by leila.orynbayeva -

13. Exploring tools: Connecting WhatsApp and Google Calendar

It all started with a simple idea of booking appointments just by chatting on WhatsApp. I wanted to test this hypothesis without diving into complex paid tools right away. So I rolled up my sleeves and began researching how to connect WhatsApp with a calendar system in the most efficient, hands-on way possible.

As I combed through forums, websites, and YouTube videos, I came across platforms like Libromi. This company specializes in implementing chatbots for messaging apps. Their tool stood out because it offered something I wasn’t even looking for at first: a multi-agent chat system. This means multiple people can manage customer support and sales conversations using a single WhatsApp number, while keeping performance and access control in check. It was impressive.

Libromi also offered neat perks: integration with Google Sheets, payment gateways, automation for Facebook/Instagram lead ads, and most importantly, a ready-made booking system. Tempting? Very. But I decided not to use it. Since my focus was testing just one specific idea, I challenged myself to build the booking feature on my own instead. + Why pay 50$ per month for functions that might not be used 🙃

Before diving into development, I needed to make a key decision: Should I use the WhatsApp Business App or go for the WhatsApp Business API? Here’s what I learned:

The WhatsApp Business API is where the real power lies. With no device limits, full automation, integration support, and no broadcast caps, it’s made for businesses that want to scale. Naturally, this was the right choice for what I had in mind.

The WhatsApp Business App is great for small businesses. You can connect up to 5 devices, but it’s not designed for automation or integration. There’s also a limit on broadcasts (256 contacts), which can quickly become a bottleneck.

From Idea to Execution

Next, I needed to bridge WhatsApp and Google Calendar using the API. After evaluating several tools, I found that platforms like Zapier and Twilio could help make the connection smoother. They allow you to set up triggers and automate workflows, like creating calendar events based on user messages.

But here’s where I hit a roadblock: I couldn’t connect a chatbot to just any WhatsApp account. It has to be a verified business account through Facebook. So I created a Facebook Business Account, which is a must-have if you want to access the WhatsApp API and integrate it with any external tools.

What’s Next?

At this point, I’ve laid the groundwork: I understand the tools, I’ve set up the business account, and I’ve mapped out the data flow. The next step is to actually build the interaction where a user can chat with the bot, choose a time slot, and get a confirmation automatically logged into a calendar.

by leila.orynbayeva -

12. “Sprechen Sie Deutsch?” The Hidden Barrier to Booking Appointments

When I arrived in Austria as an international student, I expected that most of my challenges would come from my still-developing German skills (aber ich lerne es!). And ofc as it always happens after a few months of my arrival, I needed to see a doctor.

But to my surprise, the real problem wasn’t finding a doctor.It was booking the appointment.

Most clinics required a phone call. And most receptionists spoke only German. After four failed calls, I finally found a local doctor who could help and book an appointment. Lucky me!

But when I spoke to other international students, I realized this wasn’t just my problem:

“After a few calls, I gave up and asked my Austrian friend to call.” – Orlaith, 22, Ireland
“I accidentally booked a vaccination instead of a check-up.” – Younes, 23, Algeria
“Yes, I booked the appointment… but it took 40 minutes!” – Elske, 30, Netherlands

This process is frustrating for everyone involved: patients feel confused and helpless, and clinics lose time (and possibly clients) and money

So I started wondering:

  • What if booking an appointment didn’t require fluent German?
  • How could this process be simpler and less stressful?
  • Could we implement ideas from other countries’ systems?

Most websites in my country offer virtual assistance or a chatbot on messengers. So, what if I develop a chatbot that works in both German and English? It would guide international patients step by step, collect necessary details, and ease the burden on receptionists without requiring extra staff or app downloads.

More in the next post…