Who This Is For / When to Use
Businesses that want to reduce booking drop-offs by keeping scheduling inside WhatsApp
Teams using Kyrios calendars for 1:1 appointment booking
Accounts sending WhatsApp templates, workflows, or responding within the customer service window
What Are WhatsApp Flows for Appointment Booking
WhatsApp Flows are structured, step-by-step experiences that guide a customer through selecting a date, time, and required details without leaving WhatsApp.
Each flow connects to one Kyrios calendar and shows real-time availability.
Key Capabilities
Interactive, guided booking inside WhatsApp
Real-time calendar availability (no outdated slots)
Pre-filled default fields (name, email, phone, time zone)
Faster experience than redirecting to external booking pages
Reduced drop-offs by keeping users in WhatsApp
Important Limitations (Read Before Setup)
Payments are not supported
Calendars with payments enabled cannot be used in WhatsApp Flows.Only default form fields are supported
Custom fields must be collected manually.Recurring events are not supported
Collective and Class calendars are not supported
Guest booking is not supported
Each limitation applies independently and should be validated before publishing a flow.
How to Create a WhatsApp Appointment Booking Flow
Step 1: Open WhatsApp Flows
Go to Settings > WhatsApp.
Open the Flows tab.
Click Create New Flow.
Step 2: Name the Flow and Select a Calendar
Enter a Flow Name.
Select the Kyrios calendar to use for bookings.
Continue to the next step.
NOTE: Calendars with payments enabled will show a warning and cannot be used.
Step 3: Review and Arrange Booking Fields
Review the default booking fields (date, time, name, email, phone).
Reorder fields if needed.
Continue once fields are correct.
Step 4: Configure the Flow Message
Add a Header (short introduction).
Write the Body message explaining the booking.
(Optional) Add a Footer.
Review the live preview.
Step 5: Publish the Flow
Review all steps.
Click Publish to make the flow available.
How to Send a WhatsApp Flow Using Templates
Step 1: Create a WhatsApp Template
Go to WhatsApp > Templates.
Click Create Template.
Enter:
Template name (lowercase, underscores only)
Category
Language
Step 2: Add Content to the Template
Configure the header (text, image, video, document, or location).
Add the body message.
(Optional) Add a footer.
Step 3: Attach the Flow to a Button
Add a Call-to-Action button.
Set button type to Flow.
Select the appointment booking WhatsApp Flow.
Save and submit the template for approval.
How to Send a WhatsApp Flow Using Workflows
Option 1: Send via WhatsApp Template in a Workflow
Step 1: Create a Workflow
Go to Automations > Workflows.
Click Create Workflow.
Choose Start from Scratch.
Step 2: Add WhatsApp Action
Add a WhatsApp action.
Select the approved template that contains the flow.
Map all required variables.
Save the action.
Option 2: Send from an Open Conversation (Customer Service Window)
This option is recommended when the customer has messaged you within the last 24 hours.
Messages sent within the open customer service window are free utility messages.
Step 1: Add Customer Service Window Check
Create or edit a workflow.
Add WhatsApp: Customer Service Window Check.
Step 2: Send the WhatsApp Flow
Under the Open branch, add WhatsApp: Send Flows.
Select the appointment booking flow.
Configure timeout settings if needed.
Save the action.
Step 3: Review Flow Outcomes
The workflow can branch based on:
Flow completed
Undelivered
Timed out
Common Issues and Fixes
Flow does not appear in templates
Ensure the flow is published and approved.Calendar not selectable
Confirm payments are disabled and the calendar is not collective or class-based.Missing fields in the flow
Only default calendar fields are supported.
FAQ
How do I send a WhatsApp Flow for appointment booking?
You can send it using a WhatsApp template inside a workflow or directly from an open conversation using the Customer Service Window.
Can I personalize the booking experience?
Yes. Default form fields are automatically pre-filled, and template variables can be used to personalize messages.
Are WhatsApp Flows free?
The first 1,000 service conversations per month are free. Standard WhatsApp pricing applies after that.
Can I send a WhatsApp Flow without a workflow?
Yes. You can send it directly within an open conversation if the customer service window is active.
Will customers see outdated availability?
No. The flow uses real-time calendar syncing and only shows available time slots.
What appointment types are not supported?
Payments, recurring events, custom fields, collective calendars, class calendars, and guest bookings are not supported.