Automate Appointment Booking for Salons & Spas with Pabbly Chatflow

Learn how to automate appointment booking for salons and spas using Pabbly Chatflow and Pabbly Chatflow, integrating various applications seamlessly. Master conversational marketing with practical techniques for creating chatbots that engage visitors at exactly the right moment in their journey.

Watch Step By Step Video Tutorial Below

Creating a WhatsApp Chatbot with Pabbly Chatflow

To automate appointment booking for salons and spas, we will start by creating a WhatsApp chatbot using Pabbly Chatflow. This chatbot will enable clients to book appointments, receive confirmations, and check availability through WhatsApp. Begin by accessing Pabbly Chatflow at Pabbly.com/chatflow.

Once on the landing page, existing users can sign in, while new users may sign up for a free account. After signing in, navigate to the dashboard, where you can see your connected WhatsApp numbers. Click on the ‘Add WhatsApp Number’ button to connect your WhatsApp account. Choose either WhatsApp Connect or Manual Token Connect based on your preference.

Building Your Chatbot Flow in Pabbly Chatflow

After connecting your WhatsApp number, the next step is to create the flow for your chatbot in Pabbly Chatflow. Click on ‘Flows’ in the sidebar and then select the ‘Add Flow’ button. Name your flow, such as ‘Automate Appointment Bookings for Salons and Spas.’ This name will help you identify the flow later.

For the trigger event, select ‘Keyword Rejects Match’ to initiate the workflow when a user types a specific keyword like ‘book appointment.’ This keyword will act as the starting point for your chatbot interactions. Once you have set up the trigger, proceed to create the initial welcome message that will greet users when they initiate a conversation.

• Select ‘Text Button’ to create your welcome message.
• Add buttons for ‘Book Appointment’ and ‘Service Menu’ to guide user interactions.
• Make sure to save your flow after adding these elements.

After setting up the buttons, you can connect the ‘Book Appointment’ button to a series of questions that will gather necessary information from the user, such as their full name, preferred date, time, and service type.

Gathering User Information via Pabbly Chatflow

Once your buttons are set up, the next step is to gather user information through Pabbly Chatflow. When a user selects the ‘Book Appointment’ button, prompt them to provide their full name, preferred date, and time. Use the ‘Ask Question’ action to create these prompts, ensuring to map the responses to custom fields for easy data collection.

For each question, you can set the format to match the expected input type. For example, the date question should have a date format to ensure users select a valid date. After collecting the necessary information, the chatbot will confirm the appointment details back to the user.

• Ask for the full name and map it to a custom field.
• Follow up with questions for the preferred date and time.
• Finally, ask for the service type the user wishes to book.

Once all information is collected, the chatbot will send a confirmation message summarizing the appointment details, ensuring the user feels acknowledged and informed.

Integrating Google Sheets with Pabbly Connect

To store the appointment details collected through Pabbly Chatflow, you will need to integrate Google Sheets using Pabbly Connect. Start by creating a new workflow in Pabbly Connect and select Pabbly Chatflow as the trigger app. Choose the trigger event as ‘New Message Received’ to initiate the workflow when a new message is captured.

After configuring the trigger, you will receive a webhook URL that needs to be pasted into the API request section of your Pabbly Chatflow flow. This connection allows the details gathered from the chatbot to be sent directly to your Google Sheets.

Paste the webhook URL from Pabbly Connect into your API request. Set the method to POST to send data to Google Sheets. Map the collected fields (full name, date, time, service) to your Google Sheets columns.

Test the integration to ensure that the data is being received correctly in Google Sheets. This step is crucial for maintaining accurate appointment records and enhancing your business operations.

Finalizing Your Chatbot in Pabbly Chatflow

After successfully integrating Google Sheets with Pabbly Connect, return to Pabbly Chatflow to finalize your chatbot. Add a fallback status message that acknowledges the user’s appointment confirmation, including the details they provided. This message enhances user experience by personalizing the interaction.

Additionally, set up the ‘Service Menu’ button to display a list of services offered by your salon or spa. You can include images and pricing information to make it visually appealing. Ensure that each service item includes a button to book an appointment, linking back to the initial question flow.

Create a confirmation message that includes the user’s details. Add a service list with buttons for booking appointments. Save your flow to ensure all changes are applied.

Once you have completed these steps, your WhatsApp chatbot will be fully functional, allowing clients to book appointments effortlessly while providing a seamless experience.

Conclusion

In this tutorial, we learned how to automate appointment booking for salons and spas using Pabbly Chatflow and Pabbly Connect. By creating a WhatsApp chatbot, you can enhance customer experience and streamline appointment management effectively. Implement these steps to set up your own automated system today.