How it works
From the first message to the client walking in
Everything the assistant does, step by step, and which package includes what.
1 All packages
It replies and books
As soon as the client writes, the assistant takes over: it answers, offers times from your calendar and confirms the appointment.
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Replies within seconds, 24 hours a day.
A message at 11 at night gets an answer right away, not the next morning, after the client has booked somewhere else.
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Really books into your calendar.
It reads the free times from your live calendar and confirms the appointment with a reference number. It writes nothing to the calendar until the client clearly agrees.
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Never offers a taken slot.
Every time it offers comes from your calendar at that moment, so double booking is ruled out by design.
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Answers from your information only.
Your treatments, prices, hours and policies. If the answer isn't in your information, it says so plainly instead of making one up.
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Clients reschedule and cancel on their own.
Less than two hours before the appointment, a change goes through the clinic. You set that rule.
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Knows when to hand over to a person.
The client asks for a staff member, and your team gets an alert with their last messages and a direct link to the chat. The assistant keeps replying and booking until someone takes over.
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Honest when the calendar is unavailable.
If it can't reach your calendar, it books nothing and tells the client so. A false booking costs you more than a late reply.
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Arabic and English.
It replies in the client's language automatically, from the first message.
2 Complete
Before the appointment
A booked appointment has to reach the clinic. Two reminders, and the client replies with a single number.
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Two well-timed reminders.
24 hours before, with confirm, cancel or reschedule by replying with one number. A final reminder 3 hours before. If the appointment was booked less than a day ahead, only the final reminder goes out.
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A cancellation frees the slot right away.
It's written to your calendar the same moment, so the time is open for booking again, with time to spare.
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Covers phone and front-desk bookings.
It sends reminders for every appointment on your calendar, including the ones your team entered by hand.
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Never sends twice, never late.
Each reminder goes out once, and a reminder whose time has passed is not sent at all.
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Follows WhatsApp's rules.
Approved templates where required, so your clinic's number doesn't get blocked.
Reply 1 to confirm · 2 to cancel · 3 to reschedule10:30
3
If the client goes quiet
Two follow-ups, well timed, and then it stops.
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The client who went quiet hears back.
A gentle follow-up 20 minutes after their last message, a second one after 4 hours, and that's it. Nobody gets chased until they're fed up.
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Stops as soon as they reply.
And it doesn't write to anyone who has an appointment or has received a reminder, so follow-ups and reminders never collide.
From the client's last message
- Last messageThe client asked, then went quiet
- After 20 minutesA gentle follow-up
- After 4 hoursA second follow-up
- That's itNo third follow-up
And as soon as they reply, the follow-ups stop.
4
Your team in the loop
Alerts arrive on WhatsApp, where your team already works.
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Staff-request alert All packages
Right away, with the client's last messages and a direct link. Once every half hour at most for the same client, so your phone doesn't ring every minute.
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If a booking doesn't go through, you know right away All packages
With the reason and the client's details, so you can confirm the appointment by hand.
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An alert for every new booking
Once per booking: name, number and service.
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Morning summary
At 9: new conversations, bookings, follow-ups, and who asked for a staff member.
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An alert before your package runs out Complete
One alert when the month's allowance is close to running out, and one when it runs out. The service doesn't stop.
Last message: “I'd like to ask the doctor before I book”
Link to the chat ↗14:02
Name: Rana
Number: 0790 000 000
Service: braces consultation14:20
New conversations: 9 · Bookings: 4
Follow-ups: 3 · Asked for staff: 109:00
5
Staff commands and doctors
Staff give the command in a message, and the system checks with them before it acts.
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Close a day with a WhatsApp message.
“I have an emergency tomorrow from 4 to 6” or “Close all of tomorrow.” The system repeats the command back to you, and only runs it once you confirm.
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The owner hears about every closure.
An instant copy on WhatsApp, and a log of every command.
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Booking by doctor Add-on
Each doctor has their own schedule, and the patient chooses.
