Latenode
OpenAI GPT Assistants
Apify
Google sheets
Cal.com
WhatsApp Personal Account
Smsapi

Schedule client appointments via WhatsApp, sync with Cal.com and SMS

This automated WhatsApp booking system is designed for solo entrepreneurs, consultants, coaches, clinics, and any business that handles client appointments.

It utilizes a conversational AI assistant to engage with users, integrates with the Cal.com scheduling platform to check availability, and sends SMS reminders to clients without the need for live agents. The workflow captures incoming WhatsApp messages, collects booking details, creates new prospect records, schedules appointments in Cal.com, and sends automated SMS reminders for upcoming sessions. This AI-powered system aims to streamline the entire booking experience for both the business and the client.

Updated Apr 6, 2026Est. run: 26sEst. cost: $0.0703
How Latenode estimates time and cost

Latenode bills workflow runs in credits: 1 credit = 30 seconds of processing. Minimum charge per run depends on your plan. Plug-and-Play (PnP) AI nodes are billed separately—each PnP token is $1 USD, charged pay-as-you-go at vendor cost plus a small processing fee, with no API keys required.

Full pricing — how credits work →
AI agents & chatbots

Workflow preview

What this template does

  • Captures incoming WhatsApp messages and collects booking details from users
  • Integrates with Cal.com to check availability and schedule new appointments
  • Sends automated SMS reminders to clients before their upcoming sessions
  • Creates new prospect records in a connected Google Sheets spreadsheet
  • Utilizes a GPT-4 assistant to engage with users in a conversational manner

How it works

1
Trigger

Capture Incoming WhatsApp Messages

The system listens for new messages on the WhatsApp webhook, capturing any incoming requests from clients.

2
Logic

Confirm vs. Chat Flow

The system checks if the incoming message contains the word 'confirm' to determine if the user is confirming a booking or starting a new conversation.

3
AI

Engage AI Booking Assistant

If it's a new booking request, the conversational AI assistant collects the necessary details from the user, such as their name, email, and the service they would like to book.

4
Action

Fetch Available Time Slots

The system checks the availability of appointment times via the Cal.com API and presents the user with the open slots.

5
Action

Create New Prospect

The user's details are logged as a new prospect in a Google Sheet to maintain a record of incoming booking requests.

6
Action

Update Prospect with Booking

Once the user selects a time slot, the prospect record is updated with the confirmed booking details.

7
Action

Schedule Booking

The selected appointment time is then created in the Cal.com calendar system.

8
Action

Send Booking Confirmation

The user is sent a WhatsApp message confirming the details of their booked appointment.

9
Trigger

Check Upcoming Appointments

A recurring task is triggered to check for any appointments scheduled within the next 2 hours.

10
Action

Retrieve Upcoming Appointments

The system loads the upcoming appointments from the Google Sheet.

11
Logic

Filter Appointments Within 2 Hours

The system only processes appointments that are scheduled to take place within the next 2 hours.

12
Action

Send SMS Reminder

For each upcoming appointment, an SMS reminder is sent to the client.

13
Action

Mark SMS as Sent

The prospect record is updated to indicate that the SMS reminder has been successfully sent.

Setup guide

1

Add WhatsApp Integration

1. In the Latenode Credentials panel, add a new credential for the 'WhatsApp Personal Account' integration. Enter your WhatsApp Business API credentials. 2. In the Latenode visual builder, add a 'WhatsApp Trigger' node and configure it to listen for incoming WhatsApp messages.

2

Connect Cal.com Integration

1. In the Latenode Credentials panel, add a new credential for the 'Cal.com' integration. Enter your Cal.com API token. 2. In the Latenode visual builder, add a 'Cal.com' node and configure it to fetch available time slots and create new bookings.

3

Set up OpenAI GPT-4 Integration

1. In the Latenode Credentials panel, add a new credential for the 'OpenAI GPT Assistants' integration. Enter your OpenAI API key. 2. In the Latenode visual builder, add an 'OpenAI GPT Chat Model' node and configure it to handle the conversational booking flow.

4

Configure Google Sheets Integration

1. In the Latenode Credentials panel, add a new credential for the 'Google Sheets' integration. Authorize Latenode to access your Google Sheets. 2. In the Latenode visual builder, add a 'Google Sheets' node and configure it to create new prospect records and update booking details.

5

Set up SMS Sending

1. In the Latenode Credentials panel, add a new credential for the 'SMS API' integration. Enter your SMS77 API credentials. 2. In the Latenode visual builder, add an 'SMS77' node and configure it to send SMS reminders for upcoming appointments.

Requirements

Connect your WhatsApp Business API account to enable two-way messaging with customers
Integrate your Cal.com account to manage appointment scheduling and availability
Obtain an OpenAI API key to leverage the GPT-4 assistant for conversational interactions
Set up an Apify account and crawler to handle incoming WhatsApp messages and booking requests

FAQ

Common questions about this template

Each run uses credits on your Latenode plan. We charge for processing time (1 credit = 30 seconds). Your actual cost depends on your plan and how long the run takes. See pricing plans for plans and how credits work.
Contact support →

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