{"id":38980,"date":"2026-04-30T09:00:00","date_gmt":"2026-04-30T09:00:00","guid":{"rendered":"https:\/\/www.aurorainbox.com\/2026\/04\/30\/configurar-sistema-citas-whatsapp-aurora\/"},"modified":"2026-04-30T09:00:00","modified_gmt":"2026-04-30T09:00:00","slug":"configurar-sistema-citas-whatsapp-aurora","status":"publish","type":"post","link":"https:\/\/www.aurorainbox.com\/en\/2026\/04\/30\/configure-whatsapp-appointment-system-aurora\/","title":{"rendered":"How to set up a WhatsApp appointment system with Aurora Inbox (2026)"},"content":{"rendered":"<p>Setting up an appointment system on WhatsApp with Aurora Inbox takes 20-30 minutes and includes everything a service business needs to operate at full capacity: services with their own duration, multiple locations, multiple providers, Google Calendar syncing, and an AI agent that closes the appointment within the chat without sending the client to an external Calendly platform. This guide covers step-by-step setup for clinics, salons, workshops, offices, and any vertical that sells time.<\/p>\n<h2 id=\"por-que-agendar-dentro-del-chat-y-no-con-un-calendly-externo\">Why schedule within the chat (and not with an external Calendly)<\/h2>\n<p>Each time someone switches away from WhatsApp, they lose customers. The data:<\/p>\n<ul>\n<li><strong>Jump to external Calendly<\/strong>30-40% of the leads abandon before completing.<\/li>\n<li><strong>Schedule within the chat<\/strong>: 80-90% retention.<\/li>\n<li><strong>No-show rate<\/strong> with WhatsApp + automatic reminders: 8-12% (vs 18-25% without reminders).<\/li>\n<\/ul>\n<p>Aurora Inbox has an embedded appointment engine: the AI agent or human operator checks availability, offers schedules and appointments \u2014 all within the same WhatsApp conversation.<\/p>\n<h2 id=\"lo-que-vas-a-configurar\">What you&#039;re going to configure<\/h2>\n<p>Before you begin, understand this model:<\/p>\n<table>\n<thead>\n<tr>\n<th>Concept<\/th>\n<th>What is<\/th>\n<th>Example<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td><strong>Service<\/strong><\/td>\n<td>The type of appointment you offer, with a fixed duration<\/td>\n<td>&quot;Haircut \u2014 30 min&quot;<\/td>\n<\/tr>\n<tr>\n<td><strong>Location<\/strong><\/td>\n<td>Where the date takes place<\/td>\n<td>&quot;North Rome Branch&quot;<\/td>\n<\/tr>\n<tr>\n<td><strong>Lender<\/strong><\/td>\n<td>Who attends<\/td>\n<td>&quot;Carlos (stylist)&quot;<\/td>\n<\/tr>\n<tr>\n<td><strong>Availability<\/strong><\/td>\n<td>Working hours by provider and location<\/td>\n<td>&quot;Mon-Sat 10:00\u201319:00&quot;<\/td>\n<\/tr>\n<tr>\n<td><strong>Appointment \/ Booking<\/strong><\/td>\n<td>Specific customer reservation<\/td>\n<td>&quot;Carlos attends to Ana, Saturday 12:00, Roma Norte branch&quot;<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p>A service can be offered in multiple locations. A location can have multiple providers. A provider can handle multiple services. The engine automatically resolves availability.<\/p>\n<h2 id=\"paso-1-crear-los-servicios\">Step 1: Create the services<\/h2>\n<p>In your Aurora Inbox workspace:<\/p>\n<ol>\n<li>Go to <strong>Settings \u2192 Appointments \u2192 Services<\/strong>.<\/li>\n<li>Click on <strong>New service<\/strong>.<\/li>\n<li>Fill in:\n<ul>\n<li><strong>Name<\/strong>&quot;Dental cleaning&quot;, &quot;Haircut&quot;, &quot;General consultation&quot;, etc.<\/li>\n<li><strong>Duration<\/strong>: in minutes. The availability engine uses this duration to open slots.<\/li>\n<li><strong>Buffer before\/after<\/strong> (optional): preparation or cleaning time between appointments.<\/li>\n<li><strong>Description<\/strong>: visible to the customer when the agent offers the service.<\/li>\n<\/ul>\n<\/li>\n<li>Repeat for each service. Recommendation: create between 3-10 services \u2014 more than that confuses both the customer and the agent.