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Doctor away? Patients aren't caught off guard
Every affected patient gets an apology with alternative times, and your team gets a list of who to call.
To confirm, type: confirm18:05
6
Channels
WhatsApp as the main channel, Instagram and Messenger as add-ons.
- WhatsAppMain
- InstagramAdd-on
- MessengerAdd-on
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The same assistant on every channel.
WhatsApp as the main channel, Instagram and Messenger as add-ons. Same information, same calendar, same rules.
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Reminders arrive where they booked.
Booked on Instagram? The reminder reaches them on Instagram, once they agree to receive it.
7 All packages
The clinic portal
One page that answers the questions a clinic owner cares about.
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Your clinic in a minute.
Three questions, answered: Is anything waiting for me? How much of my package is left? What did the assistant do this month?
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Every booking in its current state.
Booked, moved or cancelled, one row per appointment.
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From your phone or your computer.
In Arabic or English, in light or dark mode.
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View only.
Even if someone got into the clinic owner's account, they couldn't change an appointment or delete anything.
Is anything waiting for me?
A client asked for staff, 10 minutes ago
How much of my package is left?
Within the package
What did the assistant do this month?
Booked 18 appointments
Bookings
- Teeth cleaningBookedSun 10:30•••• 4821
- BotoxMovedMon 4:00•••• 1177
- Braces consultationCancelledTue 12:00•••• 3090
And security?
How we protect patient and clinic data, in detail.
Questions
What clinics ask us
Does it replace my receptionist?
No — it takes the repetitive half: first contact, questions, booking, and the small reschedules and cancellations that eat the day. Your team keeps the judgement calls, and every rule the assistant follows is one you set.
Which booking systems does it work with?
Today it works with Odoo. We connect other systems on request, as an add-on. And if your clinic has no booking system, we set up Odoo for you, also as an add-on.
Could it make up prices or times?
No. It answers from your information only: your treatments, prices, hours and policies. If the answer isn't in your information, it says so plainly. The times it offers come from your calendar at that moment.
Could two clients be booked into the same slot?
No. Every time it offers comes from your calendar at that moment, so double booking is ruled out by design.
What happens if the calendar is unavailable?
If it can't reach your calendar, it books nothing and tells the client so. A false booking costs you more than a late reply.
Can clients reschedule or cancel?
Yes, on their own, in the same chat. Less than two hours before the appointment, a change goes through the clinic, and you set that rule. An appointment can only be viewed, changed or cancelled from the same account that booked it.
What does it do about no-shows?
With Complete: a reminder 24 hours before, with confirm, cancel or reschedule by replying with one number, and a final reminder 3 hours before. A cancellation is written to your calendar the same moment, so the time is open for booking again. It sends reminders for every appointment on your calendar, including the ones your team entered by hand.
Will follow-ups annoy my clients?
No. A gentle follow-up 20 minutes after their last message, a second one after 4 hours, and that's it. They stop as soon as the client replies, and they don't go to anyone who has an appointment or has received a reminder.
Where is my data?
Each clinic's data is isolated from every other clinic: every operation in the system is scoped to the clinic's ID, so no message, patient or appointment shows up at another clinic. All the details are on the security page.
Does it work on Instagram or Messenger?
Yes, as add-ons. WhatsApp is the main channel, and the same assistant replies on Instagram and Messenger: same information, same calendar, same rules.
Does it speak Arabic and English?
Yes, in every package. It replies in the client's language automatically, from the first message.
What if a client wants a person?
Your team gets an alert right away, with the client's last messages and a direct link to the chat. The assistant keeps replying and booking until someone takes over.
Can I see what the assistant did?
Yes, in the clinic portal, on your phone or computer: whether anything is waiting for you, how much of your package is left, and what the assistant did this month. Every booking in its current state. The portal is view only.
Is there a contract?
No. No contract.
Ready to see it with your clinic?
Book a demo, and we'll show you how it would talk to your clients. No contract.
WhatsApp opens with a ready join message. Press send, then write to the assistant as if you were a client of a demo clinic.