Automate Client Appointments and Follow-Ups for Therapy Centers via WhatsApp with Pabbly Chatflow

Learn how to automate therapy center client appointments and follow-ups via WhatsApp using Pabbly Chatflow. Step-by-step guide included. Discover how to design chat experiences that feel personal and responsive while handling customer inquiries automatically around the clock.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Chatflow for Automation

To automate client appointments and follow-ups for therapy centers, you first need to access Pabbly Chatflow. Start by navigating to the official Pabbly Chatflow website, where you can either sign in or create a new account.

If you’re a new user, click on the ‘Sign Up’ button to create your account and receive 100 free credits. Existing users should click on ‘Sign In’. Once logged in, look for the Pabbly Chatflow application and click on the ‘Access Now’ button to proceed.

2. Creating a WhatsApp Chatbot with Pabbly Chatflow

After accessing Pabbly Chatflow, you will arrive at the dashboard. Here, you can manage your WhatsApp numbers and view your credit balance. To create a new WhatsApp chatbot, click on the ‘Flow’ feature, which allows you to design your chatbot using a no-code drag-and-drop builder.

• Click on the ‘+ Add Flow’ button.
• Select the trigger event, such as ‘Keyword/Reaction’.
• Name your chatbot flow appropriately.

Once you have set up the initial trigger, you can start adding responses that the bot will provide when users send specific keywords.

3. Defining Keywords and Responses in Pabbly Chatflow

In Pabbly Chatflow, defining keywords is crucial for the bot to understand user requests. Add keywords such as ‘book appointment’, ‘therapy session’, and ‘counseling’. Each keyword will trigger a specific response from the bot.

After entering your keywords, connect them to a message that prompts users to choose from a list of therapy services. This list can include options like counseling, cognitive therapy, and massage therapy. Ensure that the connection between keywords and responses is seamless to provide a smooth user experience.

4. Capturing Client Details for Appointments

Once the user selects a therapy service, your bot should ask for essential details to complete the appointment booking. Use Pabbly Chatflow to set up a series of questions that capture the appointment date, time, full name, and contact number.

• Ask for the preferred appointment date.
• Request the user’s preferred time for the appointment.
• Collect the user’s full name and contact number for confirmation.

By efficiently capturing these details, Pabbly Chatflow ensures that your therapy center can manage client appointments effectively without manual input.

5. Sending Confirmation Messages and Completing the Flow

After gathering all necessary information, Pabbly Chatflow allows you to send a personalized confirmation message to the user. This message should include the therapy type, appointment date, and time. Use dynamic fields to ensure that the confirmation message reflects the user’s selections accurately.

Finally, save your flow in Pabbly Chatflow to ensure that all settings are applied. Your automated WhatsApp chatbot is now ready to handle therapy appointment bookings efficiently, providing a seamless experience for both clients and staff.

Conclusion

Automating client appointments and follow-ups for therapy centers via WhatsApp using Pabbly Chatflow streamlines the booking process and enhances client satisfaction. By following the steps outlined in this tutorial, you can create an effective chatbot that manages appointments effortlessly.