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WbizTool

WhatsApp appointment reminders for clinics, salons and tutors

A short WhatsApp message before each visit helps clients remember it. WbizTool sends the reminder from your own number at the time you set – from a Google Sheet of bookings, from your booking software through the API, or every week for regular classes.

Start free

Sheet triggers and reminders need a paid plan, from $25 a month in the US. The schedule message API works on the free trial: 50 messages in any 30 days, no card.

How it works

  1. Connect your WhatsApp number

    Link your clinic's, salon's or your own number once, like WhatsApp Web, with a QR code or a pairing code. Clients see the reminder as a normal WhatsApp message from you.

  2. Pick where bookings come from

    A Google Sheet where you or a Google Form add bookings, your booking software calling the WbizTool API, or fixed weekly slots set up as repeating reminders.

  3. Set when the reminder goes

    In the sheet, keep a column with the date and time the reminder should go, such as the day before the visit. A formula does it for you: with the visit date in column B, =TEXT(B2-1,"yyyy-mm-dd") gives the day before. Through the API, send the date, time and time zone. For weekly classes, choose a schedule such as every Friday at 6:30 PM.

  4. Test it on your own number

    A Google Sheets trigger's Test button sends the message made from the sheet's last row to your own number, marked [TEST]. Then let it run and follow every message in Reports.

What you can do

  • Send at the time in your booking sheet

    Tick “Send at a date from the sheet” on a Google Sheets trigger and choose the date column (such as 2026-10-21), the time column (such as 14:30) and their time zone. Each new booking waits in Reports until its time.

  • Fill in the client and the slot

    Write {{Name}}, {{Service}} or {{Time}} – any column name from row 1 – and the trigger fills it in from the row. The preview shows the message for your first booking.

  • Schedule from your booking software

    Call /api/v1/schedule_msg/ with date (dd/mm/yyyy), time (HH:MM) and timezone. Keep the msg_id: if the visit is cancelled or moved, cancel the message and schedule a new one.

  • Weekly classes and regular visits

    A repeating reminder sends the same message on a schedule, such as every Monday at 9:00 AM, to one number or to a WhatsApp group, like a class group your number is in.

  • WP Amelia changes on WordPress

    The Business Messaging for WbizTool plugin messages the client when a WP Amelia booking is rescheduled or cancelled, with {service_name}, {appointment_date} and {new_appointment_time} in the text.

  • Only during business hours

    Workspace owners can set sending hours. Messages of the kinds you tick, such as reminders or Google Sheets, wait outside those hours and go out when they start.

Copy-paste examples

Schedule a reminder from your booking software (cURL)
curl -X POST https://wbiztool.com/api/v1/schedule_msg/ \
  -H "Content-Type: application/json" \
  -d '{
    "client_id": 12345,
    "api_key": "YOUR_API_KEY",
    "whatsapp_client": 678,
    "msg_type": 0,
    "country_code": "91",
    "phone": "9876543210",
    "msg": "Hi Aman, a reminder that your appointment is tomorrow at 11:30 AM. Reply here if you need to change it.",
    "date": "23/12/2026",
    "time": "18:00",
    "timezone": "Asia/Kolkata"
  }'

Example messages

  • Hi Sarah, this is a reminder of your appointment with Dr. Mehta tomorrow, Oct 21, at 10:30 AM. If you need to change it, just reply to this message.
  • Hi Jason, see you at Studio Nine on Saturday at 2:00 PM for your haircut. Running late? Send us a message here.
  • Hi Anaya, your math class is today at 6:30 PM. Please bring last week's worksheet.

Good to know

  • The WordPress plugin (version 1.0.3) sends WP Amelia messages only when a booking is rescheduled or cancelled. It has no reminder before the appointment, so for that use a Google Sheet or the schedule message API.
  • Google Sheets triggers and repeating reminders need a paid plan, from Lite at $25 a month in the US (Lite has 1 Google Sheets trigger, Standard 3, Advanced 5). The free trial gives you 50 messages in any 30 days to try the API.
  • Format the sheet's dates as 2026-10-21 and times as 14:30. A date the trigger can't read, such as Oct 21, 2026, or an empty one is sent right away, and a row whose time has already passed is skipped. Only rows added after you create the trigger are sent.
  • The schedule message API reads the date day first (24/12/2026) and sends a time in the past straight away. If your number is disconnected at the time, the message waits and goes out once you reconnect, even if that's after the appointment – cancel it if it's no longer useful.
  • Messages go from your own number, so WhatsApp's rules apply: remind people who booked with you, and keep it short and useful.

Questions

How do I send a reminder the day before each appointment?
Keep your bookings in a Google Sheet with a column for when the reminder should go, such as the day before the visit, and a time column. Create a trigger with “Send at a date from the sheet” on those columns. Each new row is sent at its own date and time.
Does it work with WP Amelia bookings?
Partly. The Business Messaging for WbizTool plugin sends a WhatsApp message when an Amelia booking is rescheduled or cancelled. In version 1.0.3 the other Amelia events don't send messages, and there is no reminder before the appointment.
Can I remind a whole class or team group?
Yes. A reminder can go to a WhatsApp group: type the group's exact name and send from a number that is a member and allowed to send in it.
Can clients reply to the reminder?
Yes. The reminder comes from your own WhatsApp number, so a reply is a normal chat with you. To answer as a team from the browser, add the Unibox inbox, a paid add-on at $20 a month per number in the US.
What if my number is disconnected when a reminder is due?
The message waits and goes out once you reconnect the number, which could be after the appointment. Check that your number shows Connected, and cancel late reminders in Reports.
Do I need the WhatsApp Business API or Meta approval?
No. WbizTool links your existing WhatsApp or WhatsApp Business number like WhatsApp Web. There is no Meta approval, no approved templates and no per-message fee.

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