Client service

AI receptionist on WhatsApp for an aesthetic clinic

The AI receptionist answers on the clinic's own WhatsApp, understands text, audio, images and documents, checks the real calendar before replying, and books, reschedules or cancels using the same rules as the dashboard. When a conversation needs a person, it stops and calls the team.

This is not a canned-reply bot wired from the outside. The receptionist runs inside the same system that holds the calendar, the catalogue and the client history — which is why it can offer a slot that actually exists and record the booking where reception already works.

Handles text, audio, images, video, documents, stickers, location and reactions
Transcribes the client's voice note before replying
Checks the real calendar: never offers a slot that does not exist
Books, reschedules, cancels and adds to the waiting list
Keeps per-client memory and classifies the funnel stage
Takeover button: the team steps into any conversation

What it actually executes

The receptionist's actions are tools wired to the system, not convincing text. Each one passes the same validation reception faces in the dashboard: allowed day, service duration, qualified professional, free room and the gap between appointments.

Check the calendar and the real availability of a slot
Book, reschedule and cancel an appointment
Add the client to the waiting list when nothing is free
Look up the service catalogue and the registered price
Record new client information on the record

How it talks without sounding like a bot

Fragmented messages are grouped before the reply, so the receptionist does not answer one thought three times. It varies its phrasing, respects quiet hours and never claims to be human or a robot — whoever asks gets a polite deflection and the conversation moves on.

Per-client memory is auditable: what the receptionist knows is recorded and can be corrected by the clinic, instead of living inside a model nobody can inspect.

Number safety and clinical data

Sending respects rate limits and intervals to protect the number's health, and the clinic sets quiet hours. Sensitive data is redacted before any observability record, and conversation history stays isolated per clinic.

Publish with a rehearsal, a pause and a way back

A receptionist version is published after you test the behaviour on screen. If something comes out different from what you expected, you can pause the AI or roll back to the previous version without losing the conversation history.

What the receptionist does not do

These limits are real and they stay here on purpose:

It does not work without a WhatsApp connected to the clinic
It gives no diagnosis, prescribes no procedure and promises no result
It does not persist an attendance confirmation answered by the client: the 24 h and 2 h reminders go out, but there is no RSVP state
It does not replace the team in complaints, adverse reactions or negotiation — it calls a person
It is not autonomy without supervision — the clinic sees and can take over any conversation

Frequently asked

Questions about the AI receptionist

Does the client notice they are talking to an AI?

The receptionist neither pretends to be a person nor keeps repeating that it is a system. If asked, it explains its role and carries on helping. The clinic can take over at any moment.

Can it book a slot that does not exist?

No. Availability is verified before any confirmation, with the same duration, professional, room and interval rules as the dashboard. Without a successful result, it does not confirm.

What if the client sends a voice note?

The audio is transcribed and the receptionist replies to its content, with nobody having to listen again. Images and documents are read before the reply too.

Is my number at risk of being blocked?

The system applies limits, intervals and controls against mass sending, and respects the configured quiet hours. No tool removes the risk entirely, which is why the limits are conservative.

Can I pause the AI?

Yes. Publishing has a pause and a rollback to the previous version, and every conversation has a button for a person to take over.

See the receptionist answering with your calendar

Connect WhatsApp, test the behaviour and publish only once you approve it.

Meet Bia