Appointment businesses
Let the book fill itself while your hands are busy
A customer who can't reach you by phone books the next salon on the list. HeppChat answers instantly: it shows open slots, books the chosen one into the calendar and sends a reminder when the day comes. Your hands stay on the job; the book stays full.
Sound familiar?
The phone rings while your hands are full
You can't pick up mid-blow-dry. Every missed call and unanswered message is an appointment that went somewhere else that day.
A paper book, a phone and memory — three calendars
Who's coming when, which chair is free, wasn't Selin off today? When the information lives in three places, double bookings and forgotten appointments are inevitable.
No-shows leave chairs empty
An appointment nobody was reminded of gets forgotten. Every empty hour is a chair you pay rent on that earns nothing.
How it works
The screens below are from the real panel. How the bot takes a booking and how the team sees its day — this is the flow.
After closing time
The bot shows open slots and books the appointment
A customer writes at night: 'do you have anything tomorrow morning?' The bot checks staff schedules and existing bookings, offers the open slots; the customer picks one, the appointment lands on the calendar and a confirmation goes out. The message can come from WhatsApp, Instagram or Messenger — all in one inbox.
- Open slots are computed from real staff schedules
- Conflicting bookings for the same staff member are structurally impossible
- Service duration and price come from the list you define
In the morning
The day's schedule at a glance
The panel home page lists today's appointments; the calendar view shows the week per staff member. Walk-ins and phone bookings go into the same calendar from the panel — one source, no clashes.
- Calendar, list and staff views on one page
- Walk-in and phone bookings added from the panel
- Cancellations and no-shows are tracked in reports
As the appointment approaches
The reminder goes out; changes are handled in chat
The bot reminds the customer. If they ask to move the time and a slot is open, it rebooks; if the schedule is full, it hands the conversation to your team — the customer is never left unanswered.
- Reminders are sent automatically
- Rescheduling and cancellation happen in the same chat
- When the bot can't resolve it, your team takes over with full context
For every business that runs on appointments
The core is the same: a service list + staff schedules + a calendar. The only thing that changes by industry is what your services are called.
- Hair & beauty salons
- Clinics & practices
- Dentists
- Auto service & detailing
- Courses & tutoring
- Pet grooming & vets
- Real estate (viewings)
- Consulting
Frequently asked
- Can the bot book a wrong slot?
- No. Open slots are computed from staff working hours and existing bookings; a conflicting booking for the same staff member is blocked by the system. If a staff member is off, that day's slots are never offered.
- What about bookings taken by phone or at the door?
- You add them from the panel in seconds, and the bot treats those slots as taken in its next suggestions. One calendar means no book-versus-phone clashes.
- What if the customer doesn't show up?
- You mark the appointment as a no-show; cancellation and no-show rates appear in your reports.
- Which channels does it work on?
- WhatsApp, Instagram DM and Facebook Messenger. All three land in the same inbox and the same calendar.
- Every service takes a different amount of time — does the bot know?
- Yes. In the service list you define each service's duration, price and any buffer to leave afterwards; the bot offers slots accordingly.
Let your calendar fill itself
Let's define your services and staff schedules together; the bot and the panel take it from there.