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Basma Clinics: WhatsApp bookings and appointment reminders
Dental clinics in Dammam. Bookings on WhatsApp, an automatic reminder that asks for confirmation, and an automatic reply to calls after hours.
The situation
80 messages every morning for one front-desk employee, patients who don’t show up, and calls after hours with no answer.
The build
Stage
What they built
Guide
1. Getting started
Building the patients and appointments units with AI
Complete the first setup wizard as the workspace owner · Cortex AI: your complete guide to the assistant
2. Channels
WhatsApp Web for daily replies, and WhatsApp Cloud for reminders
3. No duplicates
The WhatsApp number as a unique field, and merge mode
Field types: the full list and when to use each · Prevent duplicate clients with Deduplication Control
4. Reminders
A Before or after a date automation, the day before the appointment, that sends an “Appointment reminder” template and waits for the reply, and creates a call task for anyone who doesn’t confirm within 3 hours
Create your first automation and test it safely · Create a message template and get it approved by Meta
5. After hours
A business hours calendar, and an automatic reply to calls with the next opening time
6. Daily work
The “Unread” filter in the morning, and a “Booking confirmed” tag
The result
The front desk only calls those who didn’t confirm, and everyone who calls after hours knows when they’ll get an answer.
The lesson
Use WhatsApp Web for conversations, and WhatsApp Cloud for the messages you start.
A real example
Basma Clinics
The situation
A made-up clinic.
What they did
- It built the six stages in two days.
The result
Confirmed appointments and a less stressed front desk.
A made-up company, to show the idea. The numbers are rounded.
Did this guide solve it?
If not, we’ll ask what was missing.