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Integration · Google Calendar and Zoom

WhatsApp appointment scheduling with Google Calendar and Zoom

Mathankumar K, Playbot Pro, Salem 2 min read

A booking that only lives in a bot is a booking the doctor does not see. Playbot writes every confirmed WhatsApp booking to the Google Calendar the practice already uses, with the customer's name and number in the event, and for online consultations puts a Zoom link into the confirmation and the reminder.

What it does
Confirmed bookings created on Google Calendar per staff member; cancellations and reschedules update the event; Zoom meeting links generated and sent in the confirmation and the reminder
Who it suits
Clinics and consultants, tutors and coaching, salons with per-stylist calendars, repair and service visits, anyone whose staff live in Google Calendar
Availability
Set in Playbot: weekly routines or fixed dates, slot length, buffers, capacity, lead time, locations and time zone
Setup
Same day on your own WhatsApp Business number
Trial
14 days free, no credit card
Platform
Official WhatsApp Business API, Meta Business Partner

How the booking reaches the calendar

  1. The customer picks a service and a slot in the WhatsApp flow; Playbot's availability engine only offers slots that are free.
  2. On confirmation, Playbot creates the event on the staff member's Google Calendar with the customer's name, number and service.
  3. A reschedule or a cancellation by reply updates or removes the event.
  4. The reminder goes out at the times you set, with the Zoom link if the service is online.

Where availability lives

Availability is set in Playbot, not read from the calendar, because a calendar full of personal events would block slots unpredictably. You set the weekly routine, the slot length per service, buffers, how many people a slot can hold and how far ahead someone may book; the calendar receives the result. See Appointments.

Zoom for online consultations

Mark a service as online and connect Zoom; each confirmed booking gets its own meeting link in the confirmation and the reminder. Doctors doing follow-ups, tutors doing one-to-one classes and consultants doing discovery calls use this without touching Zoom themselves.

Setup

  1. In Playbot, add services and availability per staff member.
  2. Connect Google Calendar and choose which calendar each staff member's bookings go to.
  3. Connect Zoom and mark the online services.
  4. Set reminder times (we suggest 18 hours and 2 hours before).
  5. Make a test booking from your own phone.

Questions we get asked

Does it read busy times from the calendar?

No. Availability is set in Playbot and written to the calendar. This keeps personal events from blocking slots unexpectedly; block time by closing hours in Playbot.

Can each stylist or doctor have their own calendar?

Yes. Each staff member connects their own Google Calendar or is given one.

Does the customer need Zoom installed?

The link opens in a browser; the app is optional.

Does it work with Outlook or Apple Calendar?

Google Calendar and Zoom are the live integrations. Others can subscribe to the Google Calendar.