Which calendar platforms do you support?

We integrate with Google Calendar, Outlook, iCloud, Calendly, Cal.com, and most scheduling platforms. The bot reads live availability, enforces buffer times, and prevents double-bookings across all connected calendars in real time.

Can the bot handle multiple staff and service types?

Yes. The bot routes bookings to the right staff member based on service type, location, and availability. Each staff member can have custom availability, buffer times, and booking rules — the bot respects all of them when offering slots.

How do reminders reduce no-shows?

We send automated SMS and email reminders at optimal intervals — typically 24 hours and 1 hour before the appointment. Reminders include a one-tap reschedule link so clients who can't make it can move the appointment instead of no-showing, recovering would-be lost slots.

Can you collect deposits at booking?

Yes. We integrate Stripe so the booking flow can collect deposits or full prepayment. This dramatically reduces no-shows — clients who've paid a deposit rarely miss their appointment — and protects your revenue from last-minute cancellations.

AI Chatbots & Voice

Automated Appointment Booking

Back-and-forth scheduling wastes time and loses bookings. Wootomatic deploys AI booking bots and calendar-sync workflows that let clients self-serve appointments across channels, with conflict checks, reminders, and CRM deal creation built in — so your calendar fills itself.

All Use Cases

Pain Points Solved

What we eliminate

Time lost to scheduling back-and-forth emails and calls
Bookings missed after hours when no one is available to confirm
Double-bookings and calendar conflicts creating chaos
No automated reminders reducing no-shows
Bookings not creating CRM records, losing lead context
Multi-staff scheduling requiring manual coordination

40%

Fewer no-shows

24/7

Booking available

Double-bookings

Auto

Reminders

The Problem

Challenges We Solve

The bottlenecks this use case eliminates — and the automation that fixes them.

Scheduling Back-and-Forth

Emails and calls to find a mutual time waste hours and lose impatient clients.

AI bot offers conflict-free slots instantly, letting clients self-serve bookings 24/7.

After-Hours Loss

Bookings missed when no one is available to confirm outside business hours.

24/7 booking bot captures and confirms appointments even when your team is offline.

No-Shows

Missed appointments waste time and revenue without automated reminders.

Automated SMS and email reminders with self-serve reschedule reduce no-shows by 40%.

See It In Action

The Platform Behind This Workflow

This is the actual interface this automation runs on — not a mockup. Every element connects to your CRM, calendar, and reporting.

Wootomatic Operating System

Live Sync

Headquarters...

San Francisco, CA

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Conversations

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Sarah Chen2m

Hi! I'd like to book a consultation...

James Miller8m

Perfect, see you Thursday at 2pm

Priya Patel23m

Can I reschedule my appointment?

Luis Garcia1h

Thank you so much for the quick reply!

Emily Ross2h

Yes that works for me, please send...

Sarah Chen

(555) 014-2890

Hi! I'd like to book a consultation for next week. Do you have any openings on Tuesday?

10:24 AM

Hi Sarah! Yes, I have Tuesday at 2:00 PM or 4:30 PM available. Would either work for you? 😊

10:26 AM · Sent by AI

2:00 PM works perfectly! Thank you 🙏

10:27 AM

Booked! I've added you to the calendar for Tuesday at 2:00 PM. You'll get a confirmation text and a reminder the day before.

10:28 AM · Auto-booked

Type a reply — AI will draft and send instantly…

Conversations module · synced 12s ago3 automations running●All systems operational

How It Works

Automation Workflow

Calendar Mapping

We connect calendars and define availability, buffers, and booking rules for each staff member and service.

Booking Bot Build

A bot qualifies intent and offers conflict-free slots across web, WhatsApp, and SMS — 24/7.

Reminders & CRM Sync

Confirmations, reminders, and CRM deal/contact creation are automated to reduce no-shows and capture context.

Launch & Tune

We go live and tune no-show reduction and conversion over time based on real booking data.

Why It Matters

Business Benefits

Let clients book appointments 24/7 across web, WhatsApp, and SMS

Eliminate scheduling back-and-forth with conflict-free self-serve slots

Reduce no-shows by 40% with automated reminders and reschedule links

Create CRM records automatically with every booking for full context

Coordinate multi-staff schedules without manual calendar juggling

Integrations

Tools We Connect

Wootomatic CRM

Contact & appointment records

Make.com

Booking & reminder orchestration

Google Calendar

Live availability & conflict checks

Twilio SMS

Confirmations & no-show reminders

Wootomatic CRMMake.comGoogle CalendarTwilio SMS

Common Questions