Staff, the AI and customers booked from the same free slots
Online booking and appointment reminders on WhatsApp
Your staff, the AI assistant and customers on your booking page all book into one calendar from the same free slots, so nobody is booked twice. Confirmations and reminders go out by themselves on the channel the customer already uses.
- No double bookings
- A booking page with no login
- Reminders that move with the booking
Clinic and study abroad accounts book in their edition's own diary, built for doctors and counsellors, and don't use this calendar. See the clinic edition
One request, start to finish
A customer books a keratin treatment on the salon's booking link at 07:40
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A booking page Your services and your team, with free times only.
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One calendar Staff, the AI and customers book from the same slots, and clashes are blocked.
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Messages that send themselves Confirmation, reminders, a cancellation notice and an after-appointment message.
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Reminders move too Rescheduling replaces the pending reminders instead of sending duplicates.
01: ONE CALENDAR
Every booking in one calendar, whoever made it
A diary on the reception desk, another in a stylist's phone and a third in WhatsApp is how two customers end up in one chair. RaabtaHQ keeps one calendar for the whole team, with day, week, month and agenda views and a filter for each team member. Bookings made at another desk, by the AI or on your booking page appear without a refresh.
Your timezone, always
Times show in the business's timezone, not the viewer's, so a manager travelling abroad sees the same day as the front desk.
Colour by service or by person
Pick whichever helps you read the day.
Share a week
Any week is a link you can send to a colleague.
Who made it, on every booking
Each booking records whether staff, the AI assistant or the customer made it.
Statuses that close properly
Scheduled, confirmed, completed, no-show and cancelled. A closed booking can't be reopened by accident.
Creating a booking takes the contact, a team member, a booking type, a title, a location, notes and a time. From the booking itself you can reschedule, reassign, edit, cancel with a reason or change status.
02: FREE SLOTS
One set of free times, so nobody is booked twice
Free slots are worked out from each person's working hours, minus their time off, minus existing bookings and the buffer after each one. Daylight-saving changes are handled. The staff picker, the public page and the AI all read that one set of free times, so they never disagree.
Double booking is blocked. The same team member can't be booked twice for overlapping times. Cancelled and no-show bookings free their slot. If two people reach for the same slot, the second sees that the time has just been taken.
Booking types
Named services with a description, colour, duration from 5 to 480 minutes, buffer time after, location and order. Each can be switched on or off, and made bookable by the public or kept for staff.
Working hours
Weekly hours per team member, with several windows in a day, plus one-off time off with an optional reason. Members manage their own hours, and an admin can manage anyone's.
Who can be booked
Mark each member bookable or not, with a public headline and colour. Anyone without working hours is flagged not bookable.
Your rules
Set the slot grid in minutes, the minimum notice before a booking, and how many days ahead customers can book.
For the front desk, that means one less thing to check. Whatever the calendar offers is genuinely free, whether a stylist is picking it, a customer is tapping it on the booking page, or the assistant is quoting it in a chat at midnight.
03: BOOKING PAGE
A booking link customers can use without signing up
Put the link in your Instagram bio, your WhatsApp catalogue or an ad. The customer picks a service, a team member and a free time, then gives their name, phone, and if they like, an email and a note. There's no login and no account.
Only what customers should see
The page shows shopfront details only, with no staff emails and no inactive services.
It finds or creates the contact
The booking matches an existing contact or creates a new one, and lands in the same calendar marked as booked by the customer.
The ad behind the visit is kept
Click ids and campaign tags on the link that brought the visitor are saved for ad tracking.
Your heading, your link
Turn the page on or off, set its heading, copy the link, or make a new one. The old link stops working at once, and you're warned first.
Bring your service list
Send us your services and your team's hours. We'll build your booking page on the demo call.
We reply in under an hour.
04: BOOKED BY THE AI
The assistant books in the chat, from the same free times
Many bookings start as a message at an hour when nobody is at the desk. With the booking tools switched on, the AI assistant finds free times and books in the chat, using the same availability your staff and your booking page use. It quotes times in your local time.
AI bookings are marked as booked by the AI assistant and appear in the calendar straight away. You choose which assistants may use the booking tools, and you can make moving a booking wait for your approval.
05: MESSAGES
Confirmations and reminders that send themselves
People forget appointments, and nobody has time to call every one. Each booking can send four messages, each in your own words.
Booking confirmed
Sent as soon as a booking is made, however it was made.
Booking reminder
Set relative to the start time. Add the rule more than once for several reminders, such as 24 hours and 2 hours before.
Booking cancelled
Lets the customer know the slot is gone.
After the appointment
Sent once the booking is marked completed, for a thank-you, a review request or the next step.
Each rule has an on or off switch, a timing written in plain words, a channel (automatic or one you pick) and a message, a WhatsApp template name, or both. Messages can use the customer's name, your business name, the date, the time, the team member, the service and the location. A missing value is left blank rather than showing a placeholder.
In the chat they already have
Messages go on the customer's existing conversation, on the channel they already use, so a reply lands in your inbox.
Templates for WhatsApp's 24 hours
Outside WhatsApp's 24-hour window, an approved template is needed, which is why each rule can carry a template name.
Moves with the booking
Rescheduling replaces pending reminders, so a customer never gets one for the old time.
A head start
New accounts get three default rules the first time they open booking settings.
A completed booking can also wake an AI trigger, for example to ask how the visit went or to suggest the next appointment. Booking created, cancelled and completed events can go to your other systems through webhooks.
The honest part
What it won't do
Replace a clinic's or consultancy's diary
Core Bookings is for core accounts, and for business setup accounts, which use it for consultations. Aesthetics clinic and study abroad accounts use their edition's own scheduling instead.
Let customers book outside your window
They can only book within the minimum notice and days ahead you set.
Book two people with one team member at once
Overlapping times are blocked for everyone, including the AI.
Send a free-text WhatsApp reminder after 24 hours
Outside WhatsApp's window, the rule's approved template goes instead.
Reopen a closed booking
Completed, no-show and cancelled bookings stay closed. Make a new booking instead.
Works with
This page
Bookings and reminders
- Bookings and reminders
- AI assistantbooks from the same free slots
- Shared inboxmessages land in her existing chat
- Contactsthe booking page creates or finds her
- Reviewsthe after-appointment message can ask for one
- AI that works on its owna completed booking can wake a trigger
- Ad trackingbookings can count as conversions
Questions about bookings
Asked by salons, studios and service teams
We run a clinic. Is this the booking system we'd use?
No. Aesthetics clinic and study abroad accounts use their edition's own scheduling, built for doctors or counsellors. This page describes core Bookings, used by core accounts and by business setup firms for consultations.
Can the AI and my staff double book the same slot?
No. Staff, the AI and the booking page all read the same free times, and the same team member can't be booked twice for overlapping times.
Which channel do reminders go on?
The one the customer already uses, on their existing conversation, unless you pick a specific channel for the rule. On WhatsApp, the rule's approved template is used outside the 24-hour window.
What happens to reminders when I move a booking?
Pending reminders are replaced with ones for the new time, so the customer never gets two.
Can my own website book appointments?
Yes, through the API. Bookings made that way are only accepted at times the free-slot list offers.
Can a booking count as a conversion for my ads?
Yes. Bookings can be reported to Meta and Google as conversions once you switch reporting on.
Book a demo
See your services on a booking page
A 30-minute call. We add your services and your team's hours, make a test booking and show you the reminder arriving on WhatsApp.
- Your booking page
- One calendar for staff, AI and customers
- A reminder moving with the booking
We reply in under an hour.