Appointment Booking & Reminder Bot for builders

What is included in the setup

• Slot calendar with your working hours
• Confirmation + reminder messages
• Reschedule and cancel flow
• Owner notification per booking

What you need before the call

• The accounts the setup connects to (WhatsApp, Google or Meta)
• Your services, prices, timings and address
• Who receives alerts and reports
• Approval for the content the setup will send in your name

A normal day at a builder & developer with this setup

1. 7:30 AM: Front desk opens the day's site visit list on the shared calendar; the bot has already blocked slots outside working hours so no one can double-book a 9 AM visit against a 9 AM client meeting.
2. A walk-in or WhatsApp enquiry comes in asking for a 2 BHK site visit; front desk or the sales executive picks an open slot on the calendar and the bot sends the client a confirmation message with the project name, tower, and reporting time at the site office.
3. Evening before the visit, the bot sends an automatic reminder to the client and a copy to the assigned site executive, so the executive knows to keep the flat unlocked and the price list ready.
4. If the client wants to shift the visit (common when site traffic or weekend crowds pile up), they reply to the bot's message; the reschedule flow moves the slot and resends confirmation without front desk having to call back.
5. If a client cancels last minute, the bot frees that slot immediately so it can be offered to the next enquiry waiting for a Saturday or Sunday visit slot.
6. After each booking, cancellation, or reschedule, the owner or sales head gets a notification, so they can see the day's visit load without asking front desk for an update.
7. During launch week or a festival offer period, front desk uses the same calendar to manage the spike in visit requests instead of juggling a paper diary or scattered WhatsApp chats.

Rules and platform limits it works within

Any WhatsApp message to a client falls under WhatsApp Business policy — the setup uses approved message templates for confirmations and reminders so messages aren't blocked or flagged as spam. If SMS is used as a backup channel, TRAI/DLT rules apply, so SMS templates are pre-registered before sending. Because the bot stores client names, phone numbers, and visit details, the DPDP Act 2023 applies to how this data is stored and who can access it — the setup keeps this data limited to front desk and the owner, and does not share it outside the booking flow. Any project details shared during confirmation (possession date, pricing) should match what's filed under RERA for that project; the setup does not generate or verify RERA disclosures, it only sends what your team enters.

What the leak costs: a worked illustration

Assume a builder's front desk gets 6 site visit enquiries a day and misses 2 because no one picked up the call during a client site walk or a lunch break. At an average lead-to-booking value where even 1 missed enquiry in 20 converts to a sale, losing 2 enquiries a day for a month (about 60 enquiries) means roughly 3 lost bookings that month. A single unit sale is worth far more than the setup fee of Rs 12,000 and the Rs 2,000/month care plan combined. This is an illustration, not a guarantee — actual conversion depends on project pricing, location, and season. The setup fee and care plan pay for themselves if even one enquiry that would otherwise have been missed turns into a confirmed site visit and later a booking.

Questions builder & developer owners ask

Our site visits depend on weekends and evenings when the whole team is out on-site. Will the bot handle bookings when front desk isn't at the desk?

Yes. The calendar and confirmation messages run automatically once your working hours are set, so a client can book a Saturday evening slot even if front desk is on a call with another visitor. Reminders and confirmations still go out without anyone manually typing a message.

We often change the price list or possession date. Does the bot need reprogramming every time?

No. The bot only sends what you enter into the calendar and confirmation template — visit time, location, and project name. Price list and possession date changes are updated by your team in the message content directly; no coding or developer visit is needed.

What happens if a client's number is on DND or the WhatsApp number is inactive?

If WhatsApp delivery fails, the setup can fall back to SMS, which follows TRAI/DLT rules using pre-registered templates. If both channels fail, the owner notification still lets front desk know the reminder didn't go through, so they can call the client directly.