Healthcare

Appointment Booking

Let patients book clinic slots via WhatsApp, web, or phone IVR with provider matching.

Automation overview

What this automation does

This automation starts when patient WhatsApp message or web booking widget submission. It twilio sends, google calendar sends, cliniko ehr sends, google sheets sends, and typeform sends, then patient WhatsApp Twilio or web widget selects specialty, preferred doctor from Acuity or Cal.com API availability, books slot creating Google Calendar event wit.

Trigger

Patient WhatsApp message or web booking widget submission

Main actions

Twilio sends → Google Calendar sends …

Final outcome

Patient WhatsApp Twilio or web widget selects specialty, preferred doctor from A…

Execution time

1–3 minutes

Apps used

6 integrations

AI-powered

Difficulty

Beginner

Workflow diagram

End-to-end scenario flow

Read-only visualization of how data moves from trigger to final result.

Trigger

New form response

Step 1

Twilio

Sends

Step 2

Google Calendar

Sends

Step 3

Cliniko EHR

Sends

Step 4

Google Sheets

Sends

Step 5

Typeform

Sends

Result

Typeform

Workflow complete

Step-by-step

How each step runs

1
WhatsAppTrigger
New form response
Patient WhatsApp message or web booking widget submission
2
Twilio
Sends
Patient WhatsApp Twilio or web widget selects specialty, preferred doctor from Acuity or Cal.com API availability, books slot creating Google Calendar event wit
3
Google Calendar
Sends
Patient WhatsApp Twilio or web widget selects specialty, preferred doctor from Acuity or Cal.com API availability, books slot creating Google Calendar event wit
4
Cliniko EHR
Sends
Patient WhatsApp Twilio or web widget selects specialty, preferred doctor from Acuity or Cal.com API availability, books slot creating Google Calendar event wit
5
Google Sheets
Sends
Patient WhatsApp Twilio or web widget selects specialty, preferred doctor from Acuity or Cal.com API availability, books slot creating Google Calendar event wit
6
Typeform
Sends
Patient WhatsApp Twilio or web widget selects specialty, preferred doctor from Acuity or Cal.com API availability, books slot creating Google Calendar event wit
7
Typeform
Workflow complete
Patient WhatsApp Twilio or web widget selects specialty, preferred doctor from Acuity or Cal.com API availability, books slot creating Google Calendar event wit

Apps used

Connected applications

Sends

Twilio

Sends

Google Calendar

Sends

Cliniko EHR

Sends

Google Sheets

Sends

Typeform

Sends

Summary

Automation summary

Trigger: Patient WhatsApp message or web booking widget submission
Inputs: Patient WhatsApp message or web booking widget submission, Business Name, Notification Email, Timezone
Outputs: Patient WhatsApp Twilio or web widget selects specialty, preferred doctor from Acuity or Cal.com API availability, books slot creating Google Calendar event wit, Google Sheets sends, Typeform sends
Business goal: Automate appointment booking end-to-end with accurate app routing.
Execution frequency: Real-time on event
Estimated runtime: 1–3 minutes
Error handling: Failed steps retry up to 3 times with exponential backoff; persistent failures notify your configured channel and log to the run history.
Dependencies: WhatsApp, Twilio, Google Calendar

Benefits

Why use this automation?

Save ~4 hours/week

Remove repetitive steps from Appointment Booking so your team focuses on high-value work.

Reduce manual work

Connected apps sync data automatically instead of copy-paste between dashboards.

Prevent human errors

Standardized logic runs the same way every time, with retries on failure.

Requirements

What you need to get started

Required apps

WhatsApp
Twilio
Google Calendar

Required accounts

Active WhatsApp workspace with API access
Active Twilio workspace with API access
Active Google Calendar workspace with API access
Shata Automation workspace (free tier supported)

Required API keys

OAuth tokens for each connected integration

Permissions

Read access on trigger sources (forms, sheets, webhooks, or CRM objects)
Write access on destination apps (email, chat, CRM, or storage)

Estimated setup time

1 hour including app authorization and test run
Difficulty: Beginner

Optional apps

Cliniko EHR (optional)
Google Sheets (optional)
Typeform (optional)

Automation runtime

Activate this template

PreviewSome steps run in preview until their integrations go live.