<\/li>\n<\/ol>\n<h2 id=\"paso-2-configurar-ubicaciones\">Step 2: Configure locations<\/h2>\n<p>If you only have one branch, create a single location. If you have multiple branches, create one entry per branch.<\/p>\n<ol>\n<li><strong>Settings \u2192 Appointments \u2192 Locations<\/strong>.<\/li>\n<li><strong>New location<\/strong>.<\/li>\n<li>Fill in:\n<ul>\n<li><strong>Name<\/strong>&quot;Roma Norte Branch&quot;, &quot;Polanco Office&quot;, etc.<\/li>\n<li><strong>Full address<\/strong>: appears in the confirmation message.<\/li>\n<li><strong>Time zone<\/strong>: critical \u2014 the engine calculates slots in the time zone of the location, not the client.<\/li>\n<li><strong>Base schedule<\/strong> of operation (optional, providers may have different schedules).<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n<h2 id=\"paso-3-crear-prestadores\">Step 3: Create providers<\/h2>\n<p>Each provider is a person or resource that occupies time:<\/p>\n<ol>\n<li><strong>Settings \u2192 Appointments \u2192 Providers<\/strong>.<\/li>\n<li><strong>New provider<\/strong>.<\/li>\n<li>Fill in:\n<ul>\n<li><strong>Name<\/strong>: real name (&quot;Carlos Hern\u00e1ndez&quot;) or generic name (&quot;Treatment Room 1&quot;).<\/li>\n<li><strong>Services provided<\/strong>: marks the services from step 1 that this provider can give.<\/li>\n<li><strong>Work locations<\/strong>: typically one, but there can be several.<\/li>\n<li><strong>Working hours<\/strong>By day of the week. Default: Mon-Fri 09:00-18:00. Customizable by provider.<\/li>\n<li><strong>E-mail<\/strong> (optional): for new appointment notifications.<\/li>\n<li><strong>Linking to an Aurora user<\/strong> (optional): If the service provider is also a user who logs into the app, link them so they can see their own appointments in their calendar.<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n<h2 id=\"paso-4-conectar-google-calendar-opcional-pero-recomendado\">Step 4: Connect Google Calendar (optional but recommended)<\/h2>\n<p>Sync to avoid conflicts with personal events:<\/p>\n<ol>\n<li><strong>Settings \u2192 Appointments \u2192 Integrations \u2192 Google Calendar<\/strong>.<\/li>\n<li><strong>Connect provider<\/strong>For each provider, click on <strong>Connect Google<\/strong> and authorizes with the lender&#039;s account.<\/li>\n<li>Configure <strong>synchronization address<\/strong>:\n<ul>\n<li><strong>Bidirectional<\/strong> (recommended): Google events block slots in Aurora; Aurora appointments appear in Google.<\/li>\n<li><strong>From Aurora to Google only<\/strong>: Appointments are published on Google but Google events do not affect availability.<\/li>\n<\/ul>\n<\/li>\n<li>Complete guide: <a href=\"\/en\/conectar-google-calendar-whatsapp-aurora\/\">Connect Google Calendar to your WhatsApp appointment system<\/a>.<\/li>\n<\/ol>\n<h2 id=\"paso-5-activar-el-agente-de-ia-con-plugin-de-citas\">Step 5: Activate the AI agent with the appointment plugin<\/h2>\n<p>The AI agent within the chat uses two MCP\/plugin functions: <code>GetAvailableSlots<\/code> and <code>CreateBooking<\/code>.<\/p>\n<ol>\n<li>Go to <strong>AI Agents \u2192 Your agent \u2192 Plugins<\/strong>.<\/li>\n<li>Active <strong>BookingPlugin<\/strong>.<\/li>\n<li>Configure:\n<ul>\n<li><strong>Auto-select provider<\/strong>If it&#039;s active, the agent chooses the first available provider. If not, they ask the customer which one they prefer.<\/li>\n<li><strong>Request email<\/strong>If you activate it, the agent will ask for your email before confirming (necessary to send a calendar invitation).<\/li>\n<li><strong>Cancellation policy<\/strong>: text that the agent mentions when confirming.<\/li>\n<\/ul>\n<\/li>\n<li>Guard.<\/li>\n<\/ol>\n<p>From that moment on, when a customer says &quot;I want to schedule a dental cleaning&quot;, the agent:<\/p>\n<ol>\n<li>Confirm the service.