From chat form to reservation, reminders, and birthday greetings — how does the flow work?

Many businesses take registrations through a text form in chat: the team sends a list of fields ("Name:", "Date of birth:", "Phone:"), the customer replies — sometimes neatly line by line, sometimes as one long paragraph. Then staff retype it into the schedule. WACO turns this whole chain into one automatic flow: form → reservation → confirmation → reminders → contact → birthday greeting.

1. Set up the form (±2 minutes)

1. Open the Reservations page, find the Form → Reservation card.
2. Paste your own form — the exact text your team usually sends. Every line shaped Label: becomes one field.
3. Match each piece of data to its line label in the template: type the line label for Name, Reservation date, and Phone number (required). Two optional columns: Branch / location and Date of birth — fill them if your form has them.
4. Save & turn on. Nothing about how your team works has to change.

When a filled reply arrives, WACO reads it (AI) and creates a draft reservation plus a private note on the conversation. Drafts appear at the top of the Reservations page; staff simply choose:

• Correct ✓ — it joins the schedule; confirmation & reminders run.
• Reject — cancelled, with the trail kept.

Why a draft first? A form reply is not yet a commitment, and a misread date that then receives reminders is far worse than one click. A customer resending the form (small corrections) updates the same draft — no twins.

2. Automatic confirmation (optional)

In the Automatic confirmation card, pick the template sent to the customer the moment the reservation is recorded (from your own WhatsApp number, regular Meta template rates). Placeholders: {{1}} name, {{2}} date, {{3}} time. Templates with a time are sent once the time is set. Leave empty to send nothing.

3. Calendar, agenda, and multiple branches

• A month calendar shows how busy each date is; click a date for the detail. Reschedule / set the time of each reservation right from its row.
• A read-only agenda you can share with your field team — the link is in the Reservations settings (next 21 days, numbers become wa.me links).
• Multiple branches? Register your official branches in the Branches / locations card. The agenda can then be filtered per branch (each branch gets its own shareable agenda link), and the AI recognizes the branch from the form with the correct spelling. Each reservation's branch can also be edited from its row.
• Patient-count recap for reports. Below the month calendar are two CSV download links: Daily recap (one row per date in that month) and Monthly recap (one row per month of the year). Columns: total visits (excluding cancelled), scheduled, completed, draft, cancelled, unique patients by number, new registrations by date recorded, then one column per branch and per package, closed by a TOTAL row. Counted by visit date, so the numbers match "this month" in the agenda. Opens in Excel or Google Sheets.

4. Automatic reminders

Every confirmed reservation flows into Reminders automatically — no double entry. Rules you set once (e.g. H-1 schedule reminder, H+3 aftercare follow-up) apply to every new customer. You can have more than one rule/template.

5. Save as a contact & birthday greetings (mini-CRM)

On the Contacts page, turn on "Save confirmed reservations to the contact book" — name, number, and date of birth are saved automatically. Then turn on "Send birthday greetings automatically", pick a template, and set the send limit: every contact whose birthday it is gets a greeting automatically each year. Dates of birth can also be entered per contact or via Excel import (a "date of birth" column is recognized automatically).

Worth knowing

• Reading the form uses AI Operator quota — an active assistant is required. Ordinary chats consume nothing: only messages that genuinely resemble the form (at least 3 matching labels) are processed.
• Photos and attachments are never read — only text is processed.
• These features are opt-in: you switch them on yourself from the portal when ready.