replies with a link. They pick a service and a time on the booking page and confirm there.

Can I use the booking widget on my own website?

Yes. After you save the widget, copy its script and paste it into your page. If the site isn't built in Mavibot, also enter the element class.

Does the client get a reminder in WhatsApp?

Yes. In the Notifications tab of the Services section you choose the channel and the timing, either right after the booking or a set time before the appointment.

Where do I see the bookings?

In the Services section. Choose a branch and click the calendar icon to see each employee's individual and group bookings. A message about each new booking also arrives in the client's dialog.

Can I use the same booking page in Telegram?

Yes. The page can be opened from a Telegram Web App button. See the documentation on online booking with Telegram Mini Apps.