<\/li>\n<li>Ask for preferred date (or offer upcoming slots).<\/li>\n<li>Call <code>GetAvailableSlots<\/code> and displays actual times.<\/li>\n<li>Confirm your chosen time.<\/li>\n<li>Ask for name and (if applicable) email.<\/li>\n<li>Call <code>CreateBooking<\/code>.<\/li>\n<li>Send confirmation with service details, date, provider, and location.<\/li>\n<\/ol>\n<h2 id=\"paso-6-configurar-recordatorios-automaticos\">Step 6: Set up automatic reminders<\/h2>\n<p>Reducing no-shows requires scheduled reminders. At Aurora:<\/p>\n<ol>\n<li><strong>Settings \u2192 Appointments \u2192 Reminders<\/strong>.<\/li>\n<li>Activate the firing:\n<ul>\n<li><strong>24 hours before<\/strong>: pre-approved WhatsApp template that confirms the appointment.<\/li>\n<li><strong>2 hours before<\/strong>: short note with address and provider.<\/li>\n<li><strong>Post-quote<\/strong>NPS survey (optional).<\/li>\n<\/ul>\n<\/li>\n<li>Each template must be pre-approved in the &quot;Utility&quot; category by Meta. Aurora provides templates ready for cloning.<\/li>\n<\/ol>\n<p>Typical result: drop in no-shows from 18-25% to 8-12%. More details in <a href=\"\/en\/reducir-no-shows-recordatorios-whatsapp\/\">How to reduce 50% no-shows with automated WhatsApp reminders<\/a>.<\/p>\n<h2 id=\"paso-7-probar-de-punta-a-punta\">Step 7: Test from end to end<\/h2>\n<p>Send a test message to your WhatsApp number:<\/p>\n<pre><code>Hello, I would like to schedule a dental cleaning for tomorrow afternoon.\n<\/code><\/pre>\n<p>The agent must:<\/p>\n<ol>\n<li>Recognize the &quot;Dental Cleaning&quot; service.<\/li>\n<li>Call <code>GetAvailableSlots<\/code> with tomorrow&#039;s date.<\/li>\n<li>Show 3-5 PM times.<\/li>\n<li>Request confirmation.<\/li>\n<li>Create the appointment and send the summary.<\/li>\n<\/ol>\n<p>If something goes wrong, check the troubleshooting section below.<\/p>\n<h2 id=\"operacion-dia-a-dia\">Day-to-day operations<\/h2>\n<h3 id=\"vista-de-calendario\">Calendar view<\/h3>\n<p><strong>Appointments \u2192 Calendar<\/strong> Displays day\/week\/month with all appointments, filterable by provider, location, or service. Each appointment has 4 statuses: Pending, Confirmed, Completed, Cancelled.<\/p>\n<h3 id=\"cambios-de-estado\">State changes<\/h3>\n<p>From the appointment view or from the chat:<\/p>\n<ul>\n<li>Mark as confirmed.<\/li>\n<li>Reschedule.<\/li>\n<li>Cancel (with reason).<\/li>\n<li>Mark as no-show.<\/li>\n<\/ul>\n<p>Each change triggers an optional WhatsApp template for the client.<\/p>\n<h3 id=\"metricas\">Metrics<\/h3>\n<p>Dashboard for appointments shows:<\/p>\n<ul>\n<li>Appointments scheduled \/ month.<\/li>\n<li>No-show rate.<\/li>\n<li>Completion rate.<\/li>\n<li>Top providers and services.<\/li>\n<li>Origin (chat, agent, manual, external).<\/li>\n<\/ul>\n<h2 id=\"solucion-de-problemas\">Troubleshooting<\/h2>\n<h3 id=\"el-agente-no-encuentra-slots-disponibles\">The agent cannot find any available slots<\/h3>\n<ul>\n<li>Check that the provider has a schedule set for the day you are checking.<\/li>\n<li>Check that the provider is active and offers that service.<\/li>\n<li>If you connected Google Calendar, check that there isn&#039;t an &quot;out of office&quot; event scheduled for the entire day.<\/li>\n<\/ul>\n<h3 id=\"no-location-found-for-service\">&quot;No location found for service&quot;<\/h3>\n<p>The service has no assigned location. Edit the provider and select at least one location.<\/p>\n<h3 id=\"cliente-recibe-la-confirmacion-en-zona-horaria-equivocada\">Customer receives confirmation in the wrong time zone<\/h3>\n<p>The time zone is calculated in the following order: location \u2192 workspace \u2192 client. Configure the correct time zone in the location.<\/p>\n<h3 id=\"doble-cita-el-mismo-dia-para-el-mismo-cliente\">Double appointment on the same day for the same client<\/h3>\n<p>Aurora detects and prevents: if the customer already has an appointment that day (in the same chat) the agent responds &quot;You already have an appointment scheduled for that day&quot; and does not duplicate it.