Connect required apps via OAuth or API keys. Credentials are encrypted server-side. Dev test runs mock external actions when connections are missing.

Draft

Activation readiness

Est. setup time: ~12 min

Required connections

WhatsApp (Twilio)(required)
PreviewWhatsApp (Twilio): workflow actions run in preview
⚠ Missing
Twilio(required)
PreviewTwilio: workflow actions run in preview
⚠ Missing
Google Calendar(required)
Test-onlyGoogle Calendar: workflow actions run in preview
⚠ Missing
ehr(required)
Previewehr: workflow actions run in preview
⚠ Missing

• Missing connection: WhatsApp (Twilio)
• Missing connection: Twilio
• Missing connection: Google Calendar
• Missing connection: ehr

Manage all connections →View all installations →

Workflow summary

Trigger: Patient WhatsApp message or web booking widget submission
Steps: 7 nodes
Required apps: 4
Optional apps: 2

Trigger

Form submission trigger

Activate this workflow to provision the trigger endpoint.

Run history

No runs yet. Install the template and run a test, or activate to receive webhook/schedule runs.

FeaturedFreeBeginnerPreview1 hour setup★4.11.2k installs · 453 reviews

Customize for My Business

Analytics

Template performance

13.9k

Views

1.2k

Installs

642

Favorites

4.1

Avg rating

8.9%

Conversion

1 min

Setup time

92%

Success rate

Trending score

Most used integrations

WhatsAppTwilioGoogle Calendar

Patient WhatsApp Twilio or web widget selects specialty, preferred doctor from Acuity or Cal.com API availability, books slot creating Google Calendar event with patient CRM record in Cliniko or simple Sheets registry, sends confirmation WhatsApp with location map link, intake form Typeform link, and adds waitlist FIFO on full slots.

Some steps run in preview until their integrations go live.

Required apps

WhatsAppPreviewTwilioPreviewGoogle CalendarTest-onlyEhrPreview

Optional apps

Google SheetsLiveTypeformPreview

All integrations

WhatsAppTwilioGoogle CalendarEhrGoogle SheetsTypeform

Workflow preview

How Appointment Booking runs

Trigger

Configure provider calendars

→

Process

Rule engine

→

Action

→

Notify

Alert & log

WhatsappTwilioGoogle CalendarEhrGoogle SheetsTypeform

Setup steps

Get started in 5 steps

1
Connect scheduling stack
Twilio WhatsApp, Cal.com/Acuity, Google Calendar, Cliniko or Sheets CRM, Typeform, Maps link.
2
Configure provider calendars
Each doctor calendar with specialty tags and slot duration by visit type.
3
Build booking conversation
Specialty → doctor → date → time → confirm flow in WhatsApp.
4
Enable waitlist
Cancellation webhook offers slot to next waitlist patient via WhatsApp.
5
Test booking path
Book, receive confirmation, intake form link works.

Variables

Configurable settings

Variable	Type	Default	Required
Business Name	text	Your Business	Yes
Notification Email	email	—	Yes
Timezone	select	—	Yes
Google Sheet ID	text		No
Sheet Range	text	Sheet1!A:Z	No

FAQ

Frequently asked questions

Insurance verification?

Optional insurance ID field triggers manual verify task before confirm.

Telehealth slots?

Visit type telehealth adds Zoom link to confirmation.

Pediatric guardian?

Book under guardian phone with patient name field.

Walk-in overflow?

Same-day urgent flag routes to triage nurse Slack.

Reviews

4.5

★4.5

453 total reviews

James O'Brien

CTO · DevFlow

★★★★★Verified install

3/12/2026

Solid template. We duplicated and tweaked variables for our brand. Would recommend for teams starting automation.

