an AI agent for businesses that run on booked appointments.
For aesthetic and dental clinics, physiotherapy practices, hair salons and repair shops, Steff answers on WhatsApp, Instagram and Messenger, asks the questions you define, offers only free slots from your Google Calendar, books, reschedules and cancels inside the chat, sends reminders 24 and 2 hours ahead, and can send a payment link.
Bookings get lost between the question and the answer
In a business with a calendar, most messages are variations of the same thing: do you have a slot this week? how much is it? can I change my appointment? They arrive while the front desk is helping someone in person, or at eleven at night. heysteff is the AI platform for customer service and sales on WhatsApp, Instagram, Messenger, SMS, Gmail and Shopify; Steff is the agent that runs it, and answers those questions with your information (services, prices, locations, cancellation policies) loaded into its knowledge base.
Booking inside the chat, with your Google Calendar
Steff checks availability, suggests times, confirms the appointment and records it without the person leaving the conversation. If they later want to change or cancel it, they just ask the agent in their own words. Before offering a time, heysteff checks what's busy in your Google Calendar, so a block you added by hand counts too.
Sync runs both ways: if you move or delete in Google an appointment that was booked in heysteff, heysteff picks up the change. On confirmation, the slot is locked instantly and the daily appointment limit you set is checked again, so two people writing at the same time don't end up with the same slot. The appointment scheduling page covers it in detail.
One calendar per provider, room or location
Each calendar has its own availability. How many you get depends on the plan:
| Plan | Monthly price | Calendars | Conversations per month | Channels |
|---|---|---|---|---|
| Free | 0 USD | No scheduling | 50 | 1 |
| Starter | 149 USD | 1 | 500 | 2 |
| Pro | 299 USD | 5 | 3,000 | 4 |
| Max | 549 USD | Unlimited | 5,000 | Unlimited |
A conversation is the 24-hour window a customer message opens, on any channel; there's no charge per message or per user. Paying annually takes 20% off.
Reminders and no-shows
Every appointment triggers reminders at the times you set for its calendar; by default, 24 hours and 2 hours before. If the WhatsApp conversation is still inside the 24-hour window, the reminder goes out as a regular message; if not, it goes out with the Meta-approved template you configure on the calendar. Once the time has passed, heysteff can mark the appointment as completed or as a no-show after the delay you define, and those events can move the conversation to another column in your pipeline or trigger a follow-up flow.
Qualify before handing out the slot
You define what the agent needs to collect before booking: the treatment they want, whether it's their first visit, the location closest to them or the car model. Steff asks for it in the conversation, saves it on the contact record and copies it onto the appointment, so whoever attends knows why the person is coming. If your patients or customers come from a Facebook Lead Ads form, a flow can message them on WhatsApp with the form's data. More in lead qualification.
Charging for the session or a deposit
When the person confirms, the agent can send a Stripe payment link with your business's account; payment happens on that page, not inside the chat, and a flow can wait for the payment confirmation before moving on. How it works: WhatsApp payments.
What the agent shouldn't handle alone
heysteff books and converses; it doesn't replace your clinical records or your practice management software. In health and aesthetics it's worth defining what always goes to a person: a question about a symptom, a reaction after a treatment or a complaint. Escalation is configured with rules and keywords, and every workspace starts in copilot mode: the agent suggests and a person approves until you decide to switch on automatic mode.
Frequently asked questions
What WhatsApp booking software works for a clinic?
One that books inside the conversation and respects your real calendar. heysteff connects Google Calendar both ways, offers only free slots, books, reschedules and cancels in the WhatsApp, Instagram or Messenger chat, and sends automatic reminders. Scheduling is available from the Starter plan, with 1 calendar.
Can the agent book into each provider's calendar?
Yes, with one calendar per provider, room or location, each with its own availability. Starter includes 1 calendar, Pro 5 and Max unlimited calendars.
How do I reduce no-shows with WhatsApp reminders?
With automatic reminders before each appointment: by default 24 hours and 2 hours before, and you can change the timing per calendar. If the WhatsApp 24-hour window has already closed, the reminder goes out with a Meta-approved template, and the person can reply in the same chat to reschedule with the agent.
Can I collect a deposit over WhatsApp before the appointment?
You can send a Stripe payment link with your business's account when the person confirms. Payment happens on the Stripe page, not inside the chat, and an automation flow can wait for the payment confirmation before moving on.
What if a patient asks the agent a medical question?
You decide: you set rules and keywords that escalate the conversation to a person on your team, such as a symptom or a reaction to a treatment. On top of that, every workspace starts in copilot mode, where a person approves each agent reply before it goes out.
Does it still work if I move the appointment directly in Google Calendar?
Yes. If you move or delete in Google Calendar an appointment that was booked in heysteff, heysteff takes the new time or cancels it, and reschedules the reminders that are still in the future. That change doesn't send an automatic message to the customer.
◆ next step
Connect your Google Calendar and try Steff booking appointments on WhatsApp.