<\/p>\n<h3 id=\"google-calendar-no-sincroniza\">Google Calendar is not syncing<\/h3>\n<ul>\n<li>Verify that the OAuth has not expired (Settings \u2192 Appointments \u2192 Integrations).<\/li>\n<li>Check permissions: Aurora needs read and write access to the provider&#039;s primary calendar.<\/li>\n<\/ul>\n<h2 id=\"como-lo-hace-aurora-inbox\">How does Aurora Inbox do it?<\/h2>\n<p>Aurora combines a Meta-level BSP, an LLM agent (GPT-5), an embedded appointment engine, native Google Calendar syncing, and automated reminders. For LATAM SMEs that sell time (clinics, salons, workshops, consulting rooms), it&#039;s the most direct combination for 80-90% lead retention compared to external Calendly.<\/p>\n<p>Recommended plan: <strong>Aurora IA $179 USD\/month ($3,200 MXN)<\/strong> which includes an appointment engine, AI agent with booking plugin, Google Calendar and reminders.<\/p>\n<p><a href=\"https:\/\/www.aurorainbox.com\/en\/Identity\/Account\/Register\/?Trial=1\">Start your free trial<\/a> \u2014 the complete setup takes 30 minutes.<\/p>\n<h2 id=\"preguntas-frecuentes\">Frequently Asked Questions<\/h2>\n<h3 id=\"funciona-sin-agente-de-ia\">Does it work without an AI agent?<\/h3>\n<p>Yes. A human operator can manually schedule appointments via chat with just a couple of clicks. The availability engine continues to function.<\/p>\n<h3 id=\"soporta-multiples-zonas-horarias\">Does it support multiple time zones?<\/h3>\n<p>Yes. Each location has its own time zone. The customer sees the hours in the location&#039;s time zone, not their own.<\/p>\n<h3 id=\"puedo-cobrar-antes-de-agendar\">Can I get paid before scheduling?<\/h3>\n<p>Yes, by integrating Stripe (next on the roadmap) or by requesting an advance deposit via a payment link within the chat.<\/p>\n<h3 id=\"cuantos-servicios-y-prestadores-soporta\">How many services and providers does it support?<\/h3>\n<p>No hard limit. Typical operations: 3-15 services, 1-5 locations, 1-50 providers. Mid-market with 100+ providers also supported.<\/p>\n<h3 id=\"la-cita-se-cancela-automaticamente-si-el-cliente-no-responde\">Is the appointment automatically cancelled if the client does not respond?<\/h3>\n<p>Not by default. You can activate the &quot;auto-cancel if no confirmation 2 hours prior&quot; policy in settings.<\/p>\n<h3 id=\"funciona-en-otros-canales-ademas-de-whatsapp\">Does it work on other channels besides WhatsApp?<\/h3>\n<p>Yes. Aurora supports Messenger, Instagram, and web chat. The dating engine is channel-agnostic\u2014the same date can be created from any conversation.<\/p>\n<h3 id=\"vale-la-pena-vs-calendly-zapier\">Is it worth it vs Calendly + Zapier?<\/h3>\n<p>For services where the customer is already on WhatsApp: yes. Lead retention increases 2-3 times because they don&#039;t leave the conversation. Full comparison at <a href=\"\/en\/aurora-bookings-vs-calendly-whatsapp\/\">Aurora bookings vs Calendly + WhatsApp<\/a>.<\/p>","protected":false},"excerpt":{"rendered":"<p>2026 Guide to Setting Up a WhatsApp Appointment System with Aurora Inbox: Services, Locations, Providers, AI Agent, and Google Calendar \u2014 Without Jumping to Calendly.<\/p>","protected":false},"author":1,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[452],"tags":[498,210,304,558,219],"class_list":["post-38980","post","type-post","status-publish","format-standard","hentry","category-blog","tag-agendamiento","tag-aurora-inbox","tag-reservas","tag-sistema-de-citas","tag-whatsapp-business"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v25.8 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>C\u00f3mo configurar un sistema de citas en WhatsApp con Aurora Inbox (2026)<\/title>\n<meta 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