PromptusphereHow to receive appointment requests with the service, date and details you need
This template gathers in one request the service your customer needs, when they can come and what you should know before seeing them. Your team confirms the appointment, and if the customer changes the date or service, only that confirmation reopens.
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Describe how you work today and we'll suggest the questions
The problem
Booking over WhatsApp takes several back-and-forth messages: which service, which day, morning or afternoon, in person or online. The visit address arrives in another chat, earlier test results get lost among photos and the appointment is confirmed with incomplete information. If the customer changes the day, nobody knows for sure which date was agreed last.
When to use it
- You offer consultations, assessments or follow-ups and want to know the reason before the appointment.
- You make home visits to quote and need the full address.
- You see people in person and online, and the customer chooses the format.
- You ask for earlier test results, photos or prescriptions before seeing the customer.
How it works
1. Adjust the services
Start from the appointment request template. Change the list of services and the time blocks, and choose who on your team confirms appointments.
2. Share the link
Add a button to your website or embed an intake form to receive new appointments, or send the link by email or a prepared WhatsApp message. Your customer picks a preferred date, a backup date and a time of day from their phone.
3. Confirm the appointment
You review the request and approve the appointment confirmation. If the customer changes the service, date or time, the confirmation reopens; if they only add a note or a file, the appointment stays confirmed.
The template, question by question
This is how it arrives in your workspace. Change questions, options and approvals to fit the way you work.
What it asks
It starts with name, phone and email. Then the service: consultation or assessment, follow-up, service or treatment, or a home visit to quote. For a visit it asks for the address; otherwise it asks whether it will be in person or online. It also asks whether this is their first time with you. Next come the preferred date, an optional backup date and the preferred time block: morning, afternoon or after 5:00 p.m. Finally there is space for anything you should know before the appointment and for supporting files such as earlier test results, photos or prescriptions. The appointment confirmation, done by your team, covers the service, the address or format, the dates and the time.
Approvals
- 01Appointment confirmation (your team)
What reopens when something changes
- Appointment confirmationReopens if this changes: Which service do you need?, Visit address, Format, Preferred date, Alternative date, Preferred time of day
| Question | Answer | Required |
|---|---|---|
| Your details | ||
| Full name | Short text | Yes |
| Phone or WhatsApp | Short text | Yes |
| Short text | Yes | |
| Service | ||
| Which service do you need? | One option: Consultation or assessment, Follow-up, Service or treatment and 1 more | Yes |
| Visit address | Long text | If it applies |
| Is this your first visit with us? | One option: Yes, No | Yes |
| Format | One option: In person, Online (video call) | If it applies |
| Date and time | ||
| Preferred date | Date | Yes |
| Alternative date | Date | No |
| Preferred time of day | One option: Morning (9:00 to 13:00), Afternoon (13:00 to 17:00), After 17:00 | Yes |
| Before your appointment | ||
| Is there anything we should know? | Long text | No |
| Supporting files | File: PDF, JPG, JPEG, PNG, HEIC, 20 MB | No |
Common mistakes
Asking for a single date
If that date is no longer available, another round of messages begins. Ask for a backup date too.
Confirming without knowing the reason
A note ahead of time lets you prepare or ask for test results in time.
Asking about format for a home visit
The template hides in person or online when the service is a visit, and asks for the address instead.
Accepting an incomplete address
Street, number, neighborhood and city save last-minute calls on the day of the visit.
Frequently asked questions
Does my customer pick an exact time?
They pick a preferred date, a backup date and a time block. You confirm the exact time based on your availability.
Can I receive requests from my website?
Yes. Copy the website button or embed the intake form. Each submission creates a new request.
Can the customer send earlier test results?
Yes, up to 3 files as PDF, JPG, PNG or HEIC. You can change formats and limits in your version of the template.
What happens if the customer changes the date?
The appointment confirmation reopens and you see the old date next to the new one. The earlier confirmation stays in the history.
Does my customer need an account?
No. They open the link and confirm their email with a 6-digit code. They do not create an account or pay anything.
Start with this template
It lands in your workspace ready to adjust. Your customers answer it for free from their phone.
Use this template