Book Appointments with WhatsApp Flows in Sparkforge

By Sparkforge Support Team ·Last reviewed May 3, 2026

WhatsApp Flows let contacts book appointments without leaving the chat. Build the flow under Settings > WhatsApp > Flows, link it to a calendar, and send it from a WhatsApp template or workflow action.

WhatsApp Flows are interactive, multi-step forms that run inside a WhatsApp conversation. Linked to a Sparkforge calendar, they collect the contact's details and book an appointment without sending the user to an external page.

Why book inside WhatsApp

  • Less friction — the contact never leaves the chat.
  • Pre-filled fields — name, email, phone, and time zone fill in from the contact record.
  • Faster load — Flows render natively in WhatsApp instead of opening a browser.
  • Free service conversations — the first 1,000 service conversations for appointment booking are free each month.

Build the appointment booking Flow

  1. Go to Settings > WhatsApp > Flows.
  2. Click Create new Flow, add a Flow Name, and pick the calendar that should receive the bookings.
  3. Arrange the default form fields.
  4. Add the Header, Body, Footer, and Button text.
  5. Click Publish.

Calendars with payments enabled are not supported — WhatsApp does not yet handle payment capture inside Flows. Recurring calendar events are also not supported.

Send the Flow through a WhatsApp template

  1. Go to WhatsApp > Templates > Create Template.
  2. Add the template name, category, language, header text, body, and footer.
  3. Add a Button and choose Flow.
  4. Link your published Appointment Flow to the button.

Send the Flow from a workflow

Option 1 — Through a WhatsApp template

  1. Go to Automations > Create Workflow > Start from Scratch.
  2. Add a WhatsApp action.
  3. Select the template that contains your Flow button.
  4. Save the action.

Option 2 — Inside an open conversation (free)

If the customer service window is open (the contact has messaged you in the last 24 hours), you can send the Flow at no template cost.

  1. Go to Automations > Create Workflow > Start from Scratch.
  2. Click + and add WhatsApp: Customer Service Window Check. Save.
  3. On the Open branch, add WhatsApp: Send Flows.
  4. Pick your published Flow.
  5. Save the action.

Limits to know

  • Calendars with payments are not supported.
  • Recurring events are not supported.
  • Send from a template requires the template to be approved by Meta with the Flow button attached.

Frequently Asked Questions

Can a WhatsApp Flow accept payment for the appointment?
Not yet. WhatsApp Flows do not support payment capture, so calendars with payments enabled can't be linked to a booking Flow.
How do I send a Flow without paying for a template message?
If the customer service window is open (the contact messaged you in the last 24 hours), use the WhatsApp: Customer Service Window Check action and the Open branch's WhatsApp: Send Flows action. Sending inside an open service window is free.
Are recurring appointments supported through Flows?
No. Recurring calendar events are not currently supported in WhatsApp Flows. Use a standard Sparkforge booking page for recurring schedules.
What customer details get pre-filled?
Name, email, phone number, and time zone pull from the existing contact record, so returning customers complete the booking in fewer taps.
Are appointment-booking conversations free?
The first 1,000 service conversations per month for appointment booking are free. Beyond that, Meta's standard WhatsApp Business pricing applies.

Was this article helpful?

Related Articles