Scheduling
A time request on WhatsApp, a meeting on the team calendar.
The team sees the open slots, books the meeting inside the pipeline card and confirms with the customer in the conversation. The calendar never puts two customers in the same slot.
- Team calendar with no double booking
- Meta's official API
- Implementation with a specialist
How the slot gets booked
From "do you have a slot?" to a confirmed time.
- 1
Arrives
The time request lands in the inbox, whether it comes from WhatsApp, Direct or email.
- 2
Finds
The team sees the open slots on the calendar.
- 3
Books
The meeting sits inside the pipeline card, with no two customers in the same slot.
- 4
Confirms
The team confirms in the conversation. Once Meta's customer service window has closed, with a Meta-approved message.
A good time slot is onethe team can actually keep.
Before and after the appointment
Three moments in every booking.
- 01
The request
Questions about the service, the price and how long it takes. On the website, the agent answers with your files; on WhatsApp, the team replies with saved replies and sees the open slots on the calendar.
- 02
The day before
The team confirms the time with a Meta-approved message.
- 03
Afterwards
The next meeting booked on the same calendar, inside the customer's card.
What the customer writes
Four common messages and what happens to each one.
"Do you have anything tomorrow morning?"
New booking. The team sees the open slots and books the meeting on the card.
What gets recorded
What the team needs to know before the appointment.
These details help the team prepare for the appointment and live in the notes on the customer profile.
- Service requested
- Preferred day and time of day
- Address or place of service
- Who will attend
- Notes (access, equipment, materials)
- How they prefer to confirm (WhatsApp or email)
A form inside WhatsApp collects the service, day and time of day in one go, and the answers are saved.
Your team confirms
Choosing and confirming the time stays with your team.
Stays with your team
Where XBASE helps
Stays with your team
Choose and confirm the time
Where XBASE helps
The calendar shows open slots and prevents conflicts.
Stays with your team
Last-minute slots and urgent cases
Where XBASE helps
Priority label and an owner.
Stays with your team
Confirm the day before
Where XBASE helps
A Meta-approved message, through "/".
To be fair
The WhatsApp confirmation is sent by the team: there are no WhatsApp reminders that go out on their own.
How to start
Calendar and pipeline ready in five steps.
Step 01 of 05
Create the account
Your team uses it in the browser, with nothing to install.
Step 02 of 05
Connect the official WhatsApp
The connected number starts working through Meta's official API and stops working in the phone app.
Step 03 of 05
Create the team calendar
Link the calendar to the pipeline and book meetings while seeing the open slots.
Step 04 of 05
Write the confirmations
Confirmation and rescheduling message templates, approved by Meta.
Step 05 of 05
Turn on the agent with the team
The agent answers questions in the website chat, with your files.
You teach, you approve
Services, prices and durations become the agent's files.
Your list of services, prices, durations and address become the agent's files. You say what it should achieve in each conversation, for example: understand which service the person wants and when they are available.
Files
PDF, Word, CSV or text.
See the agent's filesInstructions
Every change is saved, and you can go back to an earlier version.
Goals
For example: understand which service the person wants and when they are available.
Safety rules
Rules you turn on that filter profanity, email addresses, phone numbers and sensitive numbers in the agent's replies.
Adjustments
With evaluation turned on, XBASE suggests adjustments based on the agent's conversations. Nothing changes without your approval.
On WhatsApp, the AI suggests replies to the team, with the assistant set up with the expert team. In the website chat, the agent helps your visitors.See the AI agent
Rule and AI
The form always asks the same way. The AI understands what the person wrote.
Rule
WhatsApp form
Service, day and time of day, asked inside WhatsApp itself. The answers are saved.
See WhatsApp formsAI
Agent on the website
The agent understands the question the way the person wrote it and answers with your files.
See the website chat
Your team confirms
The confirmation belongs to whoever will keep the appointment.
Automation and AI
- A form that collects the details
- An agent that answers questions on the website
Your team
- Choose the time
- Confirm
- Reschedule
- Handle urgent cases
Whoever confirms sees the conversation, the profile and the meeting on the same card.
Where your customers talk to you
The time request arrives wherever the customer prefers.
Official WhatsApp
Your business number on Meta's official API, connected by you. Several people answer the same number.
Once connected, the number stops working in the WhatsApp app on the phone.
See channelInstagram
Direct text messages arrive in the same inbox, and a comment with a keyword becomes a Direct message.
From Direct, only message text reaches the inbox, and your team is the one who replies.
See channelWebsite chat
The AI agent helps people who visit your website: copy the code and paste it on your site.
In the website chat, the agent is the one who replies.
See channelEmail
Receive and answer emails in the same inbox as your conversations.
The email inbox is set up with the expert team.
See channel
Each channel connects in its own way. Each channel page explains the step and the limit.
Examples of operations
Built for businesses that sell time slots.
Repair shop
A technical visit booked on the team calendar, with the device recorded on the profile.
Language school
A trial class booked with no scheduling conflicts.
Accounting firm
A kickoff meeting with the new company inside the pipeline card.
Photography studio
A session confirmed the day before with an approved message.
Auto repair shop
A service booked and a WhatsApp form with the car model.
Air conditioning installer
Address and notes on the profile before the visit.
The examples only use features already in the product. XBASE is not built for one industry: the same operation serves different businesses.
Questions from people deciding
Questions about scheduling in XBASE.
My customers prefer to call.
On WhatsApp, you can call from the conversation when the customer allows calls. And the team writes down what was agreed on the customer profile.
What if two people book the same slot?
The XBASE calendar shows the open slots and never puts two customers in the same slot.
Who confirms the time with the customer?
Your team: it sees the open slots, books the meeting on the card and confirms in the conversation. On the website, the agent answers questions about services, prices and durations with your files.
How is XBASE billed?
By monthly plan, paid by credit card, based on team size. Confirmation messages pay Meta's per-message fee, separately, directly to the card registered with Meta. Prices and limits checked on 11/05/2026.
See plansWho helps me set this up?
The expert team learns how your business books appointments today, designs the pipeline stages with you, writes the website agent's instructions, organizes the files it will use and tests with you before going live.
Can I collect the details before the appointment?
Yes, with a form inside WhatsApp. The answers are saved.
From the first message to the proposal.
From the time request to the meeting on the team calendar.
Create the account, link the team calendar to the pipeline and confirm in the conversation.
Create account- Nothing to install
- WhatsApp through Meta's official API
- Implementation with a specialist