How to Customize Appointment Booking Messages

Rewrite the WhatsApp messages WhatChimp sends for a booking: the confirmation, booking confirmed, reschedule, reminders, and more, using your own copy and variables.

Updated 18 June 2026

Every appointment comes with a set of message templates that WhatChimp sends at each stage of a booking. The defaults work right away, but you can rewrite any of them in your own words and personalize them with the customer's name and booking details.

The appointment message templates

Open Appointment and find your appointment in the Appointment Manager. The Message Templates column has a button for each message:

  • Checkout Start: the confirmation message that asks the customer to confirm their booking, with the Confirm button.
  • Checkout Success: the "booking confirmed" message sent after they confirm, with the Meet link and invoice.
  • Status Update: sent when a booking's status changes.
  • Booking Cancel: sent when a booking is cancelled.
  • Reschedule: sent when a booking is rescheduled.
  • Admin Email: the email notification sent to you when a booking happens.
  • Reminder: the reminder sent before the appointment.
  • Reset to Default: restores all of these messages to their original wording.

The Message Templates buttons on an appointment Each button opens an editable message

How to edit a message

Editing any of these works the same way:

  1. Click the message template button you want to change.
  2. It opens in the Flow Builder. Click the CTA URL Button message node to edit it.
  3. In Configure CTA URL Button, change the Body Message (the main text shown above the button). You can also edit the optional Header Message and Footer Message.
  4. Click Save Changes, then Save the flow.

The examples below show this for three common messages.

Example: the booking confirmation (Checkout Start)

Click Checkout Start, then click the CTA URL Button node ("Confirm Booking").

The Checkout Start flow with the CTA URL Button node The booking confirmation message node

Edit the Body Message to your own copy.

Editing the Body Message of the confirmation Change the confirmation wording here

Example: the booking confirmed message (Checkout Success)

Click Checkout Success, then click the CTA URL Button node ("Booking Confirmed").

The Checkout Success flow with the CTA URL Button node The booking confirmed message node

Edit the Body Message.

Editing the Body Message of the booking confirmed message Change the booking confirmed wording here

Example: the reschedule message

Click Reschedule, then click the CTA URL Button node ("Reschedule Appointment").

The Reschedule flow with the CTA URL Button node The reschedule message node

Edit the Body Message.

Editing the Body Message of the reschedule message Change the reschedule wording here

Personalize with variables

Use variables in any message so WhatChimp fills in the real booking details for each customer:

  • {{CUSTOMER-NAME}} the customer's name
  • {{ORDER-ID}} the booking ID
  • {{DATE}} the appointment date
  • {{START-TIME}} and {{END-TIME}} the start and end times

Type these exactly as shown, including the double braces. The default messages already use them, so you can see the format in any template.

Reset to the original messages

If you want to undo your changes, click Reset to Default on the appointment to restore every message to its original wording.

Next Steps

More in Appointment Booking

  • Introduction to Appointment Booking: Let customers book appointments right inside WhatsApp, free or paid, synced to Google Calendar with a Meet link. See how the whole booking flow works.
  • How to Connect Your Google Calendar to WhatChimp: Connect your Google account so appointment bookings sync to Google Calendar with a Meet link. The first step for appointment booking in WhatChimp.
  • How to Create an Appointment: Set up a bookable appointment in WhatChimp: pick a calendar, set your availability, duration, pricing, data actions, and the questions customers answer.
  • How to Set a Booking Reminder: Send an automatic WhatsApp reminder before each appointment to cut no-shows. Set the lead time, an optional country code, and the approved message template.
  • How to Trigger Appointment Booking from a Chatbot: Connect an appointment to a chatbot keyword so booking starts inside the chat. Add the Appointment node in the Flow Builder and pick your appointment.
  • How to View Appointment Requests: See every booking across your appointments in one table. Filter by appointment and status, change a booking's status, and open its invoice.
  • How to Add a Webhook for Appointments: Send appointment booking events to an external URL with a webhook. Fire Order Submitted, Order Checkout, or Order Updated events to n8n, Zapier, or your own server.