How To Use WhatsApp Flows for Seamless Appointment Booking in Tekmatix

Want to boost your booking rates while offering your clients a smooth, familiar experience? With WhatsApp Flows for Appointment Booking, you can now guide your leads through the scheduling process without ever leaving a conversation.

This step-by-step guide shows you how to create, send, and automate WhatsApp Flows using Tekmatix, along with a practical example to help you put it to work.

Why This Matters

Using WhatsApp Flows for booking reduces friction, keeps users engaged, and eliminates the need to switch platforms. The experience is:

• Fast – Loads directly inside WhatsApp
  

• Familiar – No new apps or tabs
  

• Free – First 1,000 service conversations monthly are free

Step-by-Step: Set Up WhatsApp Appointment Booking Flows

Step 1: Create the Appointment Booking Flow

1. Go to Settings > WhatsApp > Flows

2. Click Create New Flow

   

3. Add a Flow Name
   

4. Select a Calendar for bookings
   

5. Click Next

⚠️ Only calendars without payment collection enabled can be used for WhatsApp Flows.

Step 2: Design the Flow

1. Arrange default form fields (e.g., Name, Email, Time Zone)
   

2. Add custom content:

   • Header
     

   • Body
     

   • Footer
     

   • Button Text
     

3. Click Publish
   

Step 3: Connect the Flow to a WhatsApp Template

1. Go to WhatsApp > Templates > Create Template
   

2. Enter template details:

   • Template Name
     

   • Category & Language
     

   • Header, Body, Footer
     

3. Add a Button

   • Choose Flow
     

   • Select the flow you created
     

How to Send WhatsApp Flows Automatically

Option 1: Through a WhatsApp Template in a Workflow

1. Go to Automated Workflows > Workflows > + Create Workflow > + Start from Scratch
   

2. Add a WhatsApp Action
   

3. Select your pre-approved WhatsApp template with a flow
   

4. Save the action
   

Option 2: Inside an Open Conversation (Free Message!)

1. Go to Automated Workflows  > + Create Workflow
   

2. Add a WhatsApp: Customer Service Window Check
   

3. Under the “Open” branch:

   • Add WhatsApp: Send Flow
     

   • Choose your booking flow
     

4. Save

📝 This method lets you send flows during active chats at no extra cost.

Sample Use Case: Booking Strategy Calls from a Lead Magnet Funnel

Let’s say your lead magnet funnel collects phone numbers via a form.

Instead of redirecting users to a calendar page, you:

• Trigger a WhatsApp Flow using a template once the form is submitted
  

• The user receives a message like:
  
  “Hi Tania! Ready to book your free strategy call? Tap below to schedule a time.”
  [📅 Book Now]
  

• The flow launches inside WhatsApp with pre-filled name and email
  

• Tania completes the booking in seconds—without leaving the chat

Result: Higher completion rate and a seamless brand experience

Limitations to Keep in Mind

• No payment processing: Calendars with payment-enabled cannot be used
  

• No recurring bookings
  

• No guest booking
  

• Only default fields supported (no custom form fields)
  

• COEX Integrations not supported (Meta restriction)
  

FAQs

Q: Are WhatsApp Flows free?
Yes! The first 1,000 service conversations per month are free. Beyond that, Meta charges apply.

Q: Can I use this with a recurring calendar?
Not yet. Recurring events are not supported within WhatsApp Flows.

Q: Can I send the flow in real-time chats?
Yes. Use the Customer Service Window path to send flows during active chats without charge.