Missed calls at the front desk
When reception is busy with walk-ins, the phone rings out, and the caller books somewhere else.
Clinics, salons, diagnostics & studios
Every booking request answered, booked and reminded
waca.ai calls back booking requests within a minute, offers only times that are really free in your Google Calendar, books the one your patient or client picks, and sends WhatsApp reminders before the visit.
Google Calendar per doctor or stylistReminders 24 h and 2 h beforeFree to build and test
The problem
Why appointment slots go empty
Front desks juggle walk-ins, phones and WhatsApp at the same time. The bookings that slip are rarely the ones you see.
Form requests that go cold
A website, ad or Instagram booking request that waits hours for a call back often never turns into a visit.
No-shows and late cancellations
Without a reminder the day before and on the day, empty chairs and doctor slots are simply lost.
Double bookings
Paper diaries and WhatsApp threads make it easy to promise the same slot to two people.
Example, not a benchmark
A clinic with three doctors keeps one Google Calendar per doctor. Each agent books only into its own calendar and offers only the times that are actually free.
How it works
Live in 5 steps
Connect Google Calendar
Sign in with Google and pick the calendar for each doctor, stylist or room. Set slot length, working hours and how many bookings can share a time.
Requests come in
A website form, an ad lead, an Instagram DM, a WhatsApp message or a phone call starts the booking.
The AI offers real slots
The agent checks the calendar and offers up to three free times, in Hindi or English. It never invents a time.
Booked and confirmed
The appointment goes into your calendar, and the customer gets a WhatsApp with the time, address and booking ID.
Reminders and rebooking
Reminders go out 24 hours and 2 hours before. A cancellation gets an offer of a new time; after the visit, a feedback and review message.
Sample conversation
Hear how the agent talks
Booking call · fictional clinic “Smile Care Dental”. Illustrative transcript; your agent uses your business name, script and data.
Website request: dental cleaning · preferred day: tomorrow
- AI agent
Namaste Arjun ji, main Ananya, Smile Care Dental se bol rahi hoon. Aapne dental cleaning ke appointment ke liye request kiya tha.
- Customer
Haan ji. Kal ho sakta hai kya? Shaam ko better rahega.
- System
Google Calendar → free: tomorrow 4:30 PM · 6:00 PM · Saturday 10:00 AM
- AI agent
Kal shaam do slot free hain: 4:30 baje ya 6 baje. Ya Saturday subah 10 baje. Kaunsa theek rahega?
- Customer
4:30 wala kar dijiye.
- AI agent
Done! Kal 4:30 PM, dental cleaning, book ho gaya. Address aur booking ID WhatsApp pe bhej rahi hoon. Ek din pehle reminder bhi aayega.
Event created in the doctor’s Google Calendar · WhatsApp confirmation · reminders scheduled
The journey
What happens, step by step
Every box is a step you can edit in the journey builder.
Integrations
Works with the tools you already use
- Google Calendar
- WhatsApp Business Platform
- Exotel
- Razorpay
- Your own API
Anything else connects through your own API or a webhook.
What’s included
Built for this job
Live free-slot check
Every offer comes from the calendar at that moment, so two callers can’t get the same slot.
One calendar per person
Separate calendars per doctor, stylist or room, and a limit on bookings at the same time.
Reschedule and cancel
Customers can find, move or cancel their appointment on a call or on WhatsApp.
WhatsApp reminders
24-hour and 2-hour reminders with Yes / Reschedule buttons.
Urgent words go to a person
You choose words like pain, bleeding or swelling. When one comes up, the agent hands over to your team instead of booking. It gives no medical advice.
Deposits when you want them
For high-value bookings such as a bridal trial, the agent can send a Razorpay UPI payment link.
Feedback after the visit
A thank-you message with your Google review link, and a “book again” nudge where it makes sense.
Recording and transcript
Every booking call is recorded and transcribed for your front desk.
Pricing
Pay for what you use, from a prepaid wallet
You pay for the booking and reminder calls that connect and the WhatsApp reminders sent. Calendar sync costs nothing extra.
- Free to buildAgents, journeys and every Test lab rehearsal cost ₹0. You pay only once real customers are talking to your agent.
- Prepaid ₹ walletRecharge online and usage draws the wallet down. Every recharge comes with a GST invoice.
- Pay per useAI calls are billed per call, for the minutes actually connected. WhatsApp messages are charged by Meta’s message category.
- Plans are optionalFor steady volume, a monthly plan can include call minutes and AI messages. Rates are shown on your Billing page before you go live.
Do I need Google Calendar?
It’s the quickest way: each agent books straight into the calendar you choose. If you already use booking software with an API, the agent can ask it for free slots and make the booking there instead.
Can it handle several doctors or stylists?
Yes. Use a separate calendar for each person or chair, and set how many bookings can share the same time.
How do reminders work?
Reminder journeys send a WhatsApp 24 hours and 2 hours before the appointment, with Yes / Reschedule buttons. A reschedule reply gets new free times.
What if a patient describes an emergency?
You set urgent words such as pain, bleeding or swelling. When they come up, the agent stops booking and hands the conversation to your team straight away. It does not give medical advice.
Can customers book on WhatsApp too?
Yes. The same agent books on calls and on WhatsApp (and Instagram DMs for salons) using the same calendar.
Can I take an advance for some services?
Yes. For bookings where you want a deposit, the agent can send a Razorpay UPI payment link and your team sees when it’s paid.
More ways to use waca.ai
Your process is a little different?
Describe what you want to automate and how you handle it today. A person on our team replies on WhatsApp within one working day.
Contact us now
Tell us a little about your business. A person on our team reads every enquiry and replies on WhatsApp within one working day.
What happens next
- A person reads itNot an auto-responder. Someone on our team reviews your note.
- We WhatsApp you within 1 working dayWith a suggested first journey for your channels, languages and tools.
- You rehearse it for freeTry it in the Test lab with your own scenarios before paying anything.
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