+ Reliable triggers every time · Support team helped customize quickly

Nadia El-Sayed

Restaurant Owner · Frio Café

★★★★

2/23/2026

Clean workflow design. Connected our stack in one afternoon. Minor learning curve on variables.

+ Great documentation · Scales well as we grow

− Took longer than estimated for advanced config

Marcus Chen

Sales Manager · HubSpot Partner

★★★★★Verified install

2/6/2026

After two weeks live, Appointment Booking has become core to our daily ops. Verified install — runs without babysitting.

+ AI quality exceeded expectations · Saved our team 10+ hours weekly

Emily Davis

Customer Success · SupportPro

★★★★Verified install

1/20/2026

Appointment Booking replaced a manual process that took 2 hours daily. ROI was clear within the first month.

+ Support team helped customize quickly · Setup was straightforward

Documentation

Template documentation

Overview

Requirements

Active whatsapp account with API access
Active twilio account with API access
Active google-calendar account with API access
Active ehr account with API access
No AI provider required
Shata Automation workspace (free tier supported)

Supported apps

whatsappPreviewtwilioPreviewgoogle calendarTest-onlyehrPreviewgoogle sheetsLivetypeformPreview

Triggers

Patient WhatsApp message or web booking widget submission

Actions

Configure provider calendars
Build booking conversation
Enable waitlist
Test booking path

Examples

Quick start

Activate Appointment Booking with default variables and run a sandbox test.

Scenario: New user installs template and validates output in under 15 minutes.

Production rollout

Connect live apps, map business rules, enable monitoring alerts.

Scenario: Team deploys to workspace after QA sign-off on test runs.

Troubleshooting

Workflow fails on first run: Verify OAuth scopes for all required integrations and re-authorize if expired.
Variables not applying: Check required fields in the Configure Variables step; empty required values block activation.
Notifications not received: Confirm notification email and Slack channel IDs match your workspace settings.

Release notes

Version 1.2.0 — Improved reliability and Slack notifications for Appointment Booking.

Versioning

Version history

Current version: 1.2.0

v1.2.0Current

6/9/2026

improvementImproved error handling and retry logic for failed runs.
featureAdded optional Slack notification on workflow completion.

v1.1.0

4/10/2026

featureNew variable: brand voice selector for AI-powered steps.
fixFixed timezone handling for scheduled triggers.

v1.0.0

2/9/2026

featureInitial marketplace release.

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Recommendations

Customize Appointment Booking for your business

Our team can adapt this template to your exact workflow, apps, and brand requirements.

Request custom automation →Talk to an expert

Appointment Booking

What this automation does

End-to-end scenario flow

How each step runs

Connected applications

Automation summary

Why use this automation?

What you need to get started

Required apps

Required accounts

Required API keys

Permissions

Estimated setup time

Optional apps

Activate this template

Required connections

Workflow summary

Trigger

Run history

Template performance

How Appointment Booking runs

Get started in 5 steps

Configurable settings

Frequently asked questions

Template documentation

Overview

Requirements

Supported apps

Triggers

Actions

Examples

Troubleshooting

Release notes

Version history

Related templates

Patient Intake

Medical FAQ

Lab Result Patient Notify

Prescription Reminder

Customers also installed

Prescription Reminder

Medical FAQ

Lab Result Patient Notify

Patient Intake

Trending this week

Canva Asset Approval Flow

To-do Manager

Pull Request Review Summary

Inbox Priority Briefing

Customize Appointment Booking for your business

Template documentation

Overview

Requirements

Supported apps

Triggers

Actions

Examples

Troubleshooting

Release notes

Version history

Related templates

Patient Intake

Medical FAQ

Lab Result Patient Notify

Prescription Reminder

Customers also installed

Prescription Reminder

Medical FAQ

Lab Result Patient Notify

Patient Intake

Trending this week

Canva Asset Approval Flow

To-do Manager

Pull Request Review Summary

Inbox Priority Briefing