Who can use it
- Doctors and receptionists can use WhatsApp by default — they can open the inbox, send approved templates, and manage quick replies. Doctors see only the patients on their own appointment book.
- Admins keep everything, including the analytics tab, which stays admin-only.
What’s in the module
- Lifecycle automation. WhatsApp messages fire automatically on Confirm, Cancel, No-Show, Reschedule, a new booking request, a new manually-scheduled appointment, and a completed visit (with an optional Google Review survey one day later). Your clinic fills patient name, date, doctor and clinic from the appointment — no manual copy-paste.
- Automated messages read like real messages. When an automation fires, the chat thread shows the actual rendered text the patient received — the real confirmation or reminder — not a template placeholder.
- The automations editor only offers approved templates. The template picker lists only Meta-approved templates, grouped by category (Utility / Marketing / Authentication). A live preview shows the full approved template — header, body and buttons — with your chosen variables filled in, so you see exactly what the patient will receive before you save.
- Variables everywhere they belong. You can wire variables into URL buttons and header text, not just the message body. An automation can’t be saved until every placeholder is mapped, so an automation can never silently fail to send.
- Attach quotations and receipts from the chat sidebar. Alongside invoices, the patient conversation sidebar has Recent quotations and Recent receipts cards, each with an attach button. One click renders the PDF and stages it on the composer. Invoice, quotation and receipt PDFs arrive on the patient’s phone as proper PDFs with your clinic’s branding.
- Conversation window indicator. The composer shows an accurate “waiting for patient reply” state. WhatsApp’s 24-hour conversation window reopens only when the patient messages you back — sending an approved template does not reset it. Until the patient replies, you can send only approved templates.
- Inbound media renders properly. Photos as full-bleed thumbnails you can click to expand. GIFs and short videos with native controls. Voice notes as an in-bubble pill player. Stickers float bubble-less the way they do in WhatsApp itself. PDFs and documents show as a file chip with the original filename.
- Real check / double-check / blue ticks. Outbound messages show the familiar sent / delivered / read ticks. When a staff member opens a thread, the inbound messages are reported back as “read” so the patient sees double-blue on their phone.
- Markdown rendering.
*bold*,_italic_,~strike~and inline code render in the chat thread, and URLs autolink. - Reschedule via WhatsApp, even after a no-show. Patients who cancelled or no-showed can reschedule by replying “reschedule”. Picking a new slot revives the appointment to Scheduled automatically, and the slot list always reflects the clinic’s operating hours and the assigned doctor’s working schedule.
- Per-tab toggles. Admins can independently enable or disable the Inbox, Templates, Automations, Quick replies, Analytics and Events tabs inside the WhatsApp module — useful when you want specific roles to see only the parts they need.
How to use it
Open the WhatsApp module
It opens inside the dashboard, with your sidebar and top bar still in view.
Approve templates
On the Templates tab, make sure each operational template (confirmation, reminder, cancellation, reschedule, completed-visit) has been approved by Meta.
Build your automations
On the Automations tab, pick a template from the category-grouped picker, map every variable into the body, header and any URL buttons, and check the live preview. You can’t save until every placeholder is mapped.
Work the inbox
Doctors and receptionists can open threads, send approved templates and use quick replies. Reply directly — your message is delivered with real ticks and stored against the appointment.
Attach billing documents
Open a patient thread and use the Recent invoices, Recent quotations and Recent receipts cards in the sidebar. One click stages the branded PDF